How to Register Non-Conformities / Opportunities

In Smart OSH you can register Non-Conformities and Opportunities from two different locations. The information you need to complete depends on the selected class: Non-Conformities require more data (type, severity, cause analysis, corrective action, etc.) than Opportunities.

Creating a Non-Conformity or Opportunity

There are two ways to create the record:

From the Management Systems module

1. Go to Management Systems → Non-Conformities/Opportunities.
2. Click New.
3. Complete the mandatory fields.
4. Click Save.

From any module with the «Non-Conformities/Opportunities» tab

1. Within the corresponding module, open the Non-Conformities/Opportunities tab.
2. Click New.
3. Complete the mandatory fields.
4. Click Accept and then Save.

Caution

Minimum mandatory fields: Class, Title, Scope and Responsible. If the class is Non-Conformity, it is also mandatory to complete Severity.

Note

Depending on the selected Class, the screen will enable certain fields (see screen fields).

Linking an existing Non-Conformity or Opportunity

If the Non-Conformity or Opportunity already exists, you can link it from another record:

1. Access the module containing the Non-Conformities/Opportunities tab and open it.
2. Click Link.
3. Select the record(s) you want to link.
4. Click Accept and then Save.

Tip

You can link multiple records at once in the same operation.

Screen fields

The visible fields depend on the selected Class. Non-Conformities show all fields; Opportunities hide those that apply only to non-conformities.

Field	Description	NC only
Class	Indicates whether the record corresponds to a Non-Conformity or an Opportunity. Determines which fields are shown.
Type	Indicates whether the Non-Conformity is External or Internal.	✓
Subtype	Depends on the selected Type.	✓
Title	Free text identifying the Non-Conformity / Opportunity.
Description	Free text with the record description.
Start date	Start date. Automatically filled with the current day.
Planned end date	Expected completion date.
Completion date	Actual completion date. When completed, the status automatically changes to Closed.
Status	Record status. See status behaviour.
Severity	Severity level.	✓
Responsible	Main person responsible for the record.
Corrective/immediate action responsible	Person responsible for the corrective action.	✓
Cause analysis	Free text with the cause analysis.	✓
Corrective/immediate action	Free text with the corrective action.	✓
Observations	Free text with additional notes.
Tags	Specific filter to classify the record.

Status behaviour

• Not started: default status when creating the record. No action has been taken.
• In progress: assigned automatically when any of the measures change to In progress status.
• Pending verification: assigned automatically when all measures are Cancelled or Closed; or when the effectiveness verification circuit is active and there is any measure in Verified: effective.
• Closed: assigned automatically upon completing the Completion date.
• Cancelled: assigned manually.

Screen tabs

Tab	Description
Scope	Allows defining the scope of the record. It is exclusive: it can be completed by (Company, Site, Section and/or Position), (External company), (Activity) or (Equipment/Installation).
Measures	Allows creating new associated measures.
Reports and attachments	Allows uploading and viewing attachments (for example, photographs).
Origins	Shows the origin of the record.
Observers	Allows adding employees with observer permissions.
Others	Contains SmartOSH Notices (generated notices) and System permissions (technical section to review specific permissions).

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Source: DM-SO-22-070 «How to register Non-Conformities/Opportunities», version 1, 27/09/2022.