Non-conformities and opportunities

In Smart OSH you can register Non-conformities and Opportunities from the main screen of Management Systems or from other modules that generate them based on their activity. The completion procedure is the same in all cases: only the entry point changes.

Origins from which they can be created

A Non-conformity or Opportunity can be created from any of these points:

• Management Systems → Non-conformities/Opportunities (direct registration).
• Questionnaires → Questionnaires.
• Risks → Safety visits.
• Leadership and employee participation → Participations.
• Leadership and employee participation → Meetings and talks.
• Management Systems → Audits.
• Accidents → Accident/incident investigations.

How to create a Non-conformity or Opportunity (general procedure)

Click New at any of the entry points and follow these steps:

1. Complete the fields related to the Non-conformity/Opportunity. At a minimum, the mandatory fields marked with an asterisk.
2. Add details through the available tabs:
   • Measures: create and link preventive measures to the Non-conformity/Opportunity.
   • Attachments: add documents to expand the record information.
   • Origin: check from which record the Non-conformity/Opportunity was created.
   • Employees with access: add employees who will be able to view the information.
   • Employees with special permission: link employees with read or write permission. It is recommended to indicate the reason for access.
3. Click Save.

Note

• In the scope field it is enough to complete at least one of the available scopes.
• The SmartStatus tab shows automatic alerts generated by the system when it detects a problem or a pending action.

How to create a Non-conformity/Opportunity from other modules

From here, the steps for the record data are always the same (those of the general procedure). Only the navigation prior to reaching the New button changes.

From Questionnaires

1. Go to Questionnaires → Questionnaires and open the questionnaire.
2. Enter the Non-conformities tab and click New.

From Safety visits

1. Go to Risks → Safety visits and open the visit.
2. Enter the Non-conformities tab and click New.

From Meetings and talks

1. Go to Leadership and employee participation → Meetings and talks and open the meeting.
2. Enter the Actions → Non-conformities tab and click New.

From Audits

1. Go to Management Systems → Audits and open the audit.
2. Enter the Non-conformities tab and click New.

From Accident/incident investigations

1. Go to Accidents → Accident/incident investigations and open the investigation.
2. Enter the Non-conformities tab and click New.

How to create a Non-conformity/Opportunity from a Participation

Participations are a special case: they can be created from three different channels.

From Smart OSH

1. Go to Leadership and employee participation → Participations and click New.
2. Complete the general data. Fields with an asterisk are mandatory.
3. Add complementary information in the available tabs. In the Non-conformities/Opportunities tab you can create related Non-conformities and Opportunities following the general procedure described above.

Note

• The notifier’s data is automatically completed with the logged-in user when making the participation.
• In SmartStatus you will see the system’s automatic alerts.

From the anonymous participation page

1. Access the anonymous participation page.
2. Choose the category of the participation.
3. Complete at least the mandatory data and click Send.

Caution

• When choosing the categories Non-conformity or Opportunity, the fields First name, Last name and Identification (letters and/or digits) become mandatory.
• If the category is Non-conformity, the person responsible who receives the participation can approve or reject it. If approved, they can create the Non-conformity from that participation.
• In participations, emails to those responsible are sent immediately (not deferred).

From the App

1. Access the app and select the Employee participation tile.
2. Tap the + symbol.
3. Choose Non-conformity or Opportunity as the category.
4. Fill in all fields.
5. Submit the participation.

Source: M-SO-19-04-02 «Management Systems User Manual», version v.2, 08/04/2020.