Issue recording software for improvement
Identification and resolution of problems
In any commercial businesses, it is essential to identify and resolve all issues as quickly as possible and with the minimum of effort. Problems often referred to as 'issues' or 'tasks,' can be seen as opportunities for improvement. Once identified it then becomes a business task to solve these problems and thereby realize any improvement opportunities.
Tasks can be generated either by individuals as they identify potential opportunities to improve processes, or designs while engaged with their day-to-day duties, or through customer feedback. Similarly, other sources can be used to generate opportunities to develop.
Allocating routine work to teams and individuals via an issue recording software system allows an organization to monitor and measure the progress of a task, while providing a structured framework for the control of this work.
Effective Task Management
In aggressively competitive industries, identifying opportunities to improve is viewed as a primary task within the organization. This behavior is particularly prevalent in the automotive and consumer goods industries. As well as being a requirement for ISO 9001 and ISO/TS 16949 (sections 8.5.2 and 8.5.3), a corrective and preventative action system is one of the key mechanisms that keep these industries developing and improving. Taking the time to identify and deal with problems will most likely deliver a competitive edge for many businesses regardless of their size.
It is very common for businesses to operate a simple task list or register, these often exist as a paper-driven process. The use of information technology to electronically automate the task management process is common in many larger organizations.
Electronic task management and issue recording software have gathered steam in recent years as mid-sized and large businesses have realized the advantage of implementing complex systems to manage, document, and track work tasks. They appear under many names:
— CAPA (Corrective and Preventative Action) system
— Key Task Monitor (KTM)
— Issue Tracker
— Concern Register
— Quality Improvement List
— Improvement Database
— Continuous/Sustainable Improvement Program (CSIP)
— Issue Resolution Process
Task Management uses
The value of task management is in its ability to refine existing processes, strategies and designs. Task management allows businesses to capture opportunities from its entire workforce quickly, ensuring that all improvements can be allocated and realized automatically without any management intervention. Effective Task management can empower employees and allow for prolific improvement to take place.
Task Management can be applied to all areas of most businesses where improvement is key to success:
— Production operations improvement
— Sales feedback
— Product design improvements
— Cost-saving initiatives
— Quality audits
— Technical support
— Project management
— Kaizen groups
— Continuous improvement programmes
Project management with issue recording software
Within Project Management, the purpose of Issue Management is to ensure that concerns are addressed promptly and do not go unresolved. It is often much cheaper to solve project problems early rather than later. Effective problem management is a must for most project managers. For example, a task management system is perfect for recording product test issues enabling the project team to measure product risk and to plan for problem resolution quickly.
Issue recording system workflow
A typical corrective action system workflow would go something like this:
- A problem is submitted by a customer, employee, salesperson, engineer, or test engineer, via a web browser.
- The issue management system allocates the task to a predefined representative's inbox (dependent upon the nature of the problem to be solved).
- The representative evaluates the problem and assigns it to an appropriate employee (this procedure can be automated).
- Work is carried out to resolve the problem with updates and status documented in the system.
- When the problem is resolved an e-mail is sent to the originator to inform them that the work has been completed.
CAPA Manager issue recording software
Adaptive CAPA Manager offers an intuitive cloud-based task management system. It can link multiple stakeholders together regardless of geographic location. The system provides access to necessary root cause analysis tools to enable businesses to quickly arrive at the correct solution.
Internal and external users can log in to a single system from anywhere in the world and record opportunities for improvement. An automated e-mail reporting system automatically informs key stakeholders of task status. The task database can be analyzed to measure a department's improvement activity, for example.
The intuitive nature of Adaptive CAPA management means minimal training is required for users.
Conclusion
Issue management is a critical mechanism in any business. CAPA Manager issue recording software provides an automated solution that also drives forward business improvement.