What is CAP Management?
Corrective Action Plan (CAP) management origins in quality assessment and audit management. When an audit has been performed companies get an audit report and most of the times a CAP in which all the findings are listed that need to be improved and/or resolved.
Benefit of CAPA by Retraced:
No messy Excel sheets anymore
Reduction of back-and-forth emails between supplier and brand
Streamlined communication between all parties to ensure an accurate & efficient answer to the CAP
Terms in CAPA:
CAP: Corrective Action Plan
CA: Corrective Actions: actions to be taken in order to fix a problem or correct an event that happened
PA: Preventive Actions: actions to be taken in order to avoid an event from happening
CA and PA are the actual tasks to work on, while the CAP is the plan linking all actions together.
Requirement:
The CAPs and CAs/PAs will be created by your client. When creating them, a source type needs to be selected and linked to them. At the moment, it is only possible to link CAPs/CAs/PAs to Audit Reports. Therefore, make sure you have uploaded your Audit on the platform so that your client can select it.
If you don't know how to do it, find out how to add your Audit Report here: Upload Audit reports.
If you want, you can share your Audit report with your client, but it is not a requirement. Your client can always request access to your Audit report later on, if needed.
Steps:
When a CAP or a CA/PA is created by your client, you will receive a notification via email. The email will look like this one:
You can access the CAP/CA/PA directly from the left navigation bar on the platform, under "Vendor Compliance" and then "CAPA".
React to a CAP/CA/PA
When clicking on the CAPA tab, you land on the main page.
You can either be responsible for fulfilling and implementing actions in your company, or be invited as a collaborator for someone else's CAP/CA/PA, if your client subscribed to the CAPA Advanced Plan.
All actions you are responsible for are gathered under the "My Own" view.
To view the list of CAPs associated to your company, just select "Plan (CAP)" under "My Own".
Please Note, in case you are invited as a Collaborator, you can select the "Collaborating" view. Then you can access all your actions under "Actions (CAPA)", or the entire Corrective Action Plan, under "Plan (CAPA)".
As CAPs / CA / PA are created by your client, you only have to react to them, meaning:
Uploading or editing your attachments and proofs
Updating the status of the CAPA, depending on the actions you are taking
Creating, editing and deleting your own comments, to communicate with your client. To access the comment section, just click on the desired action and scroll down.
You also have the possibility to review the History of the CAPA, next to the Comments section.
For each action you can find further details in the table view, such as:
Impact area
Urgency: Low, Moderate, Medium, High, Extreme
Status of CAs and PAs. When the status of an action is marked as "Done", you are not able to edit it anymore. You will have to change the status again in order to edit it. Only CA and PA have a status; the CAP will show the entire progress, calculated based on the status of actions.
Collaborator Status:
If your client subscribed to the CAPA Advanced Plan, you might be added as a Collaborator. In this case, you are not the responsible company but your client considers that you might help manage the CAP/CA/PA and give further inputs.
Access all details, comments, and action history you're added to, with the ability to comment if more info is needed from the CAPA creator.
View the number of linked CAPs/CA/PA, but access them only if invited to collaborate.
Option to be a watcher of a CA/PA or a CAPA.
Collaborators can view the source type and, if the audit is selected, access it when public or shared. If not, request access.
Collaborators can see all files attached to the action they are invited to.
Collaborators can upload documents, including CA/PA proof documents and reports.