Non-Conformance Report (NCR)
Date
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Month
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Day
Year
Date
State
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Project Name
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Project Number
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Project Manager Name
example: John Smith
PM Email
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example@example.com
Non-Conformance Details
Where did the NCR occur?
What went wrong?
Describe clearly and factually- what went wrong?
What should have happened?
Has this type of NCR occurred before?
If yes, where and when?
What is the impact of the NCR?
What is the cost of this NCR
How do we resolve this NCR?
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Does this failure require a RCA?
Yes
No
RCA Team
RCA
People Contributing Factors (Select all that apply)
Insufficient training or onboarding – Workers were not adequately trained or introduced to processes before performing tasks.
Misunderstanding of responsibilities – Roles, duties, or ownership of tasks are not clearly defined or understood, leading to confusion about who is responsible for required actions.
Misunderstanding of specifications or drawings – Errors occurred due to misreading or misinterpreting technical instructions.
Lack of attention to detail – Oversights or careless mistakes in performing tasks.
Fatigue or stress – Mental or physical strain reducing performance and judgment.
Language or communication barriers – Miscommunication between team members due to language or unclear messaging.
Overreliance on tribal knowledge – Workers relying on informal habits instead of documented procedures.
Inadequate staffing levels – Too few workers available to complete the job properly or safely.
Cultural or behavioral issues – Workplace norms or behaviors conflicting with expected practices.
Lack of accountability or ownership – Individuals not taking responsibility for outcomes.
Inconsistent work practices between shifts – Variations in how tasks are performed depending on the shift or crew.
Skill or competency gap – Workers lacking the technical skill or certification required for the task.
Improper supervision or oversight – Supervisors not providing adequate direction or quality checks.
Inadequate role clarity – Workers unsure of their responsibilities or authority.
Failure to follow procedure – Intentional or unintentional deviation from approved processes.
Motivation or morale issues – Low engagement, lack of incentives, or dissatisfaction affecting performance.
Cognitive overload – Workers handling too many tasks or complex instructions at once.
Complacency – Repetitive tasks leading to shortcuts or reduced vigilance.
Peer pressure or groupthink – Workers following the crowd instead of applying best practices.
Inexperience with tools or equipment – Improper handling or misuse due to limited hands-on training.
Management pressure – Rushing or cutting corners to meet deadlines or production targets.
Process Contributing Factors (Select all that apply)
Lack of documented procedures – No standard operating procedure (SOP) exists for the task.
Outdated or incorrect procedures – Procedures exist but don’t reflect current best practices or requirements.
Ineffective communication process – Communication channels are unclear, unreliable, or not standardized, resulting in critical information not being delivered, acknowledged, or acted upon.
Unclear work instructions – Instructions are vague, incomplete, or open to interpretation.
Failure to follow procedures – Steps were skipped or ignored, either intentionally or unintentionally.
Ineffective process controls – Quality checkpoints, inspections, or tests were missing or inadequate.
Process complexity – Too many steps, handoffs, or approvals increasing risk of error.
Lack of standardization – Different teams or locations using inconsistent methods.
Inefficient workflow – Poorly designed processes causing delays, rework, or confusion.
Inadequate change management – Changes to design, specs, or procedures not communicated or implemented effectively.
Poor integration of processes – Disconnects between departments or phases of work leading to quality gaps.
Incorrect sequencing – Tasks performed in the wrong order, causing quality issues.
Insufficient quality assurance – No effective review, audit, or verification step built into the process.
Bottlenecks or workarounds – Workers bypass official processes to meet deadlines or targets.
Unclear acceptance criteria – No defined criteria for what constitutes conforming vs. non-conforming.
Overdependence on manual processes – High error potential due to lack of automation or digital controls.
Equipment Contributing Factors (Select all that apply)
Worn-out or damaged equipment – Equipment no longer performs as intended due to wear, fatigue, or physical damage.
Uncalibrated tools – Measurement, inspection, or testing tools not calibrated, producing inaccurate or unreliable results.
Inadequate maintenance schedule – Preventive or predictive maintenance not performed, performed late, or not thorough enough.
