Inspections

An inspection begins with a subject reference, type, scheduled date and assigned person. The Quality Inspector works from that record, so a receiving check and a final check do not collapse into a single undifferentiated result. The inspection number stays with its linked checks and any later nonconformance. Quality Manager can find the decision and its supporting observations from the same inspection.

For an incoming ingredient lot, the team might enter the lot identifier as the subject reference, choose Incoming, and assign an inspector for the arrival date. Each requirement becomes an inspection checks record with an observation, result and evidence attachment. The inspector starts the inspection, completes its checks and submits the record for review. The Quality Manager accepts or rejects it after reading the evidence.

• Schedule and ownership. The planned inspection shows the subject, type, date and assigned person.
• Check evidence. Each linked check holds a requirement, observation, result and optional attachment.
• Decision. Review separates the inspector’s work from the manager’s accepted or rejected disposition.

A rejected inspection gives the team a direct route to a linked nonconformance. Its completed date remains on the inspection, while the follow-up has its own severity and status. That separation keeps an inspection outcome from being mistaken for a completed corrective action.

Agree what goes into the subject reference for incoming, in-process and final work. Choose who may assign an inspection and who decides its final result. Prepare the check requirements that inspectors will use and decide what evidence is expected for a failed or not-applicable check. The app stores the evidence file with the check; your team should agree a recognizable file naming convention.

If an inspection includes a HACCP reading or allergen changeover verification, have the inspector link that record to the same inspection. Agree when a reading should be held and who examines a pending swab result. A status label is useful only if everyone applies it at the same point in the work.

Rehearse an incoming lot with one passing check and one failing check. Confirm the inspector can see the assigned inspection, add observations and attach evidence. Move the inspection into review and have the Quality Manager examine the failed check before rejecting the inspection. Open the linked nonconformance and verify that the original inspection is still visible. Repeat with an accepted inspection so reviewers see the difference.

• Open inspections — Scheduled, active and review work with an assignee and subject reference.
• Inspections in review — Evidence awaiting the Quality Manager’s disposition.
• My inspections — The assigned inspector’s work queue.

See inspection and disposition and rejection to correction.