Processing an NCR document

This article will show the processing step of an NCR document.

Verify or reject an NCR

As the person responsible for processing an NCR it is important 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.

Note: Before you accept an NCR, remember to read the text and ensure it does not contain any inappropriate text and personal details. Once approved the text cannot be edited. This is to ensure the integrity of the sender. "Verify document" means you accept the responsibility to process the NCR further.

 

Once you have read the NCR and checked that you are the appropriate processer, click the green «Verify document» button. You will then be able to fill in the information needed in the processing step.

OR

If the information is not correct or you are not the appropriate processer, 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 processer.

The processing of documents is part of our standard module features. You can find more information here: "Receiving a document for further processing".

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 / color is chosen the system will give you different options as the next step after processing.

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.

Deciding which risk value / color is the correct value for each incident is a subjective matter. Each company must determine their own limit values and define their own criteria. Personal injury, cost, reputation and environment are common assessment criteria / target areas.

A company using the NCR module, on a large scale with correct limit values on their risk evaluation, will see that most of their NCRs is saved as an observation.

Categorization

The NCR’s processing step has multiple fields used to categorize the incident. This categorization is used for statistical purposes in 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.

We therefore recommend taking the time to make sure the fields / categories available and their values match with 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.

Root cause

When processing an NCR it is important to properly identify the root cause of the incident. Identifying the correct root cause will help you determined the correct actions to take.

Actions

Based on the incident and the root cause some actions may be required. We recommend describing them in the «Comments and Actions» text field. ABMS also has the feature to create action tasks that you can send to the appropriate person who have the authority to implement the action.

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.

The action function is part of ABMS standard features. More information here: "Actions: Create, Accept, Reject and Forward".

Comments

If you during the process step need information from other participants, you have the option to use the «Comments» box in the bottom right corner. Here you can invite participants that will be granted read access to the NCR.

The comments function is part of ABMS standard features. More information here: "Using the comments box".

Send to verification

Last part of the processing step is to send the NCR for verification. As described in «risk» if the risk before actions is yellow, green or white you now have to decide weather to send the NCR for verification or «Save as observation».

Option 1 – send to verification – click the green paper plane «Send for approval» button in the top right corner. Choose the correct verifier and click «Send».

Option 2 – save as an observation – click the green disk with an eye «Save as observation» button in the top right corner.

See this article for more information about the "Verification of an NCR".
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