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Manage an NCR Correspondence Cycle

Role: Quality Manager (raising NCR), Contractor (responding), Quality Manager (close-out)
Time: 15 minutes setup; ongoing until NCR is closed
Prerequisites: NCR correspondence type configured, distribution rule for Quality Manager CC active, mail approval rule configured (recommended)

This tutorial walks through a complete NCR cycle: raising the NCR, routing it through internal approval, sending to the contractor, receiving and reviewing the corrective action response, and formally closing the NCR.

Step 1: Raise the NCR​

Role: Quality Manager

  1. Navigate to Correspondence → New Correspondence.
  2. Set Type to NCR — Non-Conformance Report.
  3. Fill in the header:
FieldExample value
TypeNCR
SubjectNCR-2024-015: Concrete Pour — Zone A Slab — Missing ITP Hold Point Sign-off
PriorityNormal
  1. In the To field, add the Contractor's site manager or document control contact.
  2. Check the CC field — the Quality Manager distribution rule should have auto-added your quality team. Verify this is correct.
  3. Fill in the body using the NCR template (load from the Template selector):
    • Description of the non-conformance (what was found)
    • Location (Zone A, Level 1, Grid B3–B5)
    • Date observed
    • Reference to the violated specification clause
    • Required corrective action
    • Evidence required for close-out
  4. Set the Response Due Date: 14 calendar days from today.
  5. Add photos as attachments (key evidence of the non-conformance).
  6. Click Send.

If a mail approval rule is configured for NCR type, the NCR enters Pending Approval status.

Step 2: Internal approval (if approval rule is active)​

Role: Quality Director or Approver

  1. Receive the approval notification in-app or by email.
  2. Open the NCR from the notification or Correspondence hub.
  3. Review:
    • Is the description accurate and specific enough?
    • Is the referenced clause correct?
    • Is the required corrective action appropriate?
    • Are photos attached?
  4. Click Approve if satisfied.
  5. The NCR dispatches immediately to the contractor.

If changes are needed, click Reject with a note explaining what to fix. The NCR returns to the Quality Manager as a draft.

Step 3: Contractor receives and acknowledges​

Role: Contractor

The contractor receives an email with the NCR and an Acknowledge link (if they access through Kazinex) or by email. They should acknowledge receipt promptly — this starts the response clock.

If the contractor has Kazinex access:

  1. Open the NCR from the notification or link.
  2. Click Acknowledge Receipt (if available) or reply to begin the response.

Step 4: Contractor submits corrective action response​

Role: Contractor

  1. The contractor composes a reply correspondence within Kazinex (or by email — either creates a response thread).
  2. The response should include:
    • Root cause analysis
    • Corrective action taken or planned
    • Evidence of correction (photos, test results, inspector sign-off)
    • Revised ITP or quality plan if applicable
  3. The response is sent to the Quality Manager before the due date.

In the Kazinex Correspondence hub, the NCR status shows Responded once a reply is received.

Step 5: Quality Manager reviews the response​

Role: Quality Manager

  1. Open the NCR. The response appears in the Thread panel.
  2. Open the response and review:
    • Is the root cause plausible?
    • Is the corrective action sufficient?
    • Is the evidence adequate for close-out?
  3. If insufficient: Reply requesting additional information. Set a new due date.
  4. If sufficient: Proceed to Step 6.

Step 6: Close the NCR​

Role: Quality Manager

Once corrective action is verified:

  1. Open the original NCR.
  2. Click ⋮ → Close.
  3. Add a closing note: "Corrective action verified. Evidence received [attachment reference]. NCR closed [date]."
  4. Confirm closure.

The NCR status changes to Closed. Both the NCR and its response thread are retained permanently in the correspondence register as quality records.

Verification​

After closing, confirm:

  • The NCR shows Closed status in the Correspondence list
  • The response with close-out evidence is visible in the thread
  • The Audit Log (if you check it) shows the complete event chain: created → sent → responded → closed

What to do if the response is overdue​

If the contractor doesn't respond by the due date:

  1. The NCR shows an Overdue badge in the register.
  2. Send a reminder: open the NCR → click ⋮ → Send Reminder.
  3. If still no response, escalate through your contract mechanism.

What's next​