How do I log a Corrective Action?

Corrective actions such as non-conformances and opportunities for improvement should be logged on the Actions and Events page of the Adoptech portal 

From the Add new menu, select Corrective Actions

The Create Corrective Action modal will appear. Fields outlined in red are required. You can leave the other fields empty.

• Title - give the Corrective Action a high level title

• Describe this Corrective action (optional)

• Corrective action type - select one of the following from the pulldown

  • Non-conformance (NC)

  • Opportunity for improvement (OFI)

Non-conformance (NC)

When the type non-conformance is selected the fields (in addition to those above) are as follows. Fields marked optional can be left empty when you log the action. All the others are required:

• Owner - select the person that is overseeing the non-conformance

• ID  - Provide a unique ID for the non-conformance. An agreed format should be used eg NC1, NC2 etc. 

• Date identified - Enter the day that the non-conformance was raised. This is kept as a record. The Deadline, not this date, decides where the action appears in the Actions & Events list.

• Deadline - Enter the day by which the non-conformance should be resolved. This is the date it is logged in the Actions & Events list.

• Resolution date (optional) - Enter the day the non-conformance was resolved. If you leave it empty, it is set to the day you mark the action as completed.

• Raised By - Enter the name of the person that raised the non-conformance or, how it was raised if not by a member of staff eg Stage 1 Audit.

• Root Cause Analysis - Detail the root cause of the non-conformance.  If this is not known at the time the Indcient is logged,  you can enter some placeholder text such as "Pending further investigation' 

• Detail the changes implemented, including the date, to eliminate the non-conformance and prevent recurrence. Comment on their perceived effectiveness and lessons learned. (optional until you complete the action) - You can leave this empty when you log the action. You must fill it in before you can mark the action as completed.

Opportunity for improvement (OFI)

When the type opportunity for improvement is selected the fields (in addition to those above) are as follows. Fields marked optional can be left empty when you log the action. All the others are required:

• Owner - select the person that is overseeing the OFI

• ID  - Provide a unique ID for the OFI. An agreed format should be used eg OF1, OF2 etc. 

• Date identified - Enter the day that the OFI was raised. This is kept as a record. The Deadline, not this date, decides where the action appears in the Actions & Events list.

• Deadline - Enter the day by which the OFI should be resolved. This is the date it is logged in the Actions & Events list.
• Resolution date (optional) - Enter the day the OFI was resolved. If you leave it empty, it is set to the day you mark the action as completed.

• Raised By - Enter the name of the person that raised the OFI or, how it was raised if not by a member of staff eg During Stage 1 Audit.

• Detail the changes implemented, including the date, to address the OFI. Comment on their perceived effectiveness and lessons learned. (optional until you complete the action) - You can leave this empty when you log the action. You must fill it in before you can mark the action as completed. If the OFI was evaluated and no change was deemed necessary, outline what was discussed and the decision made.

What the dates mean

• Date identified - the day the issue was found or raised.
• Deadline - the day the action should be resolved by.
• Resolution date - the day the action was resolved.

Adoptech uses the Deadline for:

• the date shown in the Deadline column of the Actions & Events list
• the Start Period and End Period filters on that page
• the overdue highlight
• the Corrective Actions Report. It includes the corrective actions whose Deadline falls between the report's Start Date and End Date. For each one it shows the Date identified, the Deadline and, once set, the Resolution date.

A corrective action is overdue when its Deadline has passed and it is not completed. Overdue corrective actions are highlighted in the Actions & Events list, in the same way as overdue Actions. The highlight goes when you mark the action as completed.

The list opens with a period that starts today and runs three months ahead. To see an overdue corrective action, move the Start Period back.

Completing a Corrective Action

1. Open the corrective action from the Actions & Events list.
2. Fill in the box that starts "Detail the changes implemented". Until you do, the box is outlined in red and Mark as completed cannot be selected.
3. If you want to record when it was resolved, choose a Resolution date.
4. Select Mark as completed.

If the Resolution date is empty, Adoptech sets it to the day you mark the action as completed. If you chose a date yourself, Adoptech keeps it. You can still change it afterwards.