Ncr Writeup skill

NCR Writeup

The formal record that something did not meet its requirement, written by whoever found it — an inspector, an operator, a customer complaint landing in somebody's inbox.

It has to answer four questions, and the skill is built around them in order, because each one depends on the last:

1. What was found — the observed condition, measured where possible. "Hole diameter 0.512 in," not "hole too big."
2. Against which requirement — cited to a document and a locator.
3. How many parts — rarely just the one somebody found.
4. Where they physically are — which is containment.

Quick start

→ Capture the finding, structured: part, WO, lot, operation, condition, who, when
→ Cite the requirement. Cannot locate one? Flag blocking. Never invent one
→ Scope the suspect quantity, and show the reasoning behind the scope
→ Locate the parts across all five locations
→ Recommend containment per location, ordered by urgency
→ Search history NOW: prior NCRs and CAPAs, and whether the fix held
→ Parts at a customer? Draft the escape notification against its clock
→ Write the register row, keyed <site>_<ncr_ref>, and update the Quality Register
→ "Close NCR-…"? The user's decision: set the row closed and republish

---

Inputs

First, find the plant setup: from the task's own folder (never cd into the plugin), run python3 -I <this skill's folder>/../../shared/scripts/plant_setup.py find, do its setup_page_first step, then read the profile at profile_path and any rate at rates_path, per ../../shared/replies.md.

Input	Source	Form
The finding	Inspector notes, operator report, customer complaint email	Conversation, M365 mail, pasted text
Inspection measurements	Quality system export to the M365 folder	CSV/XLSX
The requirement	Drawing, spec, standard clause, customer PO flow-down	M365 documents
Work order, lot, quantity produced	data-consolidate workbook, then the ERP	../../shared/contracts/consolidated-dataset.md
Where the parts are, on-hand	inventory tab — one row per part per location	Same workbook
Where the parts are, shipped	ERP shipment records. Infor M3 delivery lines carry no lot (../../shared/erp-connectors.md): they give candidate shipments by part and date, each unverified until confirmed	Connector
Prior NCRs and CAPAs	M365 quality document library	Documents
The plant's NCR template	## Plant context, captured during onboarding	Template

The inspection measurements come from the quality export rather than the workbook, because an NCR quotes the condition as measured — "hole diameter 0.512 in" — and that is the value the gage wrote, not the normalized one. Everything about identity still comes from the dataset: which work order, which lot, where the parts are. See What this dataset is authoritative for in ../../shared/contracts/consolidated-dataset.md.

Read the plant's vocabulary, sites, standards and template location from the ## Plant context block. A plant that says "traveler" gets an NCR that says traveler.

---

Workflow

Step 1 — Capture the finding, structured

Part and revision, production work order, lot, the operation it was found at, quantity found, the measured or observed condition, who found it, and when with its timezone.

Take the measurement as recorded, with its gage. A characteristic measured on a gage whose calibration has lapsed is a finding of its own — check the date if one is available.

Step 2 — Cite the requirement

Locate the drawing, spec or clause and cite the document, the locator inside it, the characteristic, and the stated value. Cite it at the revision the part was actually built to, not the current one.

If the requirement cannot be located, flag the NCR as blocking and say what was searched. Never assert one. Read reference/requirement-citation.md — this is the field the whole chain gates on, and blocking here is a normal, correct outcome.

Step 3 — Scope the affected quantity

From the work order quantity, the lot, and the production window. Reason explicitly from the suspected mechanism outward, and state the assumption.

Where traceability is incomplete, the scope widens and says why. Never narrow it to make the number look better. Where the widened number is still only what can be counted, it is a floor: set qty_suspect_is_minimum and write at least 660 everywhere it is printed. Where the source records no count of parts found, qty_found is null with qty_found_reason, never a number filled in. Read reference/scope-and-containment.md.

