Setting Up Problem Documents

Setting up Problem Categories

You need to enter the different problem categories that you want to assign your Problem Documents to.

Enter the code (used to select the category) and description for that code.

Each Problem Document gets assigned a Problem Category. One section of the Pareto Analysis report breaks down the Problem Documents based on the Problem Category.

Examples of the Problem Category could be:
Non-Conforming Product
ISO Documentation
Mixture
ISO Procedure not followed

Setting Up Where Found List

You need to enter the different places that problems are found that you want to assign your Problem Documents to.

Enter the code (used to select the Where Found item) and description for that code.

Each Problem Document gets assigned where the problem was found. One section of the Pareto Analysis report breaks down the Problem Documents based on where the problem was found.

You can make different codes active or inactive if you need to change how your system works in the future.

Examples of the Where Found:
Incoming Inspection
Final Inspection
Customer
Audit

ISO System Flags

You need to enter what user gets warned when they log into The BUSINESS EDGE about Problem Documents that are coming due or past due:

Please choose the User and how early to warn about problems coming due. This should be your quality manager. Each problem document is assigned to a user, so they will also be warned.

The problem documents have two optional fields – Event Overview and Compliance Documents.

You can enable these two fields in this screen if you want to use them.

The other (standard) fields are:
Non-Conformance
Disposal
Investigation/Root Cause
Corrective / Preventive Action

Problem Reporting System Overview

Enter & Edit Problem Document – This is the heart of the system and where the user creates, closes and reviews Problem Documents

Problem Document Inquiry – An inquire screen to look at Problem Documents, including access to many other related inquiries.

Problem Document Report – An on-screen report that shows different levels of Problems (Non-Conformance, Corrective Action or Preventive Action) and a choice for which status. You can drill into each problem document and view the details, or drop into Excel to get all the information about the problem document for further analysis.

Problem Document Person Report – Reports what users were assigned to read the problem document and what the status is. You can limit the report to just 1 user.

Problem Document by Machine Report – Used only for Manufacturing Clients.

Read Problem Document – When you assign a problem document to be read by a specific user, this is where they can read it from (or they can read it when they log in).

Documents that Need Attention – This is the list of documents that are past / coming due and need attention. It is the same report that is shown to the Quality Manager when they log in.

Problem Documents Assigned to Me – These are the open documents that are assigned to you as the “Internal User Assigned to”

Problem Document Reports – There are a couple of reports, including the Pareto Analysis report and the Internal Problem Documents (limits the report to just Internal Process Type documents).

Enter & Edit Problem Document

There are four stages to Problem Documents:
1. Open
2. Closed
3. Reviewed
4. Closed for Management Review

Closed for management review is used for Problem Documents that don’t go through the formal root cause analysis and long term action plan. They are just “closed” so that the quality team can review the documents are part of the Management Review.

Press Enter for a new document number (or enter an existing document number to edit it).

Date Problem Found – Enter the date the problem was found. This becomes the date that the basic reports look at when doing date ranges.

Problem Due Date – This is the date that you want to have the document closed by.

Level of Problem – Choose from Nonconformance (short term action, root cause and long term action are not required), Corrective Action or Preventive Action

Type – Choose the Type. This will determine what the next screen has on it.

Internal Process – Will not be linked to any products, vendors, etc. It is used to document procedures that were not followed, but had no ramification to the product.

Vendor (General) – Will link to the vendor, but not to specific PO’s or PPOs. This could be used for when a vendor has consistent problems and needs to address it.

Processing P.O. – Will link the document to a PPO, and also the vendor and final product associated with that PPO.

Purchase Order – Will link the document to a PO, and also the vendor associated with that PO.

Purchase Order Product – Will link the document to a PO and also the vendor and product associated with that PO Detail Line.

Product Lot – Will link the document to the product and lot number of a lot that is not traceable (most likely converted in from before the client was using The BUSINESS EDGE).

Manufacturing Process – Will link the document to the work order, process, and finish product.

Where Deficiency was found – Choose from your list.

Problem Category – Choose from your list of categories.

Internal User Assigned to – Choose the user that will be heading up this problem and will be responsible for making sure that it is completed.

Customer – Choose a customer that this affected (used normally as a customer complaint).

Order Number – Choose an order # for that customer (or if you leave the customer blank, choose any order and the customer will automatically fill in.

Order Line – Choose the specific order line if the complaint is about a specific product on the order.

Customer Contact and Customer SCAR – If the customer has issues a formal SCAR (Supplier Corrective Action Request), then you can fill in this information here.

Enter & Edit Problem Document – Selection

This screen changes depending on what type you choose on screen #1. The screen below is showing if you choose a purchase order product as the type.

Purchase Order – Choose the Purchase Order that the product related to

Line # – Choose the specific Line # / Product that was incorrect.

Vendor Contact – If you want to send this to the attention of a specific person at the vendor, enter their name here

Quantity Affected – You can enter the quantity of product that was affected.

The next screen is to enter the Non-Conformance, Disposal, Investigation/Root Cause, and Corrective/Preventive Action. You will probably only enter the Non-conformance and Disposal right away, and come back in later to fill in the Investigation/Root Cause and Corrective/Preventive Action.

The final screen has a lot of power. “Heading Information” and “Document Information” allow you to go back and edit information on other screens.

Print and Image Options – You can print 3 versions of the Problem document – one for Internal purposes, One for the vendor, and one for the customer.

You can also scan in a piece of paper to attach to the problem document in documentConnection.

You can also view the attached dC images.

People – You can assign users to read and comment on this particular document. They will be shown the list that they need to respond to (and allow them to respond) when logging into The Business Edge.

Close Document – Once you have entered the information about the problem, you use F10 to set the document as Closed. You also enter the number of days until you want to review the effectiveness of the Corrective / Preventive Action.

Review – You come back into Review when you want to record the effectiveness of the long term action. Once you have reviewed the Problem Document, it is considered Closed.

Inquiries – You can view information on the PO, vendor, Customer, Order, and Change history of the document.