:( I am in need of a simple easy to use database for Corrective Action that can be used without much IT support (staff reduction). Help!!

We also are looking for some simple system to document our CA system. We have not done any research yet on this so any suggestions out there would be greatly appreciated. Preferably something with automatic notification each way (to dept that needs to respond and when response is entered back to requestor)

Welcome to the Cove Bigfoot.

Do you have to have something as sophisticated as a database? I use a log for C/A created as a table in Word. By adding it to my Start-up Menu it pops up first thing every day for review. By designating columns you can sort the table any way you want for analysis. I have used this method for years and never had it questioned by an auditor. The thing I like most is that it works for me and I don't need any IT support.

It looks like Sean is looking for something a little more IT oriented and this would appear too simple for his purpose. Maybe others here have some good feedback that will help you Sean.

Dave

Dave,
The log would likely serve my needs currently, but I was trying to think ahead :bonk: , hoping to get some ideas to use for electronic notification, reminders, due dates, etc. I remember seeing a thread here, where someone had made reference to using MS Outlook to do Corrective Action tracking but can't find it again. :mad:

Years ago I created a tracking system in Access. I liked it mostly for the ability to create reports etc.

I currently am using Access for External rejections and Corrective Actions. Our internal NC's and CA's are handled through a Shop database that will interact with MS Access so I can download any information I need and run analysis on it.

Access is more complex than excel, but is pretty straight forward. (I know just enough to be dangerous)

Plus it gives a lot of flexibility and allow you to grow the system.

James

PS I also created a calibration database, also in Access. Works very well.

Thanks for the feedback. Any tips that I should watch out for as I attempt to set up an access database?

Currently, we use an Access db to track CAPA activities, generate forms, reports, and queries for specific analysis. As far as prompts and notifications, weekly reporting uses on screen prompts helps the administrator to quickly assess what's currently going on while the reporting uses conditional formats to highlight areas needing attention. The nice thing about using Access is the availability of snapshot files which can be sent to most anyone (as long as you have a Microsoft platform). Even if a person doesn't have Acces as an installed application, they can open the reports through the Snapshot viewer. It's pretty slick.

As a means of reminders, I use Microsoft Outlook in conjunction with Access. I enter due dates to prompt myself of required activities. You may want to give this a shot. Otherwise, there's a host of software out there you can buy, but personally, it hasn't worked very well with CAPA systems I've designed. I found myself throwing it out and building our own system. Word and Excel are equally effective in getting the job done as Dave points out. Keep it simple.

Regards,

Kevin

Are you already familiar with Access?

Basically take a little time to decide what kind of reports you want to get, what foms will be useful etc. Then decide what information you need to put in and create our table(s).

When you create a table It will ask you if you want to create a Primary key. I have always said no because I have had some trouble with it in the past. (but that just may be me)

I also like to have seperate tables for things like customer names, root cause, disposition etc. then I plug these into the appropriate form using a drop down menu. That way things are kept consistant and helps when your are doing reports etc.

Most of all (if your new to Access) be patient. It took me about 3 months playing with it in the evenings to get it working the way I wanted it.

Hope this helps

James

Thanks for the feedback. Any tips that I should watch out for as I attempt to set up an access database?

Bigfoot,

I agree with James. Take your time to map out what you want (I literally wrote it all our on A3 sheets (Tables, Queries, Forms, Reports, Macros etc). For instance: The Major table (I have 40 Tables) has 60 fields (many of these are taken directly from the CA form). In this way, we can record ALL of the data entered on the form. I have many Sub-Tables designed to be used as drop down menus (makes things easier when entering data) like Managers titles, Departments, Type of Event (Contamination, Damaged packaging etc).

When I make a Table I always make a master query based on the table. In this way you can make forms (for data entry) easier. As James stated, this could take you many months to complete. I am still playing around with my DB after three years. It is a WIP.

I did a few VERY basic courses but as with all MS Software I learned more by using the program and playing around with it.
Greg B

Wow Greg I didn't wind up with more than maybe a half dozen tables.

But your right. Taking the time up front to map what you want is critical.
I also Like the Idea of creating a master Query for each table.

MS Access should have some sample DB's in it. Also some prebuilt ones (like inventory control) I would reocmmend taking a look at these to help learn how the systems work. Set up one of the prebuilt Databases and look at how it functions.

James

I also use MS Access to track CA/PA, Complaints, Nonconforming Product, Training Records, Training Requirements and Calibration (to name a few). It takes a little programming but you can set it up to notify when certain items are due. i.e document review, calibration, corrective or preventive action review. In the end it is worth the time as it makes accessing the information, identifying trends and reporting for management review much easier. You can also automate some of the process by programming the software to perform certain actions based on user input.

I use Access also, have for a few years now. The one caution you should know is - go easy on the macros. We have a couple databases in use now that were written in the '95 version and can not be upgraded to the newer versions of Access due to some of the macros used. Our CA database has been upgraded with no issues.
Access is a powerful tool and with a little time investment you stand to save the company some $$$ by not going the commercial software route.

Bigfoot,

look at this thread. I attached an MS Access db here, and I think one or 2 others did also. If you can't download, email me.

Joe

http://elsmar.com/Forums/showthread.php?t=3107&page=4&pp=15

Thank you all for the great inputs and advice. :) I have some experience with MS access but it wasn't real good. Mostly due to the predecessors extensive use of macros & modules that made working with it (de-bugging issues) very difficult. If you aren't the guy who sets it up then trouble shooting it becomes a big headache :frust:

Joe: I sent you an e-mail. I couldn't download the .zip file from the thread.

