Deviations management in the context of ICH Q9 Q10

The Spanish Association of Industrial Pharmacists (AEFI) monograph ICH Q9 Quality Risk
Management not only describes the general principles of risk management set out in that guideline,
but also takes an approach that is highly practical for the pharmaceutical industry. It therefore
contains examples of how to use various risk analysis tools, including definitions, usage, objectives,
operation, and advantages and disadvantages in each case. This article forms part of one of the
examples of the use of failure mode and effects analysis (FMEA) risk analysis tools.
En la monografía de AEFI Gestión de los riesgos de calidad ICH Q9 además de recoger los principios
generales de Gestión de Riesgos desarrollados en esta Guideline, se ha realizado una aproximación
eminentemente práctica para la industria farmacéutica. Por ello se presentan ejemplos de aplicación
de las diferentes herramientas de análisis de riesgos incluyendo su definición, aplicación, objetivos,
operativa y ventajas e inconvenientes en cada uso. Este artículo forma parte de uno de los ejemplos
de aplicación de las herramientas de análisis de riesgos FMEA (failure mode and effects analysis).
Key words: ICH Q9/Q10, risk management, critical and non-critical deviations, flowchart, failure mode
and effects analysis
Introduction: deviation management
issues
In general terms, a deviation is non-compliance with an
established standard. The EU Guide to Good Manufacturing
Practice (GMP) states that any deviation from the approved
requirements and procedures must be documented and
explained.
The concept of deviation is so broad that deviation
management as applied to the pharmaceutical industry
presents a few problems, such as:
• A tendency towards deviation overload, because “everything
is reported”. This can result in poor investigation of the root
cause, and poor analysis of the effectiveness of the corrective
and preventive action (CAPA) implemented.
• Thorough handling of all deviations can exhaust the
available resources and mean that a really important
problem is not dealt with properly. From a business point
of view, it is best to assign resources according to the
importance of each incident/deviation.
• Evaluating the criticality of each individual deviation also
uses up valuable resources. If critical points in the process
and critical product quality attributes have not been
defined in advance, each new deviation that arises means a
new investigation.
Deviation management in the
context of ICH Q9/Q10
R Canadell Heredia, E Garcia Vidal, S Herrero Sas, J Llaja Villena, L Noguera Salvans, A Piñas
Llagostera, D Puñal Peces, E Tardío Pérez, A Tébar Pérez
ICH Q9 Quality Risk Management working party of the Quality Assurance Committee of the Catalan Section of the
Spanish Association of Industrial Pharmacists (AEFI)
European Journal of Parenteral & Pharmaceutical Sciences 2008; 13(3): 31-35
© 2008 Pharmaceutical and Healthcare Sciences Society
31
Corresponding author: E. Garcia Vidal. Email: egvidal@inibsa.com
• Difficulties in quantifying the effectiveness of
corrective/preventive actions taken, and in communicating
them to the rest of the organisation.
Using risk management to handle
deviations
ICH Q9 (now incorporated in the EU GMP Guide as Annex
20) suggests applying the risk management process to both
productive processes and procedures involved in the quality
management system. Deviation management is one of the
latter, and can be optimised by using risk management tools
in two main ways: prioritisation and decision-making.
• Prioritisation: The tool is used to classify undesirable
events according to pre-established criteria. The aim is to
tailor the handling of the deviation, depending on the risk it
presents to product quality. This is a preliminary
“screening” phase that allows the subsequent treatment of
irrelevant events to be simplified.
• Decision-making: The tool is used to examine the impact of
the deviation on product quality, and to justify ensuing
preventive and corrective actions. This is really a risk analysis
of the process in which the deviation arose. In this way, events
are not assessed in isolation, but their severity and probability
are already defined in the history. New entries update the
process risk matrix, facilitating risk review.
F.07 vidal pp 31-35: F.13 Loof pp 9-11 23/6/08 18:01 Page 31

