In an ongoing construction project, we commonly receive a non-conformance report or NCR. Why we commonly receive this kind of issue? Is it a normal thing happening in a construction project or we misinterpret the drawing or is there a reason why we should receive NCR?
As I mentioned in this article 10-project-forms-that-a-qaqc-engineer-must-have that an NCR is sometimes used to withhold the payments, so everyone in a project must aware of this and take extra care upon delivering a project.
This is not only for QA/QC Engineers’ information but for the whole organization within the project. Here I will show a step-by-step on how to close the non-conformance report that has been issued.
The most practical reason why we received NCR is perhaps the specification is not met, drawing not followed, and material delivered or installed not as per MAR. And most commonly a non-conformance could be identified through site surveillance, work inspection, material inspection, testing, and quality audits.
A non-conformance can be detected by a consultant, QA/QC Engineer, and Project or Site Engineer but if it’s found by QA/QC Engineer an internal non-conformance notice shall be issued and that shall be resolved internally. But when the consultant finds it then the non-conformance report will then be issued.
So to prevent the delay of closure and may lead to withholding of payment here are the steps on how to immediately resolve a non-conformance report, NCR.
1. Set a Meeting with the Project Manager or Construction Manager:
Once you receive a non-conformance report, As QA/QC Engineer you are the one who will carry out for immediate NCR closure. Discuss with your quality manager if he is available if not, make an initial meeting with the PM or CM, and discuss with them what will be the actions to be applied. The manager shall suppose to assign a Project or Site Engineer to carry out the action to be taken. Once meeting adjourns and actions to be taken are set you will accompany the PE or SE to verify the cited location in the NCR.
2. Carry out corrective action:Â
When a location of nonconformity is identified, corrective action shall start to implement. Let’s give an example of NCR “Concrete Bulged from Concrete Wall.” During chipping or hacking you should take a documentary photo this will serve as part of attachments as the initial action. A form of NCR that you can use and find here in 10-project-forms-that-a-qaqc-engineer-must-have to write your action taken.
3. Inspection of corrective action:
Once initial action has been done, bulged concrete has been chipped off. A QA/QC Engineer may then raise an inspection request or IR to the consultants for verification. Just make sure before bringing the consultant to the area, the chipped surfaces are cleaned and material for repair are in place so that after the consultants’ acceptance and approval of the area you can start the application of repair while it is being watched. Take a documentary photo during repairs.
This stage is a verification stage by consultants.
4. Closure of Documents:
When the inspection request is approved and make sure corrective action is written in the form as well as the preventive action, once the document is ready then it will be submitted through DTF but make sure the documentary evidence is attached such as photos and approved inspection request.
Here is a sample of a corrective and preventive action written below.
YYY REPLY FOR NON-CONFORMANCE REPORT NO. 22
ASSESSMENT/CORRECTIVE ACTIONS:
    YYY site crews (foreman and chargehand) have been instructed by the site management to     immediately rectify/reinstate the above mentioned non-corformances and we confirmed that the rectification was done in the following manner.
- Loose concrete from honeycomb was chipped out with handheld tools to ensure that there are no voids spaces remained. Cleaning was made on the affected area in order to ensure that there is good bonding between the concrete and SEMENTO as approved material for repair.
- Bulged area of the surface has been chipped out with 10 mm min. depression so that there is room for filling of SEMENTO as approved material for repair.
PREVENTIVE ACTIONS PROPOSED BY YYY:Â
Site Engineers have been instructed to check and see to it after shuttering of such item of works if it is safe, stable and prepared enough to cast the concrete in it in order to prevent such cited non-conformances to be happened again.
Foreman and Chargehand are deeply instructed by the site management to enforce thorough inspection within their respective areas of assignment so that there would not be any nonconformances to be noticed.
 PREVENTIVE ACTIONS INITIATED:Â
QA/QC engineer are also making inspection for the their works pertaining to shuttering ensures that shutters are tightly supported with strut and strong enough to receive concrete, resist vibration and other factor that cause bulging of concrete.
Site engineer, who have the responsibility to verify and see to it that the work of his workmen are correct as per detailed drawing for carpentry or others.
If the inspection request is approved, the NCR is most likely to be closed. The closed NCR will then go to the document controller to log and update the revisions if it is in revision status. As a QA/QC Engineer, you will then update your register of NCR.
