Avimatic: non-compliance management in the Quality Management System environment

www.avimatic.com

  • Sector: precision mechanics
  • Project followed in partnership with Nekte

 

The problem

Avimatic S.r.l. is a company specializing in high precision mechanical machining, which has decided to manage documents and processes related to non-compliance in the Quality Management System (QMS) environment with Globe Document Management Software.

 

The company wished to eliminate manual document exchange: so far, each stage of the documentation relating to the non-compliance was manually compiled and forwarded to the next person in charge of the process. This brought with it the risk of loss of documentation, lengthening of times and possible errors. Avimatic also wanted a tool that would make it faster and more efficient to create and manage the documentation needed to handle non-compliance.

 

The solution: Globe

The final choice of Avimatic fell on our solution for the intelligent management of documents, Globe.

Through the DMS, the company can now handle four different processes related to non-compliance in a QMS environment: inserting a non-conformity report, request for corrective action from non-compliance, reporting non-compliance to the supplier, and requesting derogation/concession.

 

By selecting a specific Action configured within Globe, you can enter all the information you need to create a Non-compliance report. Some fields will be automatically filled in by Globe after the user has selected the customer and the production job involved, while others will have to be filled in manually (eg descriptions). A workflow will guide the various users in completing the different phases of creating the non-conformance report (entering basic information, description of non-compliance, investigation and decision making, verifying the effectiveness and closure) and from the data entered at each stage an Excel template will be filled in by Globe.

 

This document may be enclosed with other documentation (eg photo) and will be automatically included in some Dossier (eg item dossier, customer dossier, vendor dossier, dossier, etc.).

Starting from the Non-Conformity Report, other non-compliance streams can be handled. You may require corrective action to permanently correct the cause of non-compliance, or report non-compliance to a supplier, if in the non-compliance report the term “in acceptance” was chosen as the source. In both cases, some fields will be filled in automatically by Globe, starting from reports of non-compliance previously entered, while others will have to be compiled manually. At the end of the procedure, Globe will create a self-generated PDF containing all the necessary information.

 

In case of reporting to the supplier, once the document is generated, it will start an automatic workflow, which will send the supplier a mail containing a link to the document and an action request. The supplier, through the link, will be able to view the document and enter its solution. The document will then return to the company, which will proceed with entering the correction effectiveness data.

 

Another action that can be executed through Globe is the insertion of a Derogation / Concession when the company produces components that do not meet customer acceptance standards. Also in this case there will be fields filled in automatically by Globe and others to be entered manually, and at the end will be created a self-generated PDF that triggers an automatic workflow: the customer will receive the request and can and decide whether to accept, ask to re-work/repair or reject the goods. The compiled document returns to Avimatic and the flow ends.

The advantages of the solution

The decision to take advantage of the capabilities of a document platform such as Globe, has allowed Avimatic eliminate many manual activities and repetitive data entry, required for the creation of documentation related to the identification of non-compliance.

 

Additionally, the use of the workflow tool allows users to be guided step by step in executing all the actions needed to complete requests and reports related to non-compliance. In addition, manual document exchanges are eliminated, always leading to the risk of their being lost, and automatic actions have been made, such as sending e-mails to suppliers and customers, containing the documentation needed to carry on the various processes.

The selected software