QMS 9001 Non-Conformance Forms Template

by Kishan Tambralli

Non - conformance forms are essential to quality control in any industry. A non-conformance form is a document that records any deviations from the specified requirements for a product or service. This could include incorrect measurements, poor quality, and faulty materials in manufacturing. By registering these issues and bringing them to management's attention, it is possible to take corrective action before they result in more significant problems. Nonconformity forms can also be used to track the progress of disciplinary actions, ensuring that all necessary steps are taken to mitigate the risk of further issues.

QMS 9001 Non-Conformance Forms

Types Of Non-Conformance Forms

  • Product nonconformance form: This document reports any product defects or discrepancies, including those related to design, materials, or manufacturing.
  • Process nonconformance form: This form is used to report any issues with the manufacturing process, such as improper procedures or the use of defective equipment.
  • Checklist nonconformance form: This document is used to assess whether a product meets all required standards and specifications and can be used as part of a quality control audit.
  • Inspection nonconformance form: This form is completed during an inspection of a product or manufacturing process and is used to report any deficiencies.
  • Importance Of Using Non- Conformance Forms

    We will explore some of the importance of using a nonconformance form:

    • Easy identification of quality issues: A nonconformance form allows you to identify areas where your products or processes are not meeting the required standards quickly and easily. This information can then be used to improve your quality control procedures.
    • Improved communication: Recording deviations on a non-conformance form helps enhance communication between different departments within your company. For example, if a problem is identified in the production process, the relevant department can be notified so that corrective action can be taken.
    • Reduced costs: By identifying and rectifying quality issues early on, you can avoid the cost of reworking or scrapping products that do not meet the required standards.
    • Enhanced reputation: Customers are more likely to have a positive impression of your company if you have effective Quality Control procedures in place. This can help to improve customer satisfaction levels and increase repeat business.
    ISO 9001
    QMS 9001 Non-Conformance Form Template

    Non-conformance Report

    A nonconformance report is generated when something goes wrong in the manufacturing process. This report documents the discrepancy and outlines the necessary steps to correct it. The anatomy of a nonconformance report can vary depending on the organization, but typically it will include at least the following information:

    • The product that failed inspection.
    • The manufacturing process that was violated.
    • The specifications that were not met.
    • Details of the product and defect.
    • Corrective actions that were taken to fix irregularities.

    How Do You Develop An Action Plan for Non-conformance?

    If your organization produces a nonconforming product, it's essential to have an action plan in place so that you can quickly address the issue and get back on track. Here are eight steps you can take to develop an action plan for nonconformance:

    • Establish criteria for identifying non-conformances.
    • Train employees on how to identify non-conformances.
    • Set up a process for reporting non-conformances.
    • Investigate the root cause of each.
    • Develop corrective actions to address the root cause of each non-conformance.
    • Implement the disciplinary actions.
    • Verify that the disciplinary actions are practical.
    • Update your procedures to prevent future non-conformances.

    How To Prevent Non Conformance?

    • Management review: Once a year, management reviews provide an opportunity to examine the company's existing quality policy and set new goals for the remainder of the year. New objectives can be instrumental in reducing non-compliance. Product changes, new requirements, new procedures, change management, and so on are all investigated. Any present or developing problems can be identified and corrected through the management review process before an audit or incident reveals them.
    • Internal audit: Internal audits should be scheduled at regular intervals to confirm that the quality system complies with the requirements and is effective. In contrast to an external audit, all processes do not need to be audited simultaneously. Internal audit findings could be classified as preventative measures since they can advise system enhancements to prevent non-conformances from occurring in the future.
    • Feedback: Customer feedback aids in the understanding of potential nonconformance concerns and provides a chance for change. Any difficulties raised in the future may be avoided thanks to customer suggestions. Spending time reviewing data could help you spot trends and patterns. Feedback assists in determining the root cause of an issue, which is not always visible (else, it would have been picked up in audit testing). Understanding the core reason can help you distinguish between a transitory blip and a defect in the process.

    Steps of Non-Conformance Procedure 

    While nonconformance procedures will vary from organization to organization, they typically involve four steps:

    Steps of Non - Conformance Forms

    • Identification: The first step is to identify any non-conformances. This can be done through audits, customer complaints, or other means.
    • Documentation: Once a nonconformance has been identified, it must be documented on a form. The form should include all relevant information such as the date and time of the occurrence, who was involved, what the problem was, and what corrective actions were taken.
    • Investigation: Once a nonconformance has been documented, an investigation must be conducted to determine the root cause of the problem. This information is important to prevent future occurrences.
    • Corrective Action:  After the root cause has been determined, corrective action must be taken to prevent the nonconformance from happening again in the future. Corrective actions may include changes to processes or procedures, additional training for employees, etc.
    • Preventative action: Non conformance forms can be used to help prevent future quality issues from occurring. By recording and investigating deviations, you can identify any potential weaknesses in your processes and put measures in place to prevent these from happening again in the future.