NCR Reporting in Technical Procurement

Robert Marney
Last updated
April 5, 2024
Non Conformance Reports NCRs

NCR reporting and management can vary depending on the industry and organization, but here is a typical workflow used in technical procurement that can be adapted to many situations. NCRs are typically used to document and address instances where a product or process does not meet specified requirements or standards.

1. Identification of Non-Conformance:

  • Non-conformance can be identified through various means, such as internal quality control checks, customer complaints, audits, or routine inspections.
  • The person or team responsible for quality assurance typically initiates this step.

2. Documentation:

  • Once a non-conformance is identified, it must be documented thoroughly. This includes details such as the nature of the non-conformance, location, date, and the person who identified it.

3. Report Creation:

  • Generate an NCR report, which includes all the information gathered in the documentation step.
  • Assign a unique identifier or reference number to the NCR for tracking purposes.

4. Review and Evaluation:

  • The NCR report is typically reviewed by a designated team or individual who assesses the non-conformance’s severity and impact on quality, safety, or compliance.

5. Root Cause Analysis:

  • Determine the underlying cause of the non-conformance. This may involve investigations, data analysis, interviews, or other methods to identify why the issue occurred.

6. Corrective Action Plan Development:

  • Develop a Corrective Action Plan (CAP) to address the root cause and prevent recurrence.
  • The CAP should outline specific steps, responsibilities, timelines, and resources required for resolution.

7. Corrective Action Plan Implementation:

  • Execute the corrective actions as outlined in the CAP.
  • This may involve process changes, rework, employee training, or other intervention8s.

8. Verification of Corrective Actions:

  • Ensure that the corrective actions have been effectively implemented and have resolved the non-conformance.
  • Verification may involve follow-up inspections, testing, or audits.

9. Validation and Closure:

  • Confirm that the non-conformance is resolved and that the product or process now meets the required standards.
  • Close the NCR by documenting the verification and validation results.

10. Documentation and Reporting:

  • Maintain all records related to the NCR reporting process, including the original NCR report, corrective action plan, verification/validation results, and any communication related to the non-conformance.

11. Communication:

  • Depending on the severity and potential impact of the non-conformance, you may need to communicate the issue and its resolution to relevant stakeholders, such as customers, regulatory agencies, or internal teams.

12. Continuous Improvement:

  • Analyze the NCR data over time to identify trends and opportunities for process improvement.
  • Use this information to enhance quality control measures and prevent future non-conformances.

13. Training and Awareness:

  • Ensure that employees are aware of the NCR process and understand their roles and responsibilities in preventing and addressing non-conformances.
  • Provide training as needed to improve skills and knowledge.
  • This workflow ensures that non-conformances are properly documented, analyzed, and addressed to maintain product quality, safety, and compliance while continuously improving processes. The specific steps and procedures may vary based on the industry and organization’s requirements and standards.

Manage Your NCR Process with Current SCM

Current SCM’s quality surveillance toolset supports your NCR management needs through its first-party NCR functionality. Our single source of truth data model will allow your stakeholders to:

  • Track NCR issues from identification to closeout
  • Create, Manage and View NCR issues within the context of each of your suppliers
  • Create an NCR directly from a quality surveillance inspection
  • Plan re-inspections as part of your corrective action plan
  • Defer Purchase Order close out until action items are completed
  • Leverage analytics to make more informed buying decisions in future

Engaged in Complex Procurement?

Current SCM is the first of its kind – supply chain management software purpose-built to support the most complex procurement & materials management projects. With Materials Management and Vendor Document Requirements (VDR) uniquely integrated into the Order, Current SCM provides a unified, collaborative platform to streamline the end-to-end process of project-driven procurement & materials management.

If you engage in any of Direct Procurement, Technical Procurement, Project Procurement or Third Party Procurement, Current SCM will improve your procurement & materials management workflow. If you engage in all four, Current SCM will revolutionize the way you do business.

Contact the team at Current SCM today to learn more!