Obsolete or inappropriate equipment – Equipment outdated, incompatible, or not suitable for the required task or standard.
Setup errors or undocumented adjustments – Incorrect settings, setups, or undocumented changes leading to quality issues.
Poor user interface (confusing settings, displays) – Equipment controls, displays, or interfaces prone to misinterpretation or operator error.
Lack of error-proofing (poka-yoke) – Equipment lacks built-in safeguards or features to prevent incorrect operation.
Inconsistent machine performance – Equipment functions erratically, producing variable results even under the same conditions.
Improper tool storage or access – Tools or equipment stored poorly, causing damage, contamination, or unavailability.
Limited spare parts availability – Downtime or temporary fixes required due to missing or delayed replacement parts.
Improper equipment selection – Wrong machine, tool, or device chosen for the specific job or material.
Environmental sensitivity – Equipment highly affected by environmental conditions like temperature, humidity, dust, or vibration.
Software or firmware errors – Equipment programming glitches, outdated versions, or system crashes affecting output quality.
Inadequate guarding or safety features – Missing or insufficient protection leading not only to safety concerns but also to quality defects.
Improper installation or commissioning – Equipment not installed, aligned, or commissioned correctly at the start of operation.
Materials Contributing Factors (Select all that apply)
Material out of spec or contaminated – Supplied material does not meet specification requirements or has been contaminated.
Incorrect part or batch used – Wrong part, lot, or batch selected for use in production.
Damaged during storage or handling – Materials physically damaged due to mishandling, impact, or poor storage practices.
Supplier variability – Inconsistencies in quality or performance between suppliers or across batches.
Lack of traceability – Inability to track material back to source, lot, or supplier certification.
Improper material substitutions – Unapproved substitution of one material for another.
Expired or shelf-life sensitive items – Use of materials beyond expiration date or storage limits.
Incorrect labeling or packaging – Labels missing, incorrect, or misleading; packaging not suitable for the material.
Mixing of different material grades – Different grades or specifications of material inadvertently combined.
Moisture or environmental exposure – Degradation caused by temperature, humidity, or other environmental factors.
Improper material specifications – Material selected does not meet customer, design, or regulatory requirements.
Foreign material inclusion (FOD) – Unintended substances like debris, dust, or contaminants mixed with material.
Improper storage conditions – Material stored outside recommended temperature, humidity, or protective requirements.
Batch-to-batch inconsistency – Variability within the same lot or between different production runs.
Counterfeit or uncertified materials – Materials without valid certification or with falsified documentation.
Inadequate incoming inspection – Material defects not identified due to insufficient checks at receiving.
Chemical incompatibility – Material reacts adversely with coatings, adhesives, or other substances.
Incorrect dimensions or tolerances – Material manufactured outside required size or tolerance limits.
Improper pre-treatment or preparation – Material not cleaned, coated, or conditioned as required before use.
Environment Contributing Factors (Select all that apply)
Temperature or humidity variations – Uncontrolled climate conditions causing material or process instability.
Dust, moisture, or other contaminants – Environmental contamination affecting product quality or equipment reliability.
Poor lighting or visibility – Inadequate lighting leading to mistakes or overlooked defects.
Excessive noise or vibration – Environmental conditions interfering with focus or causing equipment variation.
Inadequate workspace layout – Poorly designed workspace limiting efficiency, access, or safe movement.
Safety hazards affecting quality focus – Environmental risks diverting attention from quality tasks.
Poor air quality or ventilation – Insufficient airflow, fumes, or particulates affecting workers or products.
Workplace distractions or interruptions – Noise, interruptions, or disturbances breaking concentration.
Cluttered or unorganized areas – Messy or congested work areas increasing error risk.
Uncontrolled storage areas – Materials or products exposed to unsuitable environments.
Electromagnetic or radio interference – Electrical interference affecting sensitive instruments or equipment.
Unstable utilities (power, water, air supply) – Interruptions or fluctuations disrupting processes or equipment.
Seasonal or weather-related conditions – Heat, cold, storms, or other outdoor factors impacting quality.