Anyhow this site has been a real blessing to me in generating ideas to incorporate & revise documents for our TS 16949 system. Thanks again!!! :bigwave:

Anyhow this site has been a real blessing to me in generating ideas to incorporate & revise documents for our TS 16949 system. Thanks again!!! :bigwave:
You're right there, Bigfoot. I've said it before and will say it again: The information here is second to none, and no matter how much I contribute myself, I alway feel that I get more in return.

Well done Cove Dwellers. :agree:

As for Joe's database, I had a good long look at it earlier and it looks like a great tool. You could do a lot worse than trying it out. It's really neat. I have put a number of Access databases together myself, but unfortunately (for you ;) ) they are all in Swedish, and translating them would be worse than creating new ones.

/Claes

claes,

Claes,
Sorry about that. I've read many of the posts that you and others have made here and feel very thankful that this forum exists. There is so much valuable information and the free exchange of thoughts and concepts between the members is great. I thank you all again.

I am beginning to think that I know why Marc is the "wizard" but struggle figuring out the cheech part :vfunny:

Wow Greg I didn't wind up with more than maybe a half dozen tables.

But your right. Taking the time up front to map what you want is critical.
I also Like the Idea of creating a master Query for each table.

MS Access should have some sample DB's in it. Also some prebuilt ones (like inventory control) I would reocmmend taking a look at these to help learn how the systems work. Set up one of the prebuilt Databases and look at how it functions.

James

James,

The DB is rather large as it also does Continuous Improvement Suggestions, Master Documents Records and Changes, Training Attendance and a few other bits and pieces. It is my one stop shop for QA.

Greg B

Greg B.:
The DB is rather large as it also does Continuous Improvement Suggestions, Master Documents Records and Changes, Training Attendance and a few other bits and pieces. It is my one stop shop for QA.

Sounds Neat! Would you be willing to send me the shell of your Access database. or have you already done so elsewhere in the Forum?

Thanks,
Doug

This is for any of you folks that are using MS Access to make a database for Corrective/Preventive Action, or track non-conformances, or anything else in your professional/personal lives.

I came across a GREAT website just a week or two ago:

http://www.simply-access.com/microsoftaccessforum.html

I've looked over several Access-oriented sites, but this one takes the cake. Lots of traffic, lots of users with a wide and varied background, and lots of different applications of Access. There is a LOT of good info on not only the basic things, but also on using VBA to make you database do very nice things for you. Like this great place, it is encouraged to support the site, if you can.

Another good website is:

http://applecore99.com/

I started web-hunting for help a couple of weeks ago, when I started on a new project for our Safety Dept, to make an application for keeping up with industrial hygiene testing. Some good stuff at both places.

Joe

Another great forum website for Access questions is:

http://www.utteraccess.com

Andy

a good place to start might be within excel. you can then easily sort columns of dates, machines, operators, customers, part numbers, etc. if you create a large excel spreadsheet with columns for everything you'll want to database, you can easily use it with access in the future.

Bigfoot,

look at this thread. I attached an MS Access db here, and I think one or 2 others did also. If you can't download, email me.

Joe

http://elsmar.com/Forums/showthread.php?t=3107&page=4&pp=15
I've also built up a CA/PA website on our intranet, using ASP plus Access database. You don't need to write any code, create ASP web pages with some great software, like ASPMaker, ASPrunner.

hank-qu,

Pardon me for my ignorance but what is ASP Plus? Is it an extension of Microsoft Access? or is it a separate program that I have to purchase? What are the benefits over Access? Can you place a page on this site so we can review it?

Sorry if this seems am bit intrusive but I have a CAPA databse (actually it does everything for my QM system) and I wish to, eventually, have it on the intranet. My IT gurus so far have been of little help as they are constantly busy with other projects. They have intimated that they want to place it on our SQL server (intranet) and build front page access for users (I don't know how). In this way, Non Administrators cannot touch the tables etc but they can enter information and call up reports etc. At the moment the info is transferred by the normal paper route and myself or secretary type the data in (very slow) or we generate the necessary reports etc. It involves a lot of double handling.

Greg B

Greg,

We recently put our database on the intranet and it is not that difficult. First, you need to save your forms as data access pages (html files). Your IT group should be able to link to them will little problem. You also need to make sure you set your preferences so that records can not be deleted. Another thing to remember is that the database must be on the server that has the intranet files and if you want it to be interactive, you must give users access to the database which brings up the security of documents issue but your IT group should be able to give them access without them knowing. We have ours set-up so that everyone in the organization can fill out the forms even production. Hope this helps.

I forgot to add that you can save the data access pages by:

Click File
Save As
You should see a dropdown box (file type)
Choose data access page
Make sure you save the page in the folder with the database

Michelle, :thanks:

Thanks for your advice. You are a guru when it comes to Access issues. I will pass on your remedies to my IT kids and hopefully in the near future we can have an operatin gsaystem that is user friendly and accessible.

Greg B

Greg,

If you need any input as to the code, send me a mail and I will see what I can do to help you. :tg:

I need some feedback. We are TS certified. Does everyone have a difficult time with the response to corrective actions when written as the result of our process audits? The company that I work for just doesn't seem to understand the correct way to respond to Corrective Actions. Is it ALWAYS hard to complete the audit when one has outstanding Corrective Actions?

When in doubt....PUNT

I need some feedback. Does everyone have a difficult time with the response to corrective actions when written as the result of our process audits?

To quote Spoc, "It is difficult to respond when one does not understand the question."

This can be a problem not just for CA's written from process audits, but all CA's. It appears on the surface that there just seems to be a lack of interest or priority in getting the CA answered, but it could be that the assignee does not know how to respond.

Can you post an example of a corrective action problem description that is not being responded to?

Andy