Step 4 — Locate the parts

Read the workbook first. Place on-hand quantity from the inventory tab — one row per part per location — and from production_output for what is still at the machine. Map each location into the five containment types using the plant's vocabulary from the ## Plant context block.

Then read shipment records for in-transit and at-customer. Those are not on inventory. Use the ERP when it is connected.

If the inventory tab is absent, do not treat that as zero on hand. Ask location by location, or read the ERP / an inventory export, and record each answer as unverified until confirmed. That is the missing behavior on ../../shared/contracts/consolidated-dataset.md.

Address all five, including with a zero quantity. An omitted location reads as "none there" rather than "not checked," and checked: false is not qty: 0.

Two shapes, one meaning. In the structured record every entry carries a number, because ../../shared/contracts/ncr.md requires qty and uom: an unchecked location is written qty: 0, uom: <the part's unit>, checked: false, never null. In the human-readable containment table the same row reads "not checked" and never "0 parts" — a zero in the table is the false statement absent-is-not-zero.md exists to prevent. If "unknown" ever needs to be representable in the payload itself, that is a contract change raised with its owner, not a null emitted quietly.

The table's quantity cell is built from checked, not from qty:

Location	Suspect qty	Action	Urgency
Installed at customer	not checked	Confirm with the customer whether any of the lot was installed	immediate
Finished goods	0 (checked, none on hand)	—	routine

A checked location with none on hand says "0 (checked)"; an unchecked one says "not checked" and no number. The two are never the same cell.

Step 5 — Recommend containment per location

Ordered by urgency, with the action for each and the owner left blank for assignment. Containment happens before anyone knows the root cause — the point is to stop the bleeding.

The order is customer side first, always: installed_at_customer, at_customer, in_transit, wip_at_machine, finished_goods. Parts already in a customer's product are the escape with a contractual clock running; parts on our own shelf can wait an hour. Every entry carries its urgency (immediate, same_day, routine), and the table is sorted by it, not by where the parts happen to be easiest to find.

Step 6 — Search history, now

Prior NCRs and CAPAs on the same part, the same defect, the same process, the same supplier. This runs when the NCR is written, not on request, because the moment of detection is the only moment anyone is looking.

Report whether the earlier corrective action held — the highest-value single line in Chain 2. With no searchable library, say "no searchable history available" rather than nothing. Prior NCRs with no CAPA records are reported as both facts: prior_ncrs_found counts them, and the line says whether a fix held cannot be judged. Read reference/recurrence-and-escape.md.

A prior NCR's part label is checked before it counts as same-part history. Where the dataset's ncrs tab flags it ncr_part_differs or ncr_dated_before_wo, or where the ERP holds a different part for the work order the NCR cites, it is not same-part history: list it as unreliable, with both parts, and say what it would take to settle.

Step 7 — Draft the escape notification

If containment placed any suspect parts at or past a customer, draft the customer notification as the immediate next output, with the required content and the contractual clock stated at the top.

If the customer locations are unchecked and shipment is plausible (orders for the suspect parts promised before today, a customer named on the NCR), the escape is possible, not ruled out: set escape_possible, leave escape_detected_at null, draft the notification marked conditional on the shipment check, and name that check as an action with an owner to fill: "Confirm whether any of WO-88412/413/414 shipped on Example Hydraulics's 7 and 19 Sep orders." Saying nothing because nothing was verified is how the clock runs out.

Chained straight off containment so nobody has to remember it separately, under time pressure, against a 24 to 48 hour window. Missing that window is a bigger problem than the defect.

