The normal process to resolve a noncompliance within iPassport is to assign one or more ‘actions’ for users to rectify the issue and prevent it from happening again. A verification step can be added to each action so that someone can confirm it was completed correctly.
The Actions tab is where all this activity is concentrated.
Actions can be classified with three parameters - ‘Action Statuses’, ‘Action Types’ and ‘Action Categories’. These consist of user editable options but both the ‘status’ and ‘type’ lists already come with a few basic system default options which can’t be edited. The next section explains their purpose and how to manage them.
The status of an action allows following its progress; the default options are, “Not Started”, “In Progress” and “Completed”.
The type of an action defines what it is intended to accomplish; the default options are, “Corrective”, “Preventive” and “Remedial”.
The Category of an action allows further classifying it according to local practices; there are no default options or limits on what options can be added. As an example, categories can include options like, “Equipment”, “Supplier”, “Audit”, “Procedural change”, etc.
This section includes general instructions on how to manage the options in the fields, Action Status, Action Type and Action Category. They all follow the same format for adding, deleting or editing options.
The permission “Non Compliance:Manage Actions” is required to view the ✎Action Categories button. In addition to the ‘manage actions’ permission, “Non Compliance:Manage Action Statuses” is required to view the ✎Action Statuses button and “Non Compliance:Manage Action Types” is required to view the ✎Action Types button.
To Manage ‘Action Statuses’, ‘Action Types’ and ‘Action Categories’:
Click the corresponding button under the Actions tab to open the appropriate lightbox
- To add an item,
1. Enter a Name for the item in the field provided
2. Click, Add ‘item type‘ (e.g., “Add Status”)
1. Click the pencil icon in the Actions column
2. Adjust the name
3. Click, Rename ‘item type‘ (e.g., “Rename Status”)
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.
The (+)Add Action button allows specifying what needs to be done, by whom and by when, in order to resolve the noncompliance. As many actions as required can be added but in some cases one single action might be enough. All the steps taken are recorded within iPassport as part of the audit trail.
To create noncompliance actions:
Of the fields below, only the Description is required to create an Action. The action can subsequently be edited to add some fields but not all will be available for editing if they are left empty. In particular, a Verification step can only be set when the action is being created.
Using Search-As-You-Type Multi-select Filters:
- As a name is entered in the field, the system tries to match it with that of existing users, displaying results in a dropdown menu.
- If the correct match appears, it must be clicked for it to be selected.
- Selected names are displayed in the field, which will expand as necessary. They can be removed by clicking the “x” to the right of the name.
An action can only be assigned to one user - only one task is created. If there are multiple items to be completed, it is advisable to create multiple actions, which can be assigned to different users if appropriate.
The user will be returned to the Actions tab and the new action will be displayed.
TASKS & ACTIONS
- A task is automatically created when a new action is added. Its reference number is posted in the Actions table, in the column, Linked Task.
- If the action has not been assigned to any user, it can be opened by clicking its reference number in the Linked Task column. If it hasn’t been completed, it will be editable and a person can be assigned the task there. Such a person won’t appear responsible for the action but when they complete the task, the action will automatically be completed too.
- If a new user is assigned the task by editing the Assign Action To field, the original task will be removed and a new one will be created for the selected user.
- If anyone completes the action, the task will automatically be completed by the system.
- Completing the task, completes the action too.
When a noncompliance has many actions added to it, the search area provides filters to locate any one of them.
The search filters available are:
An action can be edited after it has been created, even if it has been completed. The permission, “Non Compliance:Manage Actions” is required.
To edit an action:
All actions can be selected and edited in bulk by ticking the checkbox in the header area.
When multiple actions are edited, text added in the ‘Description’ field and all other parameter changes will be applied to all of the actions.
All edit events are stored in the Actions History area.
When the linked task is completed, the action is automatically marked as completed. It can also be completed from the Actions tab by users with the permission, “Non Compliance:Manage Actions”.
To complete one or more actions in the Actions tab:
All actions can be selected and completed in bulk by ticking the checkbox in the header area.
When multiple actions are completed, the information entered will be applied to all of the actions.
CHECKING WHICH ACTIONS HAVE BEEN COMPLETED
An easy way to check without having to expand each action is to click the Complete Action button; the Actions to Complete field will only display incomplete actions.
At present, each action has to be expanded to check if it has been completed.
If verification is required for an action, it can only be set when the action is created (please see above). Once an action that requires verification is completed, its status will change to “Awaiting Verification”. The button, Verify Action, will be visible to users with the permission, “Non Compliance:Manage Actions”.
To verify actions:
All actions that require it can be verified together in one step by ticking the checkbox in the header area. When the verification lightbox opens, any actions that require verification will be displayed and selected (ticked).
When multiple actions are verified, the information entered will be applied to all of the actions.
If a task needs to be redone, create a new action to replace the rejected one.
Rejected actions won’t stop a noncompliance from being closed (marked as ‘corrected’).
The lightbox will close and return the user to the Actions tab with the action(s) updated.
If an action is no longer required, it can be deleted by users with the permission, “Non Compliance:Manage Actions”. The linked task will automatically be completed if it is still due.
To delete one or more actions:
All actions can be selected and deleted in bulk by ticking the checkbox in the header area.
When multiple actions are deleted, the information entered will be applied to all of the actions.
All delete events are stored in the Actions History area.
All events associated with the Actions tab are recorded within the Actions History. All other events associated with the noncompliance are stored one level up, in the noncompliance’s Changelog tab.
Clicking the Actions History button brings up the Non Compliance Action History Logs lightbox. This pop-up window has its own search facility with filters to help locate any event related to the actions of the current noncompliance. The events are called, “Changes” in the table of results and the person responsible for making them is in the column, “Changed By”.
The search facility includes:
Lists of all events or of the results from a search can be exported as a PDF document or a CSV spreadsheet by clicking the corresponding buttons between the search and result areas.
Normally, all actions must be completed to allow the noncompliance to be closed. However, there will be occasions where it has to be closed or inactivated before it’s resolved as initially planned. These scenarios have been covered in the previous articles, including the section on, Closing a Non-Compliance.