Introduction
This article will show you how to create a new NCR document and send it for further processing. it will also explain the verification process.
1.0 Creating a new NCR
Using the system menu, click «New NCR». This opens a new NCR registration document where you can fill in all fields.
The fields marked with red text and a star are mandatory and can’t be left empty.
To complete the registration, fill in all the information needed to process the NCR further.
Based on the setup of the NCR module your company has chosen, you may have different fields in your NCR than shown in this guide.
Note: It is important that the information entered into the NCR is the facts of the incident and should not contain any personal or sensitive information. If the NCR is missing information or contains information not acceptable in an NCR, the approver will reject the rapport and send it back to you for fixing.
Adding images and other attachments can be done in three different ways:
- If you have the «Upload» button, you can click it to upload pictures, documents etc. If using ABMS on a mobile device, you can take pictures with your camera.
- You can use the «paper clip» button as described above.
- You can drag-drop attachments into the document.
1.1 Sending an NCR for further processing
Once all the necessary information is entered into the NCR and all the mandatory fields filled out, the Send for approval button in the top right corner will turn green.
Click the «Send for approval» button. A dropdown list of users with access to the next step in the process and a message field is shown. Choose the «Receiver» and write a «Message» (optional), then click «Send».
The document will now show in your dashboard box; «Documents sent for approval».
The approval user will get an email notification, and the document will show in his/her dashboard box; «Documents waiting for your approval».
Processing an NCR document
2.0 Verify or reject an NCR
As the person responsible for processing an NCR, it is essential that you understand what information is needed in an NCR and what information is not acceptable. This means that the NCR should contain all relevant information about the incident but not contain any inappropriate text or personal details.
2.1 Once you have read the NCR and checked that you are the appropriate processor, click the green «Verify document» button. You will then be able to fill in the information needed in the processing step.
2.2 If the information is incorrect or you are not the appropriate processor, click the red «Reject document» button. This will send the document back to the creator. You have the option to add a message that will be sent to the creator along with the document. The message should tell the creator why you are rejecting the document, e.g. the information is not correct or that you are not the correct processor.
2.3 You are also able to forward the NCR document to another processor after you have verified the document. The document can only be forwarded once before it has to be either accepted or rejected.
To forward a document, the function must first be activated. In order to activate the function, please contact the Antenor support team.
3.0 Decide the risk before action
As part of the processing step of an NCR, the «Risk before action» can be filled out. Depending on what risk value/colour is chosen, the system will give you different options as the next step after processing.
3.1 Technically, the system will let you «Save as an observation» if the risk before action is yellow, green or white / NA. If the option red or orange is chosen, the NCR must be sent to verification by clicking the green «Send for approval» button. Sending to verification is also an option if the risk is yellow, green or white / NA, but then you also have the option to save it as an observation.
3.2 Deciding which risk value/colour is the correct value for each incident is a subjective matter. Each company must determine their own limit values and define its own criteria. Personal injury, cost, reputation and environment are common assessment criteria/target areas.
4.0 Categorization
The NCR’s processing step has multiple fields used to categorize the incident. This categorization is used for statistical purposes, e.g. standard reports and analysis. The information is important when analyzing data from the reported NCRs in a company. It will allow your company to find trends and patterns.
4.1 We, therefore, recommend taking the time to make sure the fields/categories available and their values match your business requirements. Changing the fields/categories is done by your super user summiting a support ticket (a cost will apply). And changing the available values of the fields/categories, the value lists, can be done by your company’s super user.
Once the correct categorization is available in the processing step, please ensure that the NCR you are processing is categorized correctly. This will give your company the best statistical base.
5.0 Root cause
When processing an NCR, it is important to identify the root cause of the incident properly. Identifying the correct root cause will help you determine the correct actions to take.
6.0 Actions and comments
Some actions may be required based on the incident and the root cause. We recommend describing them in the «Comments and Actions» text field. ABMS also has the feature to create actionable tasks that you can send to the appropriate person with the authority to implement the action.
6.1 In the bottom left corner of the NCR is the action button. Use this button to create actions based on the root cause and findings of the incident.
6.2 If you need information from other participants during the process step, you can use the «Comments» box in the bottom right corner. Here you can invite participants that will be granted read access to the NCR.
7.0 Approve the NCR document
The last part of the processing step is to approve the NCR. As described in «risk», if the risk before actions is yellow, green or white, you can decide whether to send the NCR for verification or «Save as an observation».
7.1 The NCR cannot be closed until all planned actions have been completed and the actions have been closed. To check the status of the actions, open the Actions tab in the document, where you will find an index containing actions that were made for the NCR.
Option 1 – send to approval – click the green paper plane «Send for approval» button in the top right corner. Choose the correct verifier and click «Send».
Option 2 – approve If the green book with a checkmark is available, you may approve the document yourself.
Option 3 – save as an observation – click the green disk with an eye «Save as observation» button in the top right corner
