As a participator in the deviation process, you will receive an email notification of a deviation. Alternatively, you can go into the deviation system regularly to check whether there have been any new deviations or to work on my deviations.
To work on a deviation, click on the deviation number, and that will take you into the deviation form.
Radio button to set the deviation to unread. If you want to forward the deviation, then set the deviation to unread.
Status: Indicates the status of the deviation.
Unhandled
Under processing
Handled
Closed
Rejected
Caseworker sets the status to ‘Under processing’. When the caseworker considers the work to be complete, they set the status to ‘Handled’. Depending on the company’s routines, the deviation can be forwarded to the caseworker who is immediately superior, for ‘approval’. When it has been approved, it is set to ‘Closed’ or ‘Rejected’. Note: When a deviation has been set to the ‘Closed’ or ‘Rejected’ status, an email will automatically be sent to the reporter. Also note that if an action (work order) has been created against the deviation, the system can be set up (in System settings → Deviation management) so that when the action(s) has/have been approved, the deviation is automatically closed.
Action: You can select from three predefined action options.
None
Corrective - action to remove or control the causes of existing deviations/faults to ensure that the phenomenon does not occur again.
Preventive - action to remove the causes of potential deviations/faults or other undesirable situations.
Comments: Insert comments at any time while a deviation is being handled, and click save. The comment will be inserted in a separate comments field with initials, date and time of when the specific comment was inserted.
Follow-up flag: Activated where necessary.
GDPR: Intended to mark the non-conformance reports that contain data covered by the General Data Protection Regulation. The deviation number is shown in the list view with red numbers. Separate checkbox to filter on GDPR in the list view.
+Document: Documents that are uploaded against deviations (Origin → Deviation management) will be hidden from ordinary users in the document overview.
Deadline: Insert a deadline by which the deviation must have been fully handled. Also provides a filter option in the deviation overview.
Project/Asset/Order type/Addressee/Origin: By default, these fields display what the reporter of the deviation has inserted/selected.
Classification: Degree of severity
Recurrence risk: How often the deviation/fault could arise.
Allocation: Used where necessary.
Fault type: Depending on the selected fault type, a separate “field” for ‘Fault cause’ will open up, in which predefined fault causes linked to the specific fault type can be selected. For details regarding how to set up fault types and fault causes, see separate description under the menu ‘System’ → ‘Work orders/Checklists’.
Total actions [WO]: Total costs of any actions/work orders linked to the deviation.
Miscellaneous costs: Miscellaneous additional costs.
Message text: Message text from reported deviation. Note that if an action (work order) has been created against the deviation, this text can be included in the work order. For details, see below ‘Admin’ → ‘System settings’, ‘Deviation management’ section.
Immediate action/Suggested corrective action/Casual analysis: By default, this is taken from the report of the deviation. Can be amended/edited if necessary.
Action (work order): Allows you to create a work order against the deviation. When work order(s) created from the deviation are approved, the deviation can be closed automatically. This is on condition that this is activated under the menu ‘Admin’ → ‘System settings’, ‘Deviation management’ setting. When all the work orders have been closed, an email will also be sent back to the reporter that the deviation has been closed.
Categories: By default, this takes whatever has been checked off by the reporter of the deviation. Can be amended if necessary.
Link to WO: If there is a work order that has already been created that you want to link to the deviation, the work order number can be inserted here. The work order, including e.g. lightbulb status, will be shown in the list of ‘Actions’.
Forward: The deviation can be forwarded to a specific caseworker.
Attachment (Vedlegg): In the event of a lack of image(s) of the submitted deviation, images can be uploaded directly here. Images can also be deleted from here.