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DISCREPANCIES & NCRs
What’s a Discrepancy?
A variation from the Standard or the
management system documentation – a
statement of fact substantiated by objective
evidence.
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Writing Discrepancies
• Discrepancy List
• list what is wrong, not what should be done
• use current tense
• note relevant clause of Standard
• don’t personalise
• include any observations.
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Examples
D1 5.6
Purchasing Manager did not attend last
Management Review Meeting (QM 14 requires him)
D2 5.6.1 Last Management Review did not discuss internal
audits (agenda at QM 14, para 5).
Obs1 5.6.2 The Company might consider including a summary
of outstanding action from all previous meetings in
the minutes.
• not written like an NCR
• include any which may also be an NCR.
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Common Errors
• written like a NCR – “the system does not”
• not referring to evidence
• not using their terminology
• “the Company should ………..”
• past tense
• opinion!
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Definition of a Nonconformance
• Minor - a discrepancy or a number of
discrepancies which indicate a breakdown in
part of the management system.
• Major - a very significant discrepancy or a
number of discrepancies which indicate a
very serious breakdown in the management
system.
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Writing NCRs
Three parts of a Nonconformance Report:
• relevant clause of the Standard
• about the System
• evidence!
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Wording NCRs
Standard, Clause:
The System does not always ensure that
…………………………………………..
…………………………………………..
in that …………………………………..
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Wording NCRs…cont.
Standard, Clause:
The System does not always ensure that
…………………………………………..
…………………………………………..
(Discrepancies #3, 5 & 6 refer).
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Examples of NCRs
eg
“ISO 9001:2008 clause 8.5.2. The System does
not always ensure corrective action is reviewed in that
CAR #45 has not been closed even though action has been
completed for three months.”
or
“ISO 9001:2008 clause 4.2.3. The System does
not always ensure documents required by the management
system are controlled (Discrepancies 2, 6, 13 & 18 refer).”
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Wording the Systemic Breakdown
Reword the actual phrase from the Standard
• don’t state what they should do
• don’t state what the Standard requires
Reword the actual phrase from the Standard!
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What If?
What could the client do if the NCR read:
• the gauge blocks are not calibrated
• or the internal audit has not been conducted
in the last 12 months
• simply fix the immediate issue.
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NCR Action Plan
Must normally address a System change to be
effective!
• what action is intended
(both immediate and for the root cause)
• when they are intended to be completed.
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Common Errors
• only stating the evidence
• NCR against their documentation instead of the
Standard
• wrong clause – therefore wrong Systemic issue
• NCR for something not required by the
standard – eg MR meeting not conducted in
last 12 months.
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Example of a Poor NCR
ISO 9001, Clause 7.1.
Material is not getting to the Assembly Area
on time
doesn’t address the System nonconformance.
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Example of a Good NCR
ISO 9001, Clause 7.1.
standard/clause
The system does not always ensure the
organisation establishes processes and provides
resources specific to the product, about the System
in that material is not always available to
Assembly for manufacturing umbrellas on time.
evidence.
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Thank You
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