Improper housekeeping – Spills, debris, or poor cleanliness leading to contamination or hazards.
Ergonomic issues – Poor workstation design causing fatigue, strain, or human error.
Restricted access or congestion – Overcrowded spaces or blocked pathways interfering with workflow.
Uncontrolled external environment – Outside factors (construction, traffic, vibrations) affecting operations.
Improper environmental controls – Lack of adequate climate, humidity, or filtration systems.
Pest or animal intrusion – Insects, rodents, or wildlife disrupting work areas or contaminating materials.
Measurement Contributing Factors (Select all that apply)
Out-of-tolerance measuring devices – Instruments used beyond their tolerance limits, producing inaccurate results.
Inconsistent measurement techniques – Different inspectors or shifts applying measurement methods differently.
Poor sample selection – Samples not representative of the whole batch or process.
Missing inspection/verification records – Required inspections, checks, or verifications are not documented, preventing traceability and assurance of compliance with requirements.
Incorrect interpretation of tolerances – Misunderstanding allowable limits or misreading specifications.
Missing or incomplete inspection records – Documentation gaps preventing traceability or quality confirmation.
Measurement data not analyzed – Data collected but not reviewed for trends, shifts, or recurring issues.
SPC limits not monitored – Statistical Process Control charts not tracked or acted upon.
Inadequate training for inspectors – Inspectors not fully trained in correct use of gauges or procedures.
Bias or inconsistency in subjective inspections – Human judgment errors in visual or subjective quality checks.
Uncalibrated or overdue calibration – Devices not calibrated on schedule or operating outside their calibration cycle.
Improper gauge selection – Wrong measurement tool chosen for the required tolerance or specification.
Environmental influences on measurement – Conditions like temperature, humidity, or vibration affecting accuracy.
Improper measurement setup – Parts not stabilized, aligned, or fixtured correctly during inspection.
Data recording errors – Manual or digital entry mistakes when recording measurements.
Automated system errors – Software or machine-based measuring systems producing incorrect data due to glitches.
Lack of measurement system analysis (MSA) – No verification of repeatability or reproducibility of the measurement system.
Non-standard units or conversions – Errors from mixing unit systems (e.g., metric vs. imperial).
Inadequate measurement frequency – Inspections not performed often enough to catch process variation.
Lack of independent verification – Measurements not cross-checked or confirmed by another inspector.
Management Contributing Factors (Select all that apply)
Lack of management commitment – Leadership does not actively support or prioritize quality.
Insufficient accountability at leadership level – Leadership does not establish or enforce responsibility for quality outcomes, allowing critical issues to go unaddressed or overlooked.
Unclear policies or objectives – Quality goals, standards, or expectations not well defined.
Ineffective communication of priorities – Goals or requirements not cascaded clearly through the organization.
Insufficient resources allocated – Inadequate budget, staff, or equipment to achieve quality objectives.
Unrealistic schedules or deadlines – Pressure to finish work quickly leading to shortcuts or errors.
Inadequate planning – Poor project or production planning resulting in confusion or rework.
Weak enforcement of procedures – Rules and processes exist but are not enforced consistently.
Lack of performance monitoring – No system to track progress, quality metrics, or compliance.
Failure to address recurring issues – Known quality problems not corrected at the systemic level.
Poor change management – Ineffective control of process, design, or organizational changes.
Limited employee involvement – Workers not engaged in decision-making or quality improvements.
Inadequate leadership training – Supervisors and managers not trained to lead effectively on quality issues.
Misaligned incentives – Rewards focus on speed, cost, or volume instead of quality outcomes.
Insufficient internal audits or reviews – Quality systems not regularly audited or improved.
Lack of accountability at leadership level – Failures not owned or addressed by those responsible.
Ineffective cross-functional coordination – Departments working in silos with poor collaboration.
Overemphasis on cost reduction – Cutting costs at the expense of quality or reliability.
Failure to benchmark or learn from best practices – Organization not adapting or improving compared to industry standards.
Contributing Factor(s)
Root Cause
Summarize the most likely root cause(s) based on contributing factors
What Preventive Actions Are Recommended?
Who Closed This Incident Report?
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