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This sample procedure is based using a simple tag to identify Non-Conforming Materials (NCM) and a database for summarizing information. The tag is used to:

1. Allow anyone in the organization to find and remove non-conforming materials from the production area.

2. Assure that no known non-conforming materials in the facility will accidentally be used in production.

3. Gather information about the NCM at the time the materials is found. This information is valuable at the time of disposition and will help with the creation of a corrective action.

4. Maintain a minimum level of records of non-conforming materials and their disposition.

 

Sample Procedure

1. PURPOSE
The purpose of this procedure is to define the steps that Acme follows in controlling non-conforming materials

2. SCOPE
This procedure applies to all company personnel who are responsible for planning, development, use, and maintenance of the quality management system (QMS) at Acme, Inc.

3. DEFINITIONS
NCM: Non conforming materials

4. REFERENCES
4.1 Quality Manual

4.2 Engineering Change Order System


5. ASSOCIATED DOCUMENTS
5.1 All records for non-conforming materials are kept in the quality system database.

6. PROCEDURE
6.1.Responsibility and authority for non-conforming materials

If during the receiving, manufacturing, shipping or servicing process non-conforming material (NCM) is found or created, the defective material must be bagged, tagged and moved to a non-conforming materials area.

6.1.1 All personnel in the company are qualified to tag non-conforming materials. Once tagged, all NCM should be taken to the quality department for disposition and handling.


6.2. Bag and Tag the material
Place the non-conforming part in a bag or box and attach a Defective Parts Form (seen below) describing the following:
6.2.1. Part number or part numbers of the non-conforming components or assembly
6.2.2. A short description of the part
6.2.3. Initials of the person filling out the form
6.2.4. Date the non-conforming materials was generated or found
6.2.5. The reason the item is non-conforming
6.2.6. If the NCM is taken from a unit being built on a work order, then enter the WO#.
6.2.7. If the source of the component is know, mark the appropriate box.
6.2.8. If a replacement part is taken, then mark the appropriate box so that receiving may properly re-stock the proper area when the material is repaired or replaced.

Nonconforming materials tag.

6.3 Move the Parts
Do not place the NCM in the stock bin with good parts. The item should be:
1 Given to a supervisor or QA person for disposition
2. Placed in a non-conforming materials area

6.4 Enter the NCM into the Database
All materials are entered into the non-conforming materials section of the quality system database. Each item or set of item is given a tracking number.


6.5 Material Disposition
The NCM committee (the quality manager and the quality coordinator) are responsible for disposition of non-conforming materials. They are also responsible for maintaining the database. The appropriate personnel will meet periodically or as required to disposition materials. Any significant non-forming materials (those that would effect customers) should initiate an Engineering Change Request (ECR).

6.6 Analysis of trend in the Data

The quality manage is responsible for routine analysis of the non-conforming materials data. Any trends should be used to initiate an Engineering change request. A summary of the non-conforming materials should be presented as part of the quality management review meetings.