Step 8 — Write the register row, and update the Quality Register

A single run knows one NCR. The Quality Register lists all of them, so this run leaves a row behind. Per ../../shared/live-dashboard.md, which names every tool call:

1. Find the register. The ## Dashboards line on the Open work page, then Artifact list for the exact title ": Quality Register", then create it.
2. Build the row per ../../shared/contracts/quality-register-record.md, keyed <site>_<ncr_ref>: status, containment summary, the escape clock, the recurrence finding and whether the previous fix held. status is blocked when no requirement could be located, awaiting_approval until the quality owner approves the NCR, then open.
3. Read the existing row first, if there is one, and carry forward every field this skill does not own. A second run on the same NCR overwrites its row and keeps the 8D fields root-cause-capa wrote. One NCR, one row.
4. set the row, list the collection, compute the register in code and publish it, per the register layout in ../../shared/live-dashboard.md.
5. Report it: "Updated Fairview: Quality Register, <url>. Private to you until you share it." followed by the sensitivity line, "Internal: it lists customer names and notification deadlines. Check who you share it with." On a fallback: the Quality page in the conversation, its placement line, and "The Quality Register was not updated: [reason]." That page could not read the other rows, so it shows this NCR only and says so; it never prints an open count it could not compute. The row is still in the reply's summary table, marked not stored.

The register banner says what it is not: "Tracks NCRs run through this plugin since [date]. Not your full quality library." A manager reading "3 open" will otherwise assume that is everything.

Not a gate. The register is not a system of record, the row carries the NCR's own approval state, and nothing in it reaches a customer. The NCR's two gates are unchanged.

Closing an NCR

Closing is the user's decision, never this skill's. When the user says "close NCR-2026-0141," read that row, set status: closed with closed_at and closed_by as the user gave them, and republish. It leaves every open count and moves to the closed section. Say that this closes it in the register only; the NCR in the plant's quality system is closed by whoever owns it.

If the register cannot be read or written this run, the close was not recorded. Say so plainly: "NCR-2026-0141 was not closed in the register: [reason]. The Quality Register was not updated." Never report an NCR closed that was not written closed. There is no in-page editing.

---

Approval gates

Two gates, and neither is a formality.

Before the NCR is final — a quality owner confirms the finding, the cited requirement, the suspect scope and the containment plan. This is the Chain 2 and Chain 5 gate. The NCR carries approval_state, and root-cause-capa blocks anything customer-facing until it reads approved.

Before anything reaches a customer — the escape notification is drafted, shown, and sent by a person. Nothing goes to a customer unattended, ever. Speed is the point of drafting it automatically; unattended sending is not.

Nothing is written back to the ERP or to the quality system. The NCR is a document the quality owner files.

---

Output

Every document this skill produces is printed in the reply, in full. Saving a copy to a file as well is fine, as Word or Excel per ../../shared/replies.md, never .txt; a file instead of the reply is not. The person reads the reply, and every delimited block and outbound check lives in it — a document only on disk has been neither seen nor checked. A record handed to another skill is saved and summarised, never pasted as raw YAML; memory blocks are written where the plant's memory lives; and the name on an approval is asked, never taken from the account. All three per ../../shared/replies.md.

Report depth follows the plant's preference. The ## Plant context block's Report depth line is summary-first or full (absent means full). Summary-first puts a short summary — what was found, what it affects, what happens next — above the full document; it moves nothing out and drops nothing. Every required field is still in the document below it.

The NCR, in the plant's or the customer's controlled template captured during onboarding — identification, requirement cited, condition found with measurements, affected quantity with its reasoning, and the disposition-pending flag.

Per ../../shared/artifact-style.md, a controlled document is never house-styled. An NCR has a contractual shape and restyling it would make it wrong, not nicer.

Containment plan — actions by location, ordered by urgency, owners blank.

Recurrence finding — prior related records, and whether the previous fix held.

Escape notification draft — when applicable.

The structured NCR — per ../../shared/contracts/ncr.md, in exactly the shape root-cause-capa consumes with no transformation between.

The register row — per ../../shared/contracts/quality-register-record.md, with its key <site>_<ncr_ref>, in the reply's summary table on every run, stored or not.