I hope that the above has helped those new engineers on how to close an NCR. If you have supplements you may write them down in the comment box below.
What is NCR?
NCR is a type of document that a construction team will receive if there is something not complied with from the approved drawing, approved material, and approved client requirements.
How do you write a nonconformance?
There should be an approved template of NCR to write a nonconformance report. There are many essential; areas to include in an NCR such as Title, Description, Location, Date, Signatories signatures etc.
Who can write a non-conformance?
It is the consultant who can write a nonconformance to be given to the main contractor. A QA/QC Engineer to be given to the construction team and subcontractors and suppliers.
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Thanks!
I have close the NCR about Accept/ reject for Sorting line how to close it
With regard to the aforeme ntioned subJect and based on our site surveillance. 1t has been discovered that bolts are missing in level 4 part-01 CW 4&5 Staircase landing and the C contractor 1s proceeding with the third party bolt tightening test. which is completely unacceptable and company is solely responsible for any structural default that accurs in the future
Proposed Correction :
Proposed Corrective action:
please advise how to close the NCR
Dear Noel,
I am working as a site engineer in Abu Dhabi I got NCR Please help me.
1 Concrete pavement levels are not coordinated with the existing pavement levels at the swale area and having higher levels (Approx. +1.5cm) causing water ponding.
Hi Krishna,
Discuss that NCR with your construction team. You and your team should establish a solution. You need to achieve the same level of the pavement, verify the current profile by your surveyor and then make a remedial action or rework the affected area in order to achieve the approved target level.
Dear sir,
Thank you for your explanation but I have one question, ıs ıt a must for all NCRs desıgn approval from the contractor side? What I understood if the NCR is regarding design issue, acceptable because our consultant requires us space in our NCR form regarding Design approval confirmation, please ıt is kınd of an urgent issue.
Thanks and regards,
Dear,
I have received NCR from my client and i want to reply that NCR but it has following parts/sections like
1) Nonconformance Description:
2) Disposition of Nonconformance
3) Disposition Submitted By
4) Engineering Approval Required?
5) Deviation Request Required?
6) Approval of Disposition:
7) Verified By
8) NCR Closure
Can you please explain me that “Disposition By” section will be filled by whome?
Dear Sir,
I received a non conformance report for materials installed without material approval from the consultant/Client, so i submit the material for approval from consultant/client. now it came approved from consultant side but still waiting for client approval so what i should do with this NCR. I need a polite answer to be done with consultant.
I need your support… Please guide me.
Hi Shabeer,
This is a problem on most of the big projects like we had in Abu Dhabi. We had a third-party consultant. We had a consultant for documentation or advisers and a client representative.
In that case, you have to wait when the client representative approves it because they are the deciding party that sometimes follows the client requirements. Meaning they are the voice of a client. But it’s a rare case that client representative don’t accept third-party approvals or construction supervision consultant approval. Have a patience and it will be solved.
Thanks for stopping by.
by submitting the material for approvals you are effecting a correction. That is when the approvals are completed, the materials I use will be approved. However, how do you ensure that this does not happen again? the answer to this question is the corrective action that you seek. If your processes for using materials are documented and already outlines as a requirement, the need for approvals then this will be a retraining endeavor as the corrective action. If the requirement not documented then the corrective action could be to create the procedure and document this requirement.
Sir how if the situation of Issued NCR has no possibilities to be rectified, any amicable or undertaking to resolve & closed the issue?
Hi Ray,
Your last option there is to write an “undertaking letter.”
I received a NCR regarding delivered sand at plant, has been proposed 3 times to client’s rep and being rejected, the ncr description as follow:
”the sand sampling at stockpile was found to be slightly more than spec allowable limit in silt content”
the problem is, the sand has already putting in the use of concrete production, what should be the best corrective action?
my rejected proposed correction:
1) by BS, adoption of higher limit may be accepted provided that the production record show compliance in the fresh concrete properties, attached herewith the concrete test report for your reference.
Or are they expecting an answer such as: hacking all the affected structure of concrete made by the load of sand that found to be higher in silt content? Which i dont think my management would agree on.
Please assist further, tq
Hi Hilmi,
The first thing you do is to stop utilizing the sand while it is under NCR.
I would suggest sending a sample of sand to the independent laboratory, this way you would verify what is the real silt content. And if the test report of the sample shows lower percent of silt against your spec then that would be the basis the NCR can be closed. If you have passed compressive test reports of the concrete where you used the sand, it will reinforce the closure of the NCR.
