In this guide 6 sections
A nonconformance report describes what went wrong with one lot. The disposition decides what happens to those parts. A corrective action removes the cause so it does not return. They are separate records, linked by lot, part number and supplier, with different owners and closing dates.
Three records, three questions
The NCR answers: what is wrong, where and how much? It names the part, the lot, the drawing characteristic that failed, the quantity affected and who found it. It describes the problem and nothing else.
The disposition answers: what do we do with these parts? Choices are scrap, rework, return to supplier, use as is with customer approval, or repair to an approved method. A material review board usually signs it.
The corrective action answers: why did it happen and what stops it recurring? It names a root cause, an action, an owner and a date for checking that the action worked.
- NCR: the problem, the lot and the quantity
- Disposition: scrap, rework, return or use as is
- Corrective action: cause, fix and effectiveness check
- Each has its own owner and its own closing date
Why shops mix them up
Many defence suppliers use one form for everything. An inspector writes the defect, the engineer scribbles a decision at the bottom, and a line reading corrective action: operator retrained closes the sheet. Three questions, one signature.
The result is a file that cannot be audited. A customer quality rep asks how many NCRs on this supplier’s castings led to a corrective action, and nobody can say. Or the action says retrained but the fault came from a worn fixture.
Separating the records forces better thinking. A one-off scratch may need only a disposition. A repeating bore oversize needs a full corrective action. Not every NCR deserves one.
Linking each record to the lot and the supplier
The lot is the thread that ties them together. Every NCR carries the lot number of the material or batch. The disposition inherits it. The corrective action cites every NCR that triggered it.
When the defect came from bought-in material, add the supplier and their certificate of conformance number. That lets you count NCRs per supplier and raise a supplier corrective action request with evidence in hand.
When it came from your own process, link the machine, the operator shift and the work order. A pattern across three NCRs on the same spindle points to the spindle, not to the people.
- Lot number on every record
- Supplier and certificate of conformance reference
- Machine, shift and work order for in-house causes
- Customer notification and approval where required
What closing each record looks like
An NCR closes when the disposition is executed and the parts are accounted for. Scrapped parts are tagged and counted. Reworked parts are reinspected. Returned parts have a debit or return note.
A corrective action closes later. First comes the action. Then a waiting period, followed by a check that the fault has not returned over a defined number of lots. Only then is it truly closed.
If a record stays open past its date, flag it. Open actions on defence programmes are usually the first thing an auditor reads.
A practical step for your quality team
Take the last ten NCRs and sort them. Which needed only a disposition? Which deserved a corrective action? Which have a lot number you can trace?
Where the answer is unclear, you have found the gap in your form or your habit. Split the form first, then add the link fields. Software only helps once the three questions are kept apart.
NCR to corrective action tracker
A one-page tracker with three linked tables. The first lists NCR number, part, lot, defect, quantity and finder. The second lists disposition, approver, customer approval and execution date. The third lists corrective action number, root cause, action, owner, due date and effectiveness check, with a column for supplier where relevant.
Open a blank worksheet to printQuestions owners ask
Does every NCR need a corrective action?
No. A one-off defect may need only a disposition. A repeated defect, a customer complaint or a supplier fault usually does. Decide using a written rule.
Who approves a use as is disposition?
It depends on the contract. Many defence customers require their own approval for use as is or repair. Check the purchase order terms before shipping.
What is a root cause in this context?
It is the underlying reason the fault occurred, such as a worn fixture or an unclear drawing note, not the symptom. Fixing it should stop recurrence.
How long should an action stay open?
Until its effectiveness check passes over a set number of lots or a set period. The closing rule is agreed when the action is created.