Analyzing Corrective/Preventive Actions and How to Track Due Dates

[amariepsu]

Does anyone have a system in place to analyze data related to Corrective & Preventive Actions? For example, how do you track due dates? Do you look for similar issues and categorize the data accordingly? We are in the process of implementing a QMS, and have many open CARs. I would like to analyze these by looking for statistical trends in the data, but I don't know where to start.

Does anyone have some advice for me?

Thanks so much!

 

[qusys]

Re: Analyzing Corrective/Preventive Actions

Hi,
I could suggest you something for corrective actions coming from audits ( internal-external) but CA can also come from everywhere in an organization.
You can use a dedicated software ( there are lots in circulation) but also xls sheets are usefull to categorize the findings based upon the violated clause ( for example 6.1, 7.5 and so on , related to ISO 9001 or ISO TS ).
You can set a sort of outlook remainder on the mail of the response coordinator that will have ownership to fix and implement action for the realted finding.
Same thing for preventive actions with the same method, also using outlook remainder for decided action of the process owners of the organization , for exampke coming from FMEA or other risk analysis methods.
In xls sheet you can also have sections for audited processes, monitoring of action completion of the corrective and also to do follow up for effectiveness of the action in a certain time frame.
Anyway lot of software exist and are already programmed for this purpose.
Hope this helps

 

[amariepsu]

Is there any software in particular that you recommend?

 

[qusys]

I do not know , but in general you can do a search on the web.
We used internal program with database.

 

[LexieB]

Re: Analyzing Corrective/Preventive Actions

Hi,
I could suggest you something for corrective actions coming from audits ( internal-external) but CA can also come from everywhere in an organization.
You can use a dedicated software ( there are lots in circulation) but also xls sheets are usefull to categorize the findings based upon the violated clause ( for example 6.1, 7.5 and so on , related to ISO 9001 or ISO TS ).
You can set a sort of outlook remainder on the mail of the response coordinator that will have ownership to fix and implement action for the realted finding.
Same thing for preventive actions with the same method, also using outlook remainder for decided action of the process owners of the organization , for exampke coming from FMEA or other risk analysis methods.
In xls sheet you can also have sections for audited processes, monitoring of action completion of the corrective and also to do follow up for effectiveness of the action in a certain time frame.
Anyway lot of software exist and are already programmed for this purpose.
Hope this helps

That is exactly what I do... outlook is good enough, I don't think you need fancy tools. Everytime we process CAs, or anything else, I input to outlook and "invite attendees" or assign to people with the due dates. Also, just to double check, I periodically go through my CAs to see what's still open. It only takes a few minutes.

 

[qusys]

We also use to a sort of monttly report , sent via email to each audited organization to the related managers and process owner as well as response coordinators, concerning with the status of pending actions as well.
Using xls sheet , you can also produce data and then perform analyis to improve your audit program and also monitor actions from external audits.
Provide data and related analysis in aggregate form could be a good base as an input of your management review as well.
Besides, you can also track SCAR ( Supplier Coorective Action response) for non conformities raised up vs your Suppliers in case of problem for materials, goods, services provided by them.
The closure of related actions with respected times and quality could be tracked with the same method in apart sheet. Results can be used to monitor the quality of your Supplier as well as a part of yearly supplier evaluation.

 

[JaneB]

Re: Analyzing Corrective/Preventive Actions

That is exactly what I do... outlook is good enough, I don't think you need fancy tools. Everytime we process CAs, or anything else, I input to outlook and "invite attendees" or assign to people with the due dates. Also, just to double check, I periodically go through my CAs to see what's still open. It only takes a few minutes.

It depends on how large the system is - this kind of system is fine for a smallish organisation. It couldn't cope with a large one - or one with many CAs etc. In that case, a database type system might be better, as doing it manually could take a long time.

But Amareipsu, don't get too wrapped up in due dates unless doing so gives useful results. Eg, at times an original due date may have appeared feasible, but then the issue turns out to be larger and takes longer. In my view that's fine as I'm much more interested in effective resolution than in closing off on the dot. (But equally, you don't want 'em constantly lagging & taking too long either.)

What kind of business are you in, and what kind of data are you collecting that you want to analyse for trends?

 

[amariepsu]

We manufacture and distribute fasteners and related products. Currently the company only has about 100 employees, but we are rapidly growing. We have the following issues:

Corrective Actions submitted by the customer are not managed by one person, nor is there a designated area for them. The ones that are tracked are constantly past due, which has resulted in a lot of negativity from the customer. (I don't blame them)

Internal Corrective actions are not followed up on in an efficient manner.

There is no data analysis associated with any of our corrective actions at all. Including those submitted to supplier. We are not identifying any trends or measuring any data. Unfortunately, in my current position, I only have a small amount of authority, so I can't redesign the entire system. I can, however, start with analyzing trends in the Internal Corrective Action data, and use that as an example for tackling the customer and supplier corrective actions.

 

[JaneB]

From what you say, there's some distinct weaknesses then, and definitely considerable scope for improvement. Your strategy sounds good - tackle the part/s where you can make a difference.

 

[Mike S.]

Many companies do a poor job on RCA, CAPA, and it boggles my mind. So much potential for improvement ignored. Ticked-off customers to boot. Your concern is good, but without help from those with the authority to make it happen you have a tough fight.

K.I.S.S. In our company ($70M mfg co) all customer CA requests flow to one person who issues the internal CAR to an appropriate manager. A simple Excel chart, sent out weekly, tracks due dates and other associated info for each CAR. It gets visibility at the Senior Staff meeting, so the President sees it.

If the leadership takes it seriously, it will get done. If not, whatever else the leadership takes seriously will get done and CAPA won't. It is, for the most part, as simple as that.