Effectiveness Evaluation

Closing a nonconformity says the work was done. It does not say the work worked. Effectiveness evaluation asks that question later, of the people best placed to answer it, using a questionnaire the organisation writes once and reuses.

The record is already closed when the evaluation runs. Nothing the evaluators answer reopens it — the evaluation is a measurement, not another approval step.

How it fits together

Step 1 — Define the templates

DİF › Definitions › Effectiveness Evaluation Templates

A template is a set of questions authored with the survey designer, exactly like a survey — rating scales, single and multiple choice, free text, whatever the designer offers.

Field	What it is
Code	Issued automatically by the module's number template
Name	What the evaluators will see as the survey's title
Description	Optional; carried into the generated survey
Active	Whether close approvers may still choose it
Questions	The survey designer

note

Templates belong to the module whose records they measure. The CAPA templates and the customer-complaint templates are separate lists with separate menus — a question set written for nonconformities does not appear on a complaint's close approval screen.

Retiring a template. Set it to passive. It disappears from the close-approval choice while every evaluation already made from it keeps working — including the ones not yet started, and the finished ones whose panel still has to name what was asked. A template an evaluation points at cannot be deleted; the system refuses and tells you to deactivate it instead.

Deactivating the last active template is allowed. The close-approval screen then shows the evaluation choice disabled, with the reason written under it.

Step 2 — Plan it at close approval

If the module has at least one active template, the close approval screen offers:

Will effectiveness be evaluated?

Turn it on and four fields appear:

Field	What it is
Evaluation template	Which questions to ask. Only active templates are offered
Start after (days)	How long after the record closes the evaluation should begin
Evaluation duration (days)	How long the evaluators have, once it starts
Evaluators	Who is asked. Users, roles or teams — a role puts the question to every member

note

The timing is set as a count of days, not as a date, because the approval can still be rejected and re-submitted. A date chosen at this point would already be in the past by the time the record finally closed. The counts become real dates at the moment the record closes.

Approving the record closes it as normal and leaves the evaluation Planned. If the approval is rejected and re-submitted, whatever the approver chooses on the last pass is what stands.

Turning the choice back off cancels the plan. The cancelled row stays in the record's panel, so there is a trace that an evaluation was planned and dropped.

Step 3 — The survey goes out on its own

Once the start date arrives, the system generates a survey from the template, addressed to the evaluators, and publishes it. From that moment it behaves like any other survey in the system: the evaluators get their tasks, the reminders and the automatic close on the due date all work the usual way, and the results are read on the survey's own result screens.

The survey's questions are a copy of the template as it was on that day. Editing the template afterwards changes nothing about surveys already sent — people cannot be retroactively asked something else.

From the survey answer screen, an action button opens the source nonconformity's view page in a modal, so an evaluator can see what they are judging without losing their answers.

When the survey closes, the evaluation is marked Completed.

tip

Where the module has exactly one active template, the close-approval screen fills it in for you — with a single option there is no choice to make, and a click that decides nothing is a click worth removing.

The panel on the record

The nonconformity's view page carries one Effectiveness evaluation panel. A record has at most one live evaluation — planning again updates the one already there rather than adding beside it — so the panel shows it directly: the template, the status, the planned start and the due date.

Below them is the survey's distribution list: everyone who was asked, and when each of them answered. Someone who has not answered yet is shown as such. Where there is an answer, the eye button opens it in a modal over the record — the view page never navigates away, so you keep your place.

Status	What it means
Planned	Dated, but the survey has not gone out yet
In progress	The survey is published and the evaluators owe an answer
Completed	The survey closed
Cancelled	Called off before it produced anything

A Planned evaluation can be cancelled from this panel. One that is already running is not cancelled here — its survey is an ordinary published survey, and the survey module's own screens are where it is stopped.

Permissions

Permission	What it allows
QCPA.NonconformityEffectivenessTemplate	See the template list
QCPA.NonconformityEffectivenessTemplate.Create / .Update / .Delete	Manage templates
QCPA.NonconformityEffectivenessEvaluation	See the evaluations on a record
QCPA.NonconformityEffectivenessEvaluation.Update	Cancel a planned evaluation