Solutions Blog

Process
This procedure of "Corrective and Preventive actions" is part of the ISO 9002 standard.

The employee who noticed a dysfunction will fill-in the corrective or preventive action form and forward it to his manager. The manager can then forward the form to the quality controller who will analyze it and perform the corrective action. The quality controller can then assign the corrective action to another person. The designated person will handle the corrective action, fill-in the form and send it back to the quality controller. The quality controller will then verify the effectiveness of the action and finaly notify the employee and his manager.
 
Workflow with WorkflowGen
1/ The employee opens his/her browser and logs on to WorkflowGen.

2/ He/she clicks “New application” and selects “Corrective Action”. By clicking “Launch application”, he/she then accesses the “Application follow-up form”.

3/ In “My to-do list”, he/she clicks “Complete” and the form corresponding to the selected application is displayed. The employee completes the form and clicks “Send the form”.

4/ At this point an e-mail message is sent to the most appropriate person (the manager) with the subject line reading “One new action has been assigned to you”.

5/ By clicking “View action”, the manager accesses the “Application follow-up form” and goes to “My to-do list”. By clicking the action assigned to him/her (here, a validation), the form opens again. The manager can also complete the appropriate areas to approve or deny the application, before clicking “Send form”.

6/ If the manager denies the corrective action application, the process is closed and the employee is notified by email. If the application is approved, the quality controller is notified by email that an action has been assigned to him.

7/ By clicking “View action”, the quality controller accesses the “Application follow-up form” he then clicks the "Analyze" action and opens the form. After completing the relevant form fields he clicks "Send form" and then assigns the next action to the person responsible for handling the corrective action.

8/ The designated person is notified by e-mail. He accesses the “Application follow-up form” and clicks the "Perform" action. After completing the relevant form fields he clicks "Send form".

9/ The quality controller is notified by e-mail. He then verifies the effectiveness of the corrective action performed by the designated person. Once the verification is done he clicks "Send the form".

10/ The process is closed, the employee and the manager are notified by e-mail.

Process
A Dept.Supervisor wrote an internal procedure and he needs to have it validated. He forwards the procedure to the QC Manager who will verify its compliance. The QC Manager may approve or not the procedure application or return it to the Dept.Supervisor for reviewing. In case of an approval and if he thinks it's necessary, the QC Manager will forward the procedure to the Director who will decide of its official use. 
 

Doc-Approval interface
When a process requires the approval of a document, workflowgen uses the Doc-Approval User interface.
This user-friendly tool enables the user to upload and visualize a file for validation purposes.

 
Workflow with WorkflowGen
1/ The Dept.Supervisor opens his/her browser and logs on to WorkflowGen.

2/ He/she clicks “New application” and selects “Procedure validation”, by clicking "Launch a new request" He/she accesses to the "Action follow-up form".

3/ Then, He/she clicks "Launch action" and the "Doc-upload" interface appears . The action He/she has to do it's to "Upload" in WorkflowGen the procedure to be validated . He/she clicks "Browse" button and  selects the procedure (Word document, PDF etc etc...) in his/her local files. Then He/she clicks "Submit" and the file is automatically uploaded in WorkflowGen. At this point an e-mail message is sent to the QC Manager with the subject line reading “One new action has been allocated to you”.

4/ From the notification e-mail, the QC Manager can consult his action and go to WorkflowGen. So, He accesses directly  to the "Request follow-up form". The action he has to do is "Approve" the procedure proposed by the Dept.Manager. In "My actions to do", He clicks "Approves" and accesses the "Doc-approval" interface. The proposed procedure is displayed in the interface, the QC Manager can read it and choose between 4 options to define the request continuation: Agreement, Refusal, Forward, Review.

4.1/ If the QC Manager chooses "Agreement":
The procedure is approved and will be used. The Dept.Supervisor is notified by email his/her request is closed and the procedure approved.

4.2/ if the QC Manager chooses "Refusal":
The procedure is refused. The Dept.Supervisor is notified by e-mail his/her request is closed and the procedure refused.

4.3/ if the QC Manager chooses "Forward":
The QC Manager has approved the procedure and estimated it required the Director agreement. So the Director is notified by e-mail that an action has been assigned to him. From the e-mail, the Director accesses WorkflowGen and launch his action, here "Approve". The "Doc-approval" interface appears, the procedure is displayed on the screen. The Director has two options: Agreement, Refusal

4.3.1/ If the Director chooses "Agreement":
The procedure is approved and will be published. The QC Manager and the Dept.Supervisor are notified by email that the request is closed and the procedure approved.

4.3.2/ If the Director chooses "Refusal":
The procedure is refused. The QC Manager and the Dept.Supervisor are notified by e-mail his/her request is closed and the procedure refused.

4.4/ if the QC Manager choose "Review":
The QC Manager wants the Dept.Supervisor to review his procedure. The Dept.Supervisor is notified by e-mail and accesses the "request follow up form" in WorkflowGen. He can consult the comments or/and the file the QC Manager would have attached, then he launches his action "Review". The "Doc-upload" interface is displayed and the Dept.Supervisor can upload the procedure he will have modified. Then He will click "submit the form" and again the QC Manager will be notified by e-mail that he must approve the procedure (the workflow loops back to step 4)

In any case, the QC Manager may add comments to explain or justify his choice and/or upload additonal files in WorkflowGen.

To complete his action, the QC Manager clicks "Submit the form".