WIN Execution Guide — QA Exceptions Management

Non-Authoritative Execution Guide Notice
This WIN Execution Guide is non-authoritative and supports execution of controls defined in the applicable Quality Assurance Family Pack. Authority for control intent, requirements, approval, investigation, and disposition remains solely with Quality Assurance. This guide does not modify, reinterpret, or replace governing documentation.

Purpose

To support consistent identification, documentation, and escalation of exception events arising during warehouse and material handling activities, ensuring Quality Assurance receives timely, reliable information for evaluation and decision-making.

Scope

This WIN Execution Guide applies to Warehouse and related operational personnel who observe, identify, or encounter abnormal conditions, deviations, discrepancies, or unexpected events that may impact material identity, status, quality, traceability, or data integrity.

This guide does not define deviation classifications, investigation depth, root cause analysis, or disposition outcomes. Those activities remain governed by Quality Assurance procedures.

Family Pack Anchor

Section 7 — WIN (Authoritative Reference)

WIN-QA-EXCEPTIONS-MANAGEMENT

Governs the identification, documentation, evaluation, and disposition of exception events that occur during warehouse and material handling activities. Exception events provide objective signals for Quality Assurance review and decision-making.

Define objective conditions requiring an Exception Event.
Ensure timely containment and escalation of observed issues.
Provide QA with consistent, reliable exception data.
Support compliant escalation into investigation workflows when required.

Control outcome: Unplanned deviations are consistently identified, documented, and evaluated to protect product quality, material status, and data integrity.

Authority Statement:
This WIN is governed and maintained by Quality Assurance. The execution guidance below supports identification and escalation activities only and does not modify, reinterpret, or replace Quality-owned authority or decision-making.

BPO-Owned Execution Zone — WIN Execution Guide

Step 1 — Identify an Exception Condition

Remain alert for abnormal, unexpected, or nonconforming conditions during warehouse and material handling activities.
Examples include discrepancies in material identity or quantity, incorrect status or location, environmental excursions, documentation errors, damage, or system mismatches.
When an abnormal condition is observed, stop the affected activity if continuation could increase risk.

Step 2 — Contain the Issue Where Possible

Take immediate actions within role authority to prevent further impact (e.g., segregate material, halt movement, restrict access).
Do not alter material status, disposition, or records beyond authorized actions.
If containment actions are unclear or cannot be safely performed, raise a QMS Quality Event immediately.

Step 3 — Document the Exception

Initiate a Quality Event in the designated QMS system.
Document objective facts, including what was observed, when, where, and which materials or records were involved.
Avoid assumptions, root cause conclusions, or corrective action proposals.
If required information is unavailable or uncertain, raise a QMS Quality Event with available facts.

Step 4 — Escalate and Notify

Ensure the Quality Event is submitted promptly following identification.
Notify supervisory or Quality personnel per local escalation expectations, if applicable.
Do not resume affected activities unless authorized through appropriate channels.

Step 5 — Support QA Evaluation and Investigation

Provide additional information, clarification, or records if requested by Quality Assurance.
Support investigation activities without independently modifying records, material status, or disposition.
Any new findings or related issues identified during follow-up are documented and raise a QMS Quality Event as needed.