There are two ways raising noncompliances, one is through a dedicated tab in the Non-Compliance module and the other is through a URL link to an external form.
The permission, “Non Compliance:Create Non Compliances” is required to create a new noncompliance within iPassport. It is required in every OU where the user intends to add noncompliance records.
Apart from the Name, which is required and the Index and OU fields, which can’t be blank, all the fields below are optional in the NC creation step:
Since the system doesn’t check that Non Compliance Numbers are unique, it’s recommended to search for the number prior to creating a new NC.
Once the NC record has been created, a user with the permission, “Non Compliance:Change OU” (in both the origin and target OUs) can move it to another OU.
When a user is selected in the “Non-Compliance Responsibility” field, they will be issued a notification by email.
Users can control what notifications they receive, relating to noncompliances in their personal preferences area (My Profile > Preferences > Non Compliance Notification).
The user guide, Personal Preference Management has the relevant details in the Non Compliance Notification section.
If the Immediate or Corrective Action Taken? checkbox is ticked to indicate that some action has been taken to respond to the issue, two fields will appear to add information:
More than one Non Compliance Impact can be added by selecting options from the multi-select field. This is also a user definable field and custom options can be added to it (please see below).
If the option menus of the Cateogry, Level, Escalated To or Non Compliance Impact fields have no entries, it’s most likely because none have been created yet. The Origin field comes with one item (‘External Form’) and more can be added. The instructions below show how to add them.
Once all the details have been added, click the Create button in the lower right corner to submit the Non-Compliance.
The screen will refresh to show the new noncompliance record.
This section includes generic instructions on how to manage the options in the fields, Category, Level, Origin, Escalated To and Non Compliance Impact (the ones that show a spanner/wrench icon on the New Non Compliance page).
These are some of iPassport’s user configurable lists of options which can be edited when the spanner/wrench icon is visible next to the field. They all follow the same format for adding, deleting or editing options.
The permission, “Non Compliance:Manage Non Compliance Categories” is required to manage categories and “Non Compliance:Edit Levels” is required to manage NC levels.
Non Compliance Origins come with a default option - External Form and other ‘origins’ can be added as required. The permission “Non Compliance:Create Non Compliances” is required to manage ‘Origin’ and ‘Escalated To’ lists.
To Manage ‘Non Compliance Categories’, ‘Levels’, ‘Origins’, ‘Escalated To’ Organisations and ‘Non Compliance Impacts’:
Click the spanner/wrench icon under the field to open the lightbox
- To add an item,
1. Click [+]Add ‘item type‘ (e.g., [+]Add Non Compliance Categories) to expand the area
2. Enter a name for the item in the field provided
3. Click, Create ‘item type‘
1. Click the pencil icon in the Actions column
2. Adjust the name
3. Click, Save ‘item type‘
1. If a trash/bin icon is available in the Actions column, clicking it will delete the item; if an item is in use, it can’t be deleted
Click the “X” in the top right corner to close the lightbox.
Locations can only be managed in the Administration area and by users who have ‘administration editor’ rights. Only locations that have been assigned the same OU as the noncompliance’s will be available for selection. Locations also have ‘tags’ to define their purpose and the tag, ‘General’ is required for a location to be available within a noncompliance. Locations can be linked to multiple OUs and tags.
To create a new location:
1. Navigate to Administration > Locations > New Location or to Administration and click the plus (+) sign next to Locations
2. Add a Short Name (Required) and a Long Name (Required) for the new location; the rest of the information is optional
3. Click Create Location
4. In the new record, click the OUs & Tags tab
5. Select the appropriate OU(s) by clicking the pencil icon under Organisational Units
6. Select the Tag, General, to make the location available in noncompliances
Anyone in the organisation with access to the link can Report a new Non Compliance through the external form when settings are in place. Please refer to the article about Non Compliance Permissions And Settings for details about the URL, how to enable it and who gets informed when a Non Compliance report is submitted.
The link opens a secure form with a number of fields to provide basic information of the noncompliance. The form can’t be submitted without clicking the human verification check, “I’m not a robot”.
Only the Name field on the external form is required by the system to submit a noncompliance report. The rest of the fields below can be filled once the noncompliance is created within the system:
Once the name and any other information are entered and the human verification button is checked, the “Submit Non Compliance” button can be clicked to submit the form.