The best way also is that you can talk to the consultant directly and propose the above suggestion. Let us see what are their reaction. You can also know what they want to do.
Thanks a lot.
Dear sir,
Greeting,
Hope you are doing well.
Your blogs are outstanding ,
Sir, how can i contact you?
Hi Sabir,
You can use the contact page of this blog or you can message me through my fb page.
Hello sir, I received an NCR also regarding the:
1. Damage of Fire Fighting Pipe – it has been observed that while doing the paint work, sub-contractor has damaged many firefighting pipes and cables at Core A and Core B walls.
2. Damage of GRC Panels – It has been observed that while doing the plaster works, Subcon has damaged many GRC panels
3. Damage of Roof Tiles – it has been observed that while installation of roof tiles Subcon has mishandled the contractor issued materials and as a result, many tiles are damaged.
Can you please help me sir regarding this since this is my first time to received NCR.
Thanks and God bless.
Hi Zai,
I’m so sorry for the late reply.
Ans. no. 1. Send the NCR to your MEP Subcon to rectify the issues.
Ans. no. 2. GRC might be subcontracted also. Send the NCR to them to rectify the damages. But prior to that discuss first with your CM and PM to know what is the best thing to do then you might come out to what I’ve said.
Ans. no. 3. It is simple. Change the damage tiles make sure to take photos and attached to your reply. If you want, bring the Consultant to the site and show to him personally.
If you have any more questions please don’t hesitate to leave a reply again.
Thanks and God bless too.
I received a nonconformance report for damaged 30″ CS pipe from QC Engineer, there is a small dump in the pipe while shifting by forklift. Please help me on how to answer this NCR? What is disposition?
I don’t have an idea about the pipe. I suggest contacting the supplier and ask them what is the best solution.
Dear sir Hi
I am Asadullah QC Engineer on the site. I have a question
do we have any NCR Test for concrete? If then how it can be prepared?
I need a very quick response because I have a very big problem.
Thanks.
Dear Mr.Noel,
Please help me to close these two NCR’s received recently.
1. On 12.01.2018 in tank A for Top wind girder to shell overhead welding, a welder without qualification for overhead position was utilized for welding by the welding supervisor. Welder no:xxx, Name:xxx (Only 3G Qualification)
2. On 25.02.2018 it was found that the unused flux from 22.02.2018 stored near tank B was not returned back to the store for rebaking and left in uncontrolled environment in plastic container for 3 days.
Hi Nair,
Answer to NCR no.1
You can hire an independent laboratory, they have their certified inspector. Let them check it with Visual Testing and eventually Ultrasonic Testing. If the weld passed in both tests then the welded element is acceptable.
The worse case scenario, if the welded steel is not passed from both tests you will then have to “Fully” remove the weld and redo the welding works. You have to remove by gouging. You will bring gouging equipment and that works will be too much expensive that is why next time follow the rules to avoid extra cost on your work.
Answer no. 2.
The corrective action would be controlling the amount of flux usage as per the requirement. and prevent the flux from to be reused again.
Hoping that the above answers satisfy your questions.
Dear Noel,
I am doing job in KSA, Hadeed plant. I am in Siren project as a QC position. I got one NCR from Client. Below is NCR statement.
During inspection, it was observed that UVIC panel no. 05 & 20 cables are terminated with out inspection of cable laying and IR test. Its violation against the ITP. Contractor has to take necessary action and make ensure the construction team not to repeat such violations here after.
Now i want to close NCR.
In NCR there is some steps. Please give me reply for below steps
1. Details
2. Root Cause Analysis
3. Corrective Action
4. Preventive Action
Hi Waheed,
Although this NCR is MEP Discipline, electrical in particular if I’m not mistaken. You did not follow the document you’ve submitted therefore that is nonconformance against ITP.
Answer no. 1. What “Details” do you need to know?
Answer no. 2. The root cause analysis is way too long to do, I’m going to do an in-depth explanation about this in a blog post.
Answer no. 3. You can discuss first with the Consultant that this is what you are going to do “To raise and inspection and conduct a related test.” Approved IR and Passed Test Certificate must be attached when you reply the NCR.
Answer no. 4. A meeting will be held for Site Staff including site crews to discuss the ITP. Explain to them that every activity indicated in the ITP must be inspected by the Consultant. Conduct a training. That way you could prevent the recurrence of such NCR.
Hoping that the above answers satisfy your questions.
Thank you sir for such informative article. More power
Dear Sir
What records are you going to maintain? & What control documents are you going to set up? during the Non Conformance report in reinforced concrete job. Please help me sir
DTF ???
Document transmittal sheet/form.
Dear Sir,
Thanks , who will write the correction action in NCR Form , construction team or quality team ????
Hi Siddiqui,
It’s construction team should write the corrective action but quality engineer may write but make sure you let the construction check it before submitting to the consultant.
Regards,
Noel
Hi Noel,
Could you please let me know about the maximum and minimum time scales for closing an NCR? Are there any standards which we can refer to and use?
Thanking you in advance.
Ahmad
Hello Ahmad,
There is no minimum, it should be ASAP, the maximum as to my experience was that the Client had given us 1 month to solve and close the NCR. You can check ISO 9001:2015 therein stated the “Control of nonconforming outputs.”
Thanks,
Dear sir
Today our auditor found one problem in my master test equipment. Date is not correct. Our auditor already opened it to NCR. I already changed the date. How to close the NCR?
Hi Anoop,
Send the equipment to the laboratory for calibration. Once you received the calibration certificate you can then reply the NCR and attach the certificate and photos of the date adjustment.
What will corrective and preventive action NCR issued for wrong mixed design concrete received pls explain
Sir.pls help. How to write root cause, corrective and preventive action with some examples of different type of violations. Waiting for your kind help. Thanks
Sir, I received a nonconformant report during last audit lack of monthly meeting as non-conformity, please help me on how to answer this it’s my first time as OIC in my section records.
Hi Analie, don’t worry you can solve that. Just make a monthly meeting and make sure that you have attendance sheet signed by the attendees. The attendance sheet is your evidence, if you can take photos of your meetings that’s better. Then if you are ready to reply the NCR attach all those evidences. I am hoping that it could close the NCR and then continue your monthly meetings.
Good luck.
Hi Noel, I think we missed some steps in closing out NCR, i.e.: Immediate Corrective Action (it is to be done immediately after the finding, and prior to determine the Corrective Action) and Root Cause Analysis. However, it is a good blog and keep up the good works pare!
For me, it is similar though we have to take action immediately to close the NCR. Yes, there is Root Cause Analysis but I will explain that in a separate blog post.Thanks for your nice words.
Sir, what is the correct interpretation of NCR and WHEN or what is the basis of raising NCR?…
NCR, the full sentence or form is Nonconformance Report. If you read the ISO 9001:2008 but we are now in 2015. And it applies to construction. This will be issued once the approved drawing and requirements is not followed just what the above article had stressed out. And then Corrective Action will follow and eventually Preventive Action will then be established to avoid the recurrence. Hope this helps.
Mr. Noel Mades please can you give me your youtube channel? I’m a QC engineer and I’m very interested in your instructions.
Dear sir please help me.
Yes Jithu, just ask me here.
To which level can an NCR be raised?
Does issues have a scale for non-confirmity ?
Do root cause analysis is a helpful document for close out NCR?
Does statements from responsible needed for Corrective and Preventive action statements during documentation ?
How ro resolve a NCR ?
I’m gonna write an article about that, so everybody will learn too. Just watch for it.
Hi Mr. Noel, why there is no root cause analysis mentioned in our blog?
Hi Nathan, It was not requested and written on the template of NCR at the time we answered this NCR (it was the year 2008), it differs from other NCR template. Now, that I’m here in other company, our template of NCR requires RCA. I’ll make a blog post later one example on “how to answer NCR with RCA.”
Dear Noel,
I am working as a QA/QC Engineer working in gulf.
I need your support… Please guide us.
Thanks a lot for your email.
Syed Farhan.
Hi Syed,
Yes, no issue I’m here always to help you as I can. Thanks also for being one of my subscribers. You’re always welcome.
Who will write the corrective and preventive action ? Consultant or QA/QC engineer ?
The QA/QC Engineer.
Sir Noel hindi naba need mag pa approve sa Consultant ng restoration/rectification methodology?
Submit mo muna ang corrective action then let us see kung ano comment of Engineer.
May case din na kailangan.
Ok Sir salamat 🙂
You’re welcome…