Actions

Use this function to match or link business processes with specific types of business transactions. The resulting matched, or linked business process plus transaction type is given the type term "Action". Each "action" should reflect a "process" commonly carried out within your organization.

Actions are used with the Sage X3 Quality management functionality:

  • The Change control functionality uses "actions" in the preparation and delivery of controlled and audited design and production "changes".
  • The Non-conformance functionality uses "actions" in the preparation and delivery of controlled and audited corrective or preventive actions against "deviations".

"Actions" effectively become the "what" and "how" of quality management planning schedules guiding implementation of a design or production "change", or corrective, or preventive actions. They’re the tasks carried out by specialist teams or key personnel on specific types of transactions. The "what" are the transaction types to be delivered. The "how" are the tasks or actions to be accomplished.

For example, if your company returns faulty purchased components, a business process associated with returns could be "Return to supplier" and "Purchase orders" a type of business transaction. To manage a non-conformity, you need to create a linked "action" between "Return to supplier" (business process / action) and "Purchase orders" (transaction type). Each linked "action" is identified by a unique code that you define. This gives you complete control and flexibility over your identification codes. Other examples associated with the faulty components could be to link "Modify" (action) with "BOMs" (transaction type), "Close" (action) with sales "Quotes" (transaction type), and "Consult" (action) with "Customers" (transaction type).

Your system is supplied with a predefined list of actions or business processes relevant to non-conformance commonly used by businesses in the distribution and manufacturing sectors. These are in the 806–Actions miscellaneous table. A predefined list of relevant transaction types is provided in the 807–Transaction type miscellaneous table. Review the lists in these miscellaneous tables before creating your linked "actions" and add to them if necessary. The lists should reflect "processes" common to preventing or correcting non-conformances in your particular business.

Planners or project managers will append individual action codes to their action plans or planning schedules to deliver a requested "change".

You can add to the list of predefined "actions" and "transaction types" to suit your organization.

To link multiple descriptions or processes with a single transaction type, you simply assign a unique code to each linked transaction type plus action.

Here are examples of suggested "actions" for managing non-conformances:

  • Match the "Purchase orders" transaction type with the "Return to supplier" action or business process
  • Also match the "Purchase orders" transaction type with the "Cancel" action
  • Match the "BOMs" transaction type with the "Change" action
  • Also match the "BOMs" transaction type with the "Scrap" action
  • Match the "Purchase requests" transaction type with the "Block" action
  • Also match the "Purchase requests" transaction type with the "Delay" action
  • Match the "Demand forecasts" transaction type with the "Delete lines" action

You could consider creating "catch-all" or "include-all" actions. For example, you could match the description "Block" with an "All" transaction type. These associations would give project managers unlimited or unrestricted scope in terms of your business setup or your business activities for their planning schedules.

Example

Your organization frequently sends products through the postal system. It’s imperative, therefore, that any product packaging is strong and secure. Your customers, however, regularly return goods damaged as a result of defective packaging.

Your warehouse manager examines some of the returned defective packages. If they conclude the design of the packaging is at fault, they would create a change request to review the design used. In the event that your company’s "change board" approve a redesigned format, an action plan will have to be put together to deliver the "change". If, however, they conclude that the adhesive, for example, has not been applied correctly, they would initiate an incidence of non-conformance. If Quality assurance confirms the inadequate application of adhesive, a corrective and preventive action plan will need to be put together to correct the issue.

For this scenario, you might consider creating an "action" that links a task or process such as "delay" with the "Demand forecasts" transaction type. This would enable the planner or project manager to include an action in the plan to hold or delay shipments until the new strengthened packaging is available. If your company returns faulty components to the supplier, you could create an "action" that links the "Purchase orders" transaction type with the "Return to supplier" action.

See also Change control management planning (Change Control > Change Control > Plan)

See also Non-conformance management planning (Non-conformances > Non-conformance management > Action plans)

Prerequisites

See also Refer to documentation Implementation

Screen management

The Non-conformance Actions function contains a single screen for creating and managing "actions".

Entry screen

You use this screen to match or link business processes commonly carried out within your organization with specific types of business transactions. The resulting matched, or linked business process or action plus transaction type is identified by a unique code which you assign manually. This gives you complete control and flexibility over your identification codes. The code is used in Non-conformance action plans.

You can link multiple actions or processes with a single transaction type. You need to assign a unique code to each linked transaction type plus action.

Consider creating "catch-all" or "include-all" actions. For example, you could match the description "Block" with an "All" transaction type. These associations would give planners or project managers unlimited or unrestricted scope for their planning schedules in terms of your business setup or your business activities.

Action code (field ACTIONID)

The code of the "action". Enter a value which needs to be unique.

"Action" is the general term given to a business process that has been matched, or linked with a specific type of business transaction. Planners or project managers will append individual action codes to their planning schedules to deliver a requested preventive or corrective "change".
Action (field TRANACTION)

The standard business process that's commonly carried out for a specific type of transaction in your organization. For example, if your company disassembles faulty products to reuse the component parts, you could select a value "Disassemble".

To be available for a Non-conformance management action plan you need to match, or link an action or business process with a type of transaction. For example, you could link your value "Disassemble" with the "BOMs" transaction type. The resulting matched, or linked business process plus transaction type is given the general term "action". Each "action" should reflect a "process" commonly carried out within your organization.

The list of actions (business processes) is defined in the 806–Actions miscellaneous table.
Transaction type (field TRANTYPE)

The type of business transaction that's commonly carried out in your organization. For example, if your company returns faulty purchased goods to the supplier, select the value "Purchase orders".

Transaction types are used with non-conformances that need approver or reviewer input.

Transaction types are also used with Non-conformance management action plans. To be available for an action plan you need to match, or link a transaction type with an action or business process. For example, you could link the value "Purchase orders" with a "returns" action such as "Return to supplier". The resulting matched, or linked business process plus transaction type is given the general term "action". Each "action" should reflect a "process" commonly carried out within your organization.

The list of transaction types is defined in the 807–Transaction type miscellaneous table.

Error messages

In addition to the generic error messages, the following messages can appear during the entry:

Field error

The value that you entered in the field does not exist in the miscellaneous table associated with the field. Either enter a different value or add the record you require to the 806–Actions or 807–Transaction type miscellaneous table.

X3 application error

The Action (TRANACTION field) and Transaction type (TRANTYPE field) are already linked under a different code (ACTIONID field). You cannot duplicate linked business processes or actions and transaction types under different codes.

Tables used

See also Refer to documentation Implementation