The Quality Register — ": Quality Register", the Quality command-center page, updated in place per ../../shared/live-dashboard.md. It carries this NCR by reference, never the document. The run ends with the dashboard line and the sensitivity line, or with the fallback and "The Quality Register was not updated." Never "shared," never "posted." Read ../../shared/command-center.md.

---

Edge cases and failure modes

• The requirement genuinely cannot be found — flag as blocking, list what was searched. Do not invent it.
• Traceability is incomplete, no lot recorded — widen the suspect scope and say why it had to widen.
• The finding is subjective — "surface looks wrong." Capture as observed, set the subjective flag, note that no measurable requirement was cited.
• Parts shipped to multiple customers — separate containment and a separate notification per customer. Never merge.
• Multiple defects on one part — one NCR with multiple findings, not several NCRs, unless the customer's template requires otherwise.
• The inspection export is stale or does not cover the run — say so at the top. A containment scope computed from data that stops before the event is wrong in the dangerous direction.
• Two revisions of the print in circulation — record both, say which the part was built to. This is often the finding rather than a nuisance.
• The same NCR written up twice — the second run overwrites its register row by key. One NCR, one row, and the 8D fields already on it are kept.
• Asked to close an NCR that has no register row — say it is not in the register, and close nothing. The register only knows NCRs run through this plugin.

---

Degradation

The skill runs on a pasted finding and an uploaded drawing with no connector at all.

Not available	What happens
Consolidated dataset, or no inventory tab	Ask where the parts are, location by location, or read the ERP / an inventory export. Record each answer as unverified until confirmed. Never treat a missing tab as zero on hand
The ERP (NetSuite or Infor M3)	On-hand can still come from the workbook. In-transit and at-customer cannot. Ask about shipments, and record those two locations as unverified until confirmed
Inspection export	Work from the finding as described. Measurements are whatever the inspector reports
Quality document library	no_searchable_history. Never presented as a first occurrence
The plant's or the customer's template	Use a neutral NCR structure covering the four questions, and flag that the controlled template was not available
Customer contractual terms	Draft the notification without a computed deadline and ask where the terms are recorded. Do not guess a window
The Artifact or ArtifactData tools	The NCR is unaffected. The Quality page is offered in the conversation, showing this NCR only, with "The Quality Register was not updated." A close request is not recorded, and the reply says so

---

Chain position

Chain 2, inspection to CAPA — step 1, feeding root-cause-capa.

Chain 5, supplier escape to alternate source — step 1. Where the cause turns out to trace to purchased material, the chain runs on through root-cause-capa into sourcing.

Metric. Nonconformance closure time; escape response time — the clock from detection to customer notified, which step 7 is what moves.

Chain 5's escape-to-RFQ metric is segmented, and this skill opens it. That window runs escape detected → supplier-caused determination → RFQ issued, and no single skill controls it. This skill owns detection and containment speed in the first segment, alongside root-cause-capa's investigation time; the second segment belongs to supplier-quote-request.

Stamp escape_detected_at on the NCR when containment first places parts at or past a customer. That is the start of the window, it is not the same moment as found_at, and it cannot be reconstructed afterwards. root-cause-capa carries it forward onto the supplier-caused flag.

---

Reference files

File	Load when
reference/requirement-citation.md	Step 2 — what counts as a requirement, revisions, and what to do when there is none
reference/scope-and-containment.md	Steps 3 to 5 — reasoning the scope outward, and the five locations
reference/recurrence-and-escape.md	Steps 6 and 7 — searching at creation, and the contractual clock
../../shared/contracts/consolidated-dataset.md	Step 4 — the inventory tab, and what to do when it is absent
../../shared/contracts/ncr.md	On emit — the exact shape root-cause-capa consumes
../../shared/live-dashboard.md	Step 8 and on a close — finding and updating the Quality Register, the banner, the fallback
../../shared/contracts/quality-register-record.md	Step 8 — the register row, and which fields this skill owns
../../shared/command-center.md	When "updated" may be said