32 R Canadell Heredia, E Garcia Vidal, S Herrero Sas et al.
Using risk management to deal with deviations provides a
consistent framework for decision-making based on
documentary and scientific records, while also enabling
decisionstobeconfidentlyupheldbeforetheregulatorybodies.
Two examples are given below for using risk
management tools to classify and handle deviations:
• Flowchart for deciding the criticality of deviations;
• Failure mode and effects analysis (FMEA), introducing
the probability of a problem not being detected.
Of the many tools described in ICH Q9, FMEA is one that
is adapted and used in a related sector, ie the medical
devices industry.
In the examples, it is assumed that the process in which
the deviation arose has undergone appropriate risk
analysis, so the following are known:
• Failure (deviation) history with associated severity
assessment criteria;
• Probability data for the most commonly occurring
failures (deviations);
• Critical points and/or stages in the process;
• A definition of the product’s critical quality attributes.
The same methodology is employed in both examples:
• Analysis phase (differs according to the tool used in
each case);
• Classification phase;
• Treatment phase.
Using a flowchart to manage deviations
In order to classify and define the handling of events
(potential deviations), a system such as the following can
be set up.
Analysis phase
The aim of this phase is to place the event that has
occurred into one of the pre-established categories.
This is done using a decision tree based on a set of
questions with yes/no answers, directly defining the
category of the event:
Q1: Are the corrective actions to be taken described in a
procedure?
Q2: Does the deviation affect critical quality attributes?
Q3: Does the deviation affect critical process parameters
or stages?
Q4: Does the deviation affect the calibration of
instruments that measure critical process parameters
or quality attributes?
Classification phase
Having followed the strategy, the event is classified into
one of the following categories:
• Incident;
• Non-critical deviation;
• Critical deviation.
Treatment phase
Based on the category into which the event has been
placed, actions are taken as follows:
• Incident: If the event is classed as an “Incident” it is
closed, as the actions required to resolve it are
described.
• Non-critical deviation: The process deviation database
is consulted to see how many times it has happened. If
the specified maximum number of repeats allowed has
not been exceeded, the event stays in the “Non-critical
deviation” category. The appropriate corrective
measures are then applied and the deviation is closed as
an isolated occurrence. This event is then entered in the
process deviation database, to feed into and update the
general FMEA for the process.
• Critical deviation: The event is placed in this category:
– when the answers given in the decision tree point to
a “Critical deviation”;
– if it was first classified as “Non-critical”, but has
exceeded the maximum number of repeats allowed.
When a critical deviation occurs, a full assessment of its
impact on product quality must be carried out, using the
established tool for general process risk analysis.
It is worth noting that other tools, eg fault tree analysis,
can be used to determine the root cause of any type of
deviation. Once the cause is known, the appropriate
corrective and preventive measures are put in place and
the risk levels are recalculated. Lastly, the final report is
written, and the event is closed.
This information will be used to update and feed back
into general process risk analysis at the time of risk
review.
Figure 1 illustrates the event-management scheme
described above.
Example of using a flowchart to manage
deviations
Description of event
Contamination of a work surface in the dispensing room
for medicinal products for injection. Action limits are
exceeded.
Key features
• Class B dispensing room (ISO 7);
• The product being dispensed undergoes terminal
sterilisation employing an overkill cycle (with no
incidents);
• The bioburden of the product is controlled on a batch-
by-batch basis;
• The room is monitored weekly;
• Other work surfaces in the same room are within
control limits;
• The micro-organism has been identified as
Staphylococcus aureus;
• This is the first time it has been detected.
Once a full description of the event is available, it is
analysed.

DEVIATION MANAGEMENT IN THE CONTEXT OF ICH Q9/Q10 33
Analysis and classification phase
Q1: Are the corrective actions to be taken described in a
procedure?
No, the actions are not described in a procedure.
Q2: Does the deviation affect critical quality attributes?
Contamination of a surface is not regarded as a
critical product attribute.
Q3: Does the deviation affect critical process parameters
or stages?
It is not considered to affect a critical stage, because
terminal sterilisation is performed at the end of the
process.
Q4: Does the deviation affect the calibration of
instruments that measure critical process parameters
or quality attributes?
It does not affect calibration.
The answers given in the above decision tree, together
with the fact that this is the first time such contamination
has been detected, mean that the event is classified as a
non-critical deviation.
Treatment phase
As this is a non-critical deviation and the maximum
number of repeats allowed (n) has not been exceeded, it
would merely require a corrective measure, such as
subjecting the area to special cleaning. The deviation must
also be entered in the deviation database to be counted.
Using FMEA to manage deviations
This example suggests using an FMEA-based risk
analysis tool to classify and handle deviations.
DESCRIPTION OF EVENTTREATMENTCLASSIFICATIONANALYSIS
CLOSE EVENT
New entry in general
process FMEA
Q1: Are the corrective actions to be taken
described in a procedure?
Q2: Does the deviation affect critical quality
attributes?
INCIDENT
NON-CRITICAL
DEVIATION
CRITICAL
DEVIATION
Q3: Does the deviation affect critical
process parameters or stages?
Q4: Does the deviation affect the calibration
of instruments that measure critical process
parameters or quality attributes?
Check deviation rate (n)
in deviation database