Sample Corrective Action Report

Objective

The objective of the corrective action report is to avoid repeating mistakes.

Usage

• Create a report whenever anything goes wrong.
• Accept that at least something is better than nothing, until skilled report writers are developed.
• Develop the habit of writing a report at the slightest provocation. Soon you and your associates will become proficient enough to enjoy the reporting.
• Create a simple monitoring system to control the meeting of deadlines for required actions.
  • "Simple" encourages the continuation of the process.
  • "Complex" causes it to be soon set aside

Justification

• Consider the costs of NOT taking the time to create a Corrective Action Report.
• Understand costs can be in the form of lost or dissatisfied customers, ineffective products, unhappy staff and foregone opportunities while discussing a repeating problem.

Outcomes

• Make Fewer mistakes. At least, fewer repeated mistakes.
• Force a manager to examine the Who, What, Where, When and Why of operational systems.
• Progress toward flawless operational systems.
• Provide better staff morale.
• Develop a better attitude, mindset and style in all participants.
• Provide the manager has greater efficacy and pride in managing well; the essence of managing.
• Prepare an organization for the ultimate mark of excellence—ISO certification

Format for a Corrective Action Report

• Description of problem
  • Source or nature of the non-conformance
  • A brief outline of details without a lengthy narrative.
  • Things such as background, records of conversations and related events can be placed in an appendix.
• Main reason for non-conformity/ corrective action/ preventive action:
  • Where was the departure from the BCM policy? Why?)
  • Non-conformity is a common term in most Quality Control Systems.
• Corrective action to be taken, responsibility and date for completion:
  • What is the corrective action mechanism?
  • What were the activities or checks that were performed to identify the source and resolve the problem?
  • Dependent on the severity of the problem.
• May require the input of well-considered options by those with vested interests.
  • How is the resolution documented?                                                                                        
• Preventive action to be taken, responsibility and date for completion:
  • This is the main benefit derived and that which justifies initiating and continuing the exercise.
• Management representative approval signature and date of effective resolution:
  • This is a requirement when a Quality Control System is in place

Resource

Goh, M. H. (2016). A Manager's Guide to Auditing and Reviewing Your Business Continuity Management Program. Business Continuity Management Series (2nd ed.). Singapore: GMH Pte Ltd.

Extracted from "Appendix 12: Sample Corrective Action Report"

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