Entering Corrective Actions User Guide
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1 Entering Corrective Actions User Guide 1) For existing users, login to Quickfire Office at Quickfire Office is also housed on our website, under the Suppliers tab, Assessment Database, then SQF Assessment Database (Quickfire Office). To re-issue a new password, select. Do note that your username and address must match what is currently listed within Quickfire Office. If you have any questions, or are not an existing user, please contact info@sqfi.com for further assistance. 2) From the My Work page, select on in the left-hand navigation bar. 1
2 3) You will then be directed to your site information. You can enter your Site details two different ways. You can either double click on the site name, or you can click the check box to the left of your site name, select the drop down button, then View Site. OR 4) Once in the Site Details area of your site, select on from the left-hand navigation bar. The number of non-conformances published for your site will be listed in brackets beside Non-conformances. 2
3 5) Once having entered the non-conformances area of your site, you will then be able to view your audit details (audit reference, audit type, audit date, audit status, and Auditor). To view the non-conformances for your most recent audit, select the sign that corresponds with that audit. The non-conformances will then list directly below the audit details. 6) To open and view a non-conformance, simply select the specific Question Number link. 3
4 7) Do note that when first opening a non-conformance, it will be in read-only mode (no edits can be made). To edit a non-conformance, select from the drop down menu. 8) Once you select, you will be able to edit each of your non-conformances. Enter your corrective action text into the Action Taken field located at the bottom of the page of your opened non-conformance. 9) Once you complete entering your corrective action, select the status of Complete via the drop down menu in your open non-conformance. Each non-conformance has a corrective action status; Not Started, In Progress, Complete, Closed, and Rejected. Status Terminology: Not Started each non-conformance is automatically set to a status of Not Started when published for your viewing. The status will remain as Not Started until you manually have the status changed after you have entered a corrective action. In Progress set the non-conformance status to In Progress if you have begun entering a corrective action, but the information is not complete and you would like to work further on this non-conformance. Complete set the non-conformance status to Complete if you have completed entering your corrective action. Once your non-conformance is set to a status of Complete and has been saved, an automated notification is sent informing your Auditor via Quickfire Office. 4
5 Closed your Auditor will set the non-conformance status to Closed once he/she approves your corrective action. Once the non-conformance has been Closed by the Auditor, the nonconformance will be removed. Do note that each of your non-conformances are available to view at any time after they have been published via the Corrective Action Plan (CAP) report in Quickfire. Rejected your Auditor has rejected your corrective action to which you will receive a notification informing you of this rejection via the system. 10) Once you have entered your corrective action and selected a status of Complete, select from the drop down menu. Finally, select to fully close the corrective action for your non-conformance. If at any time you select while making edits to your nonconformances, no further edits can be made to non-conformances unless you select again. Any information you have entered thus far for the nonconformance will be saved. You can always view when your non-conformance is in read-only mode when the lock icon in the upper right hand corner of Quickfire Office is closed. When the lock icon is open, you are in edit mode. OR 11) To make an attachment, you must be in the read-only mode. Make an attachment by selecting the drop down menu, then. 5
6 12) Make an attachment by selecting the Browse button. Locate the document you would like attached, then select Upload. Note that the file size is limited to 2.5MB. If your attachment is too large, contact your Certification Body and/or Auditor for further assistance. 13) Repeat steps 6 11 to complete all other published non-conformances. Do note that there may be a second page of non-conformances. This page amount is visible in the bottom right hand corner. 14) To log out of Quickfire Office, select in the upper right hand corner, beside your user name. Frequently Asked Questions Q: It has been too long after my audit and my non-conformances have not yet been published to my site. Why have they not yet been posted? A: Contact your Certification Body and/or Auditor. They will be able to update you on the status of your non-conformances. Q: My attachment will not attach correctly. Why? A: It could be that your attachment is too large to place into Quickfire Office. Do note that the file size is limited to 2.5MB. If you need to have your attachment ed offline, contact your Certification Body and Auditor for further instructions. Q: Is there an easier way to get to my non-conformances? A: Yes. You can also view your non-conformances via your My Work page after logging into Quickfire Office, by selecting Open Non Conformances, then the sign. You can open each non-conformance by locating the Question Item by scrolling to the right. 6
7 Q: I am receiving a notification informing me that my non-conformances are overdue, but I have already answered my non-conformances with corrective actions. Why am I receiving this notification? A: When entering your non-conformance, you may not have correctly changed the status to Complete, to which the Auditor is unaware that you have entered the corrective action. Make sure your corrective action is set to Complete via Step 9 above. If you have correctly had your non-conformances set to Complete, contact your Certification Body and/or Auditor for further assistance. For questions, contact SQF Institute at info@sqfi.com. 7
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