Published 10 Feb 2023
What is a Non-Conformance Report?
A non-conformance report (NCR) is a document commonly used in construction industries to document work that has not met required quality standards. These reports are an essential part of the quality control process and aim to mitigate risks by implementing corrective actions and to prevent similar situations from recurring.
Non-Conformance Report Form
Use this general non-conformance report form template to document any plan deviation or any non-conformances in quality observed in the workplace. This form should be made available to all staff or members.
- Start by completing the details of the non-conformance report: type, priority, source, process, detailed description of the case, and photos (optional).
- The staff who raised the issue should affix a digital signature to validate the report.
- The template should then be endorsed to the manager or any authorized personnel.
- After receiving the template, the manager should enter corrective or preventive actions to be implemented and assign them to responsible teams or professionals to take necessary actions.
- After completing the task, send this back to the manager for verification and closure.
- Provide an overall rating and provide a digital signature to complete the report.
In this article
- What is a Non-Conformance Report Form?
- What are the Benefits of Using a Non-Conformance Report Form?
- What are the Main Sections of a Non-Conformance Report Form?
- What Should be Included in a Non-Conformance Report?
- Examples of Non-Compliance in the Workplace
- FAQs About Non-Conformance Report
- SafetyCulture (iAuditor) as a Digital Non-conformance Reporting Tool
- Featured NCR Forms
What is a Non-Conformance Report Form?
A non-conformance report form is a tool used by project managers to record any non-compliance or plan deviation, how it occurred, and corrective measures to prevent similar events from recurring. It is also used in determining a resolution with a client and documenting any corrective changes applied.
What are the Benefits of Using a Non-Conformance Report Form?
Among all the benefits of using a NCR, one of the most biggest is that it allows the tracking and monitoring of products and processes which can then help with identifying and proactively correcting any issues before they become bigger problems. From a business perspective, non-conformance reports can also help better understand customers and their needs.
What are the Main Sections of a Non-Conformance Report Form?
The sections of a non-conformance report vary depending on the organization, but there are a few common elements that aim to capture the details of the deviation. An effective NCR Form fundamentally contains these 4 key elements:
- Detailed observation of the non-conformances;
- Corrective actions to be implemented;
- Rectification process; and
- Closure of the case
What Should be Included in a Non-Conformance Report?
With NCR as a document for detailing any issue or discrepancy found in current processes, tracking the cause of the non-conformance, as well as recording any corrective actions that need to be taken to rectify the discrepancy, the items that can be found in one can vary depending on the business or industry that the organization belongs to. The most common items that can be found be on a NCR are the following:
- Product name and description
- Date and the lot number
- Type of non-conformance and the corresponding corrective action/s taken
- Signature of the person completing the report.
Examples of Non-Compliance in the Workplace
Non-compliance in the work setting refers to the situation wherein an individual fails to follow stated rules or regulations or show proper conduct within the organization. Some common examples of non-compliance recorded in the workplace include, but are not limited to:
- Disregard for health and safety regulations (e.g., wearing proper PPE)
- Refusal to act according to code of conduct (e.g., disrespecting colleagues, harassing customers or colleagues)
- Showing up late
- Failing to submit or finish tasks in time
- Taking on work tasks without the proper certification or training
FAQs About Non-Conformance Report
Non-conformances must be reported whenever an event takes place on a construction site that does not align with the relevant guidelines and policies. Non-conformance reports serve as a preventative measure by identifying potential problems that could negatively impact the project, site, or workers.
All employees are encouraged to report any non-conformances to their supervisors, safety officers, or other relevant personnel. This practice promotes accountability and ensures that everyone is working together to maintain a safe work environment.
A corrective action report is typically prepared in response to a reported non-conformance. It outlines the steps taken to rectify the issue, details the implemented actions, and provides recommendations to prevent the problem from recurring in the future.
SafetyCulture (iAuditor) as a Digital Non-conformance Reporting Tool
Non-conformance reporting involves back and forth handover of paper forms between managers and project team members. Observations are also difficult to document without the ability to take photo evidence.
This process is time-consuming and also leaves risks unresolved and unattended over time. Using a digital inspection app like SafetyCulture can:
- Help streamline workflows, eliminate paperwork and promote timely reporting.
- Take photo evidence and detailed notes of observations associated with the NCR Form.
- Assign actions within your digital NCR Form to relevant teams and authorized personnel for immediate resolution.
- We feature comprehensive digital non-conformance report forms you can download for free and customize using SafetyCulture. Solve business-impacting non-conformances with these templates.
Featured NCR Forms
Supplier Non-Conformance Report Form
Use this template to record any non-conformances concerning supplies, raw materials or any incoming goods which are received by the organization.