Issues & Non Conformities

Introduction to Issues / Non Conformities

This workflow provides the mean to manage the lifecycle of issues / non conformities. An issue or a non conformity are different categorization of records but are managed in the same way by the same workflow.

Workflow

A new issue / non conformity can be created using the Add New functionality and choosing "New Issue or Non Conformity".

The workflow enables to move issues / non conformities in several statuses as shown in the following picture.

Issues / non conformities workflow and statuses.

The following table explains the meaning of each status:

Status	Description
Default	A temporary status when the issue / non conformity is initially created before the first save.
Draft	An issue / non conformity in this status is draft and it is not actioned.
Opened	An issue / non conformity in this status is confirmed and it is actioned.
Cancelled	Issue / non conformity cancelled. This is an end of life status.
Completed	In this status, all activities related to the issue / non conformity were completed and closure is expected after confirmation.
Closed	In this status, all activities related to the issue / non conformity are completed and confirmed. This is an end of life status, meaning no further status transitions are allowed.

Information

Issue / non conformity records are organized in three sections:

• Identification, where identification data of the issue / non conformity are recorded,
• Ownership & Organization, containing the assignment of the key roles enabled to manage the issue / non conformity;
• Issue / Non Conformity Details, with the details of the issue / non conformity.

Detailed information on the meaning and use of every field can be found by pointing the mouse on the (i) next to each field. This will activate a tooltip with a brief description of the field.

Additional information can be found in the secondary forms of the record: attachments, related items, messages and history. See How To for more information.

Privileges

Issue / non conformity can be created by the users to whom the corresponding privilege is granted (see Users & Groups for more information on how to set this privilege).

The lifecycle of the issue / non conformity is managed by the roles described in the table below. Groups are pre assigned to the roles according to the settings (see Settings for more information on how to set these defaults). Initial assignments can be modified according to privileges choosing among the enabled groups (see once again Settings for more information on how to enable groups).

Role	Description
Data Protection Officer (DPO) Group	Members of the group assigned to this role have full privileges. They can: transition records to any compatible status, update fields when possible, update data sources directly in record management.
Data Controller Group	Members of the group assigned to this role have view (read) privileges.
Data Processor Group	Members of the group assigned to this role have view (read) privileges.
Working Team	Members of this group have several privileges. They can manage the entire lifecycle, being enabled to: transition records to any compatible status, update fields when possible.
Auditor Team	Members of the group assigned to this role have view (read) privileges.
Issue / NC Owner	This role can be assigned to a single user among members of the groups previously described. The Owner has several privileges: transition to any compatible status, update fields when possible.

Reports

The list of issues / non conformities can be filtered and exported to excel format from the view Issues / Non Conformities.

Related processes

Issues / non conformities can be related to actions, audits , data breaches, Privacy Impact Assessment and Risks.