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How to Ensure Successful CAPAs? (7 Key Steps Revealed!)

01 Aug 2023

Managing quality problems requires a proactive approach and a standardized CAPA process. More than defining the CAPA process, it is imperative to implement it and perform an effectiveness review. It’s a continuous process. You must have next-generation CAPA management software to streamline CAPA processes in accordance with industry-proven best practices, ensuring effective resolutions every time. 

What exactly is a CAPA process? 

CAPA procedures are driven by critical thinking, problem-solving skills, and administrative control. You must create a defined process for managing corrective actions inside your organization and ensure it is implemented each time a disciplinary action is taken. The organization can now implement preventive measures more readily with a defined process. Feedback loops require assessing whether corrective actions will be sustainable in the long run.  

CAPA allows for easy identification of problems in a company as most critical control points pass continuously through it. A quality auditor or regulatory organization usually looks at the CAPA system to identify any quality system deficiencies. The situation is particularly relevant when it comes to medical devices and biotech. Inspections during such occasions will be based on documents under control in the CAPA system, including but not limited to complaints from customers, quality audit reports, and nonconforming material reports. Establishing quality and regulatory compliance by monitoring your company’s internal operations and preparing risk assessments can help ensure compliance. 

Related Article: Focus on Product-Centric Quality Approach for Improved CAPA Processes

What’s the need for an Effectiveness Review of CAPA? 

Checking the effectiveness of CAPA plans is vital for three reasons: 

  • To increase confidence in the solution. 
  • To verify that the solution worked. 
  • Prevent any recurrence of unwanted problems. 

Verifying a CAPA’s effectiveness helps close the loop between identifying a problem and completing the necessary actions to solve the problem. 

How to Ensure Successful CAPAs? 

This post will reveal seven effective steps that ensure CAPA’s success. Let’s directly go to the steps: 

1. Initiate a CAPA with Critical Information

It is the first step to identify potential or actual problems, nonconformities, or incidents and describe the situation as it exists. If you define a problem, make sure to include the information that triggered the action, the explanation, and any objective evidence that this problem exists. 

2. Evaluate the Problem Identified 

Step 1 describes and documents a problem. In the next step, you must evaluate the issue to determine whether action needs to be taken and to what extent. To quantify and document the risks to the company and customers, you must identify the potential impact of the problem. Although concise, the document should include enough information to understand the problem quickly. 

3. Investigate to Determine Actual Root Cause 

Having a written procedure in place can help ensure that the investigation is complete and nothing is missed while looking for the root cause. A good approach will have a goal for the actions to be taken, the procedure to be followed, the people responsible, and any other resource that will be needed.  

4. Perform Risk Assessment 

This step includes identifying risks associated with the root causes identified in the previous step. It helps you understand the impact of the risks on the product’s overall quality, safety, and compliance. Accordingly, you can prioritize the risks that need to be mitigated first. In this way, you can make a systematic approach towards quality issues that occur anywhere across the organization. 

5. Define and Implement the Action Plan 

Once the problem and its associated risks are identified, the next step requires defining an appropriate action plan and implementing it on time. For specifying an action plan, you need to consider its impact on the ongoing operations, so there is minimal disturbance. Similarly, you should implement the action plans without impacting the existing processes and workforce productivity. 

6. Perform the Verification and Effectiveness Steps 

The CAPA doesn’t end with the implementation of the action plan. It has much more things to take care of. For example, soon after implementation, you need to perform a verification and effectiveness review of the action plan if it is performed as planned and gives the expected results. The verification and effectiveness review step is critical to identify the long-term success of the action plan so you can proactively manage similar issues in the future. 

7. Resolve the Quality Issues 

Lastly, when you know that your action plan effectively resolves the existing quality problems. Then, you can implement it organization-wide for the similar issues identified. 

Any effective CAPA program depends on the tools used to detect, track, and document discrepancies and nonconformances. Due to the slow response time, the high occurrence rate of errors in manual data entry, and disconnect from other systems of a manual or hybrid QMS, this type has limited ability to help companies follow and document CAPA processes. But having an automated QMS solution gives a manufacturer a powerful tool for reducing liability and losses through CAPA management, which digitalizes production processes and activities. The companies, primarily associated with highly regulated industries, can quickly resolve nonconformances and other discrepancies with the help of a digital CAPA management system, reducing the cost of quality events while minimizing the cost of developing a new product. 

It would be best to opt for an advanced solution like Qualityze CAPA Management Software

Using CAPA Management, organizations will identify, investigate, and eliminate the underlying reasons for quality issues to prevent future recurrences. With it, you can build a best-practices closed-loop CAPA workflow that allows you to analyze risks and take proactive steps before such risks damage your business. It features advanced reporting features that will enable you to gain insight into the CAPA process to make informed business decisions and improve continuously. CAPA Management from Qualityze allows you to enhance product quality and process quality holistically. 

For more information about the Qualityze CAPA Management Solution or to schedule a demonstration, call 1-877-207-8616 or email info@qualityze.com. 



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