Managing Quality Control Through an Effective Corrective Action Plan

Quality control corrective action plan
Quality control corrective action plan

All quality engineers and compliance managers face the need to correct some part of their process or quality management system from time to time.

Given that many businesses regardless of their industry, face increased regulatory pressures, internal quality initiatives that require companies to take a more proactive and automated approach to their corrective and preventive action processes.

This might come about because of an unforeseen fault that has developed in a product or component that, consequently, requires a form of remedial action to put right.

As well as taking corrective measures, possibly as a result of a product recall. It is imperative that corrective action is taken with regard to currently manufactured products.

This is where an effective corrective action plan can be so effective in managing ongoing quality assurance. What is it and how do you go about implementing one?

What is an action plan for corrective procedures?

Corrective action examples include things like applying modifications to existing work processes, perhaps strengthening a weakened component on the production line.

Other corrective action examples include better in-house testing before products are shipped to their customers or a list of remedial actions for whatever has gone wrong during construction project.

Quality control procedure
Quality control procedure

When quality processes have been found to be not up to scratch in the past – usually because of an upturn in warranty returns, product failures or non-conformance – a corrective action report will be put together by members of the quality control team.

This is to ensure that future failings are minimised or, ideally, gone away completely.

What should be included when thinking about corrective action planning?

Any plan to correct a quality issue should not be rolled out without a thorough understanding of the root causes of the failures in question.

Without collecting data on non-conformance reporting and generating a non-conformance log, it is impossible to know whether the corrective action procedure scope you come up with will adequately address all of the quality issues.

In the absence of the correct sort of non-conformance reporting, you may fix one problem but not address another one, thereby putting your quality processes out of kilter.

Indeed, your QHSE workflows may end up being interrupted, slowing the entire process down unless the root cause of corrective action has really be bottomed out.

How Corrective Action and Preventive Action (CAPA) can help

When it comes to corrective and preventive action, a CAPA system can be indispensable.

Only by a systematic approach that investigates faults properly across the entire scope of your design, manufacturing processes or on-site operations you will be able to come up with a corrective action plan that truly works.

You can think of a CAPA system as one that diagnoses faults as well as delivering a corrective action procedure for each of them it finds.

Of course, it is possible to go about this work in a number of ways.

Many quality control professionals will be aware that CAPA usually requires expertise drawn from a wide range of individuals working within an organisation to come up with corrective and preventive action that really works.

Some rely on spreadsheets to collate the relevant inputs from various departments, some focusing on QHSE workflows, others on incident reporting guidelines and other still on corrective action procedures for different situations.

A workflow software can simplify the entire approach to CAPA quality, can reduce the administrative burden by transforming the processes into digital forms and workflows.

The truth of the matter is, that such approaches to CAPA can become overly complex and may be susceptible to quality issues in their own right.

To put it simply, such an approach can be needlessly hard to manage. However, a digital business workflow software can simplify the entire approach to CAPA quality, can reduce the administrative burden by transforming the processes into digital workflows.

What does it do and what advantages will such workflow software offer your quality assurance teams?

Benefits of digital CAPA workflow
Benefits of digital CAPA workflow

Continuous Improvement in CAPA Quality

In order to come up with a corrective action process for each of your production failures or non-conformities on site, you need to collate large amounts of data.

Commonly, the larger an organisation is and the more product lines it has, the more onerous such a task becomes.

Without great accuracy in your quality process management, action plans may even make your quality issues worse, not better.

That is why investing in a workflow software system that is dedicated to assisting in process management is so useful.

Make the improvements last

By integrating your incident reporting workflows into a software platform that also helps you to engineer a suitable corrective action process, you start to tie up all of the contributing factors.

Reduce risks and admin tasks

Of course, using a paperless incident reporting workflow system helps everybody involved to share their knowledge in the most up-to-date manner.

Defects and faults can be tracked with the help of software which not only highlights particular areas of processes, but could also help to audit why and when such faults occur.

For example, studying the visualisations available in such a digital platform may mean that you alter your incident reporting guidelines so that you can more quickly establish which suppliers’ components have been used in a product that has failed, potentially allowing you to identify the root cause of the problem.

Collaborate effectively with all your office and on-site teams 

By investing in such a software platform, your entire organisation – not just your quality control department – can place itself on a footing for continuous improvement. Assign tasks and controls and track them using an easy workflow.

For example, it would allow technical sales representatives in the field, not just quality engineers at your head office, to input into the incident reporting workflow with your customer’s views also being taken into consideration, something that a conventional CAPA system simply cannot cope with.

This means that the corrective action procedure scope would be necessarily widened to take more fully into consideration how and when fixes might be conducted, whether in the field or back at your production facility.

Reliable reporting and tracking

Corrective action plan process
Corrective action plan process

In addition, digital business process automation software that offers quality management also allows you to inspect quality performance analytics.

You can use this to monitor in a fully audited way under what production conditions your system failings occur, for example, which production operatives tend to see the most returns.

Indeed, any quality management software worthy of the name should also be able to integrate fully with your back-end systems to help maintain and improve quality.

As such, establishing the root cause of corrective action is only one part of what digital quality management software offers.

It can lead to greater efficiencies not just with your in-house quality processes but drive-up customer satisfaction and provide improved efficiency in production processes as you learn more and more about your potential issues.

In other words, by automating your core business processes and by updating your document management activities, you can promote collaborative working processes among teams and improve management decision-making.

Further Reasons to Invest In Quality Workflow Software

Given that all manufacturers regardless of their industry – and many businesses that provide services to their customers, too – face increased regulatory pressures, internal quality initiatives are only more pressing, it requires companies to take a more proactive and automated approach to their corrective and preventive action processes.

If you are not investing in software that enables this to function accurately and in a timely manner, then you are in danger of losing out to competitors.

Today’s technology tools are intuitive and can work seamlessly with your existing processes without demanding big investments.

Furthermore, quality software of this type can be integrated seamlessly with all of the other apps and software systems you are currently using.

Quality audit process
Quality audit process

Automating CAPA quality means being able to produce data for national, regional and global regulatory inspectors as well as those all-important ISO auditors.

Not only will deploying one reduce audit times and time spent on gathering your findings but it will decrease business risks by helping you to identify the right preventive action to take every time.


Kianda is a workflow automation platform that allows companies like yours to automate and streamline quality management processes via easily built online forms and workflows.

To discover how Kianda can help you start your free trial today!

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About Author:
Osvaldo Sousa – Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.
 
 

Kianda aims to streamline business process – as featured in The Irish Times

Kianda
Kianda

We are thrilled to be featured in The Irish Times Business today.  Our founders explained how Kianda differs from other BPM (Business Process Management) platforms and how it can bring in-house control to organisations over their IT solutions and help them bring efficiency in their operations.

“There is some debate as to whether Albert Einstein actually defined insanity as doing the same thing over and over and expecting a different result, but the sentiment certainly struck a chord with tech entrepreneur and software developer Osvaldo Sousa, who spent 17 years pounding the same ground building similar automated process solutions for different companies.

In July 2016 Sousa and his wife, Derya, (an IT consultant), decided to pool their skills and develop a solution that consigned this constant reinvention to history. They set up business process management and automation company Kianda, and have spent the last two years developing a cloud-based platform that enables users to easily build forms and workflows to streamline complex business operations.”

To read the full article click here Irish Times

 

 

See how automated workflow can help your organisation to improve workplace productivity

Kianda
Kianda process and workflow automation software

Repetitive tasks are the biggest motivation killers in workplaces. Who likes to do the same daily task, over and over again?

Motivation is the important element in ensuring productivity. When we are dealing with monotonous routines, we easily get bored and lose our enthusiasm to complete challenging tasks.

One effective way of motivating staff is through engagement. For better engagement and contribution their time needs to be freed to let them do more valuable work.

How do we free up time to do more valuable work?

A workflow automation solution can bring productivity and efficiency to a workplace. It eliminates repetitive, manual and paper-based tasks. It transforms manual operations into automated digital forms and workflows, cutting down the human error and increasing productivity.

Helping businesses to compete in this increasingly digital world is one of the key focus of workflow automation. From simple to complex workflows can be automated with a few clicks.

This will allow staff to get more valuable work done and reduce the amount of time and money spent on unnecessary tasks.

Where you can benefit from workflow automation

Human Resources

If your HR department is dealing with paper-based documents, unnecessary phone calls and emails when a new hire starts, then it is a good time to start looking for a workflow automation solution to eliminate unnecessary paperwork and repetitive tasks performed for each hire.

In a way, this will allow you to cut down these manual tasks, let HR do their work and new hire be more welcomed when everything is well organised before they start.

Customer Services Solution

Customer Services

Take Customer Service department, agents spend more time on trying to access IT systems and ringing departments for resolutions than the time they spend on a call to help solve a customer problem.

This is a common scenario that causes long waiting times. One of the most important aspects of customer services is time. Information must be easily accessible to agents so that they can answer customer queries in a rapid way.

An automation solution like Kianda can improve customer service operations by delivering one single platform to allow users to access information from multiple IT systems rapidly and log customer queries into the system while reducing waiting times.

With a streamlined process for handling customer queries and complaints, call centre staff can be more effective and productivity can be increases.

Marketing and Sales

Scenario for Marketing and Sales department is not too different. Workflow automation can improve the efficiency of marketing and sales teams. Marketing teams commonly use different applications to access the information needed to do their jobs for lead management, trade show materials, advertisements, website content approvals and more.

All of these tasks can be centralised on a single platform to enable full visibility and rapid outcomes, while making marketing sales operations move faster and easier.

It doesn’t matter whether you are a small business or a big one, if your employees are happy with their jobs, their productivity will increase, and that’s exactly what you need to help your business grow.

Automated workflows diminish busywork, leaving the employee to tackle work that is most important to the job.

When it comes to achieving digital workplace goals, for the best results, sometimes the hardest thing is not choosing the right workflow automation solution, it is getting the solution to do what your business uniquely needs.

A process workflow automation solution like Kianda can adjust to your needs, giving you control over your IT solutions.

It can bring productivity to a workplace while eliminating repetitive, and paper-based tasks. With Kianda’s NO-CODE workflow development approach, anyone in your organisation can easily develop IT solutions without technical expertise.

If you would like to learn more about Kianda, request your demo today.

How I moved my invoicing from spreadsheets to a few clicks solution in just a half day

Easy invoicing solution
Easy invoicing

Start-ups and small to medium size companies will love what I am about to tell.

Is month-end invoicing a huge source of stress for you? Rather than spending time on triple checking the calculations, daily rates, customer addresses and so on, you could be doing something more valuable like spending more time with your family or cleaning your car which has become unbearable lately.

If you are lost in spreadsheets every month, struggling to remember accounts of last month, you are not the only one. Inconsistency on your invoice numbers and descriptions due to the lack of visibility and automation is very common. Errors like these are inevitable as a result of being human and of course trying to prioritise a million things at the same time.

Maybe you are planning to look for accounting solutions but you are just getting started and can’t afford an accountant or you have started long ago but prefer to keep accounting internally or maybe like me, you are outsourcing your accounting but prefer to prepare customer invoices yourself. After all, it is crucial for any business to have visibility of their cash flow.

I have just the solution for you.

This is how I automated my month-end invoicing in just a half day using Kianda BPM (process management and automation platform) from invoice generation to automated customer follow-ups.

1- Design a simple form to capture invoice details and generate a PDF

Starting with Kianda is easy, designing a new form could take only a few minutes, one or two steps you are good to go.

In Kianda NO-CODE designer, anyone can develop workflow solutions. You simply drag and drop fields from a predefined menu to your new form. Fields like ‘Invoice Date’, ‘Invoice Due Date’, ‘Customer PO’, ‘Reference number’, ‘List of customers’ and more. Once you select a customer, all the details of the customer such as address details, email and daily rate get all pre-populated into fields without you worrying if they are correct or not.

The good thing is that you don’t need to have a data source for this, you can manage all of this within Kianda.

 

You can also design your invoice template with your logo, address, and invoice details directly within Microsoft Word, then use it as your base template to generate your invoice.

2- Send automated emails to your customers as elegant as you wish

Wouldn’t it be more professional, if you send your invoices from an automated email to your customers? You can put together an email template in Kianda and re-use as many times as you wish, letting you save tons of time on writing the same emails every month.

With a click of a button, you can send your invoices attached to these email templates to your customers.

3- Dashboards for review and follow-up

Kianda comes with easy-to-customise dashboards, where you can see a list of invoices and documents attached to each of them. You can view monthly cashflows, year-end totals, filter these by a customer or by unpaid invoices and more. Kianda can remind you when an invoice is due so that you don’t get your follow-ups delayed. It can even do automated follow-ups for the unpaid invoices on your behalf.

This will give you a full control of your accounts with maximum flexibility and without spending much of your resources.

 

4- Now you are operating like a million-dollar business

Organising financials even at the early stages will always be an advantage when things start moving faster than you expect and you regret not taking this as serious as you should have.

Depending on your business, you will decide what’s the best system for you. If spreadsheets method works for you, then go for it. If you want to use technology to keep track of your financial activity then start with an automation solution like Kianda, in a very short time, you will be set up.

Even though you are a small company there is nothing to stop you from operating like a million-dollar business.

workflow automation success
Workflow automation success

You will be able to automate not only invoicing but many other simple or complex tasks you might be doing manually such as Time-keeping, PO request, Expense claims, and Customer support queries. With minimum time investment, you can easily organize your financials.

Contact me today, I would be more than happy to talk to you and give you a quick demo of what you can do with Kianda BPM.

How you can streamline an HR Employee Onboarding Process

HR system
HR system

Onboarding of new employees takes up a large amount of time of an HR department. It has many aspects to consider; paperwork to process, approvals to set up, documents to gather, training to provide, appraisal meetings to organise and so on. Tasks to be carried out involve not only HR department but also other departments; HR deals with compliance, IT deals with how to get equipment up and running and managers with expectations. Sometimes tasks need to be carried in parallel, sometimes one after another. Continue reading “How you can streamline an HR Employee Onboarding Process”

Why every business can benefit from automated process workflow system

Business Process Automation

Modern enterprises have common objectives related to digital transformation aiming to improve productivity and collaboration in their organisations. Organisations succeed when they manage to incorporate new technologies into business operations and company cultures. One of the ways to achieve these goals is by automating recurring business processes.

Despite all the available latest technologies, innovations, mobile solutions, AI’s, enterprises still seem to be somehow in a catch-up mode when it comes to digital transformation. Continue reading “Why every business can benefit from automated process workflow system”

Digital Transformation will lead you to success

Embrace digital business transformation

Digital transformation is the accelerating transformation of business activities, workflows, processes and models to fully leverage the changes and opportunities of the latest digital technologies. It is digitizing organisation’s business processes, improving technological foundations, seamlessly integrating with providers and as a result reducing the costs and improving significantly customer experience. Continue reading “Digital Transformation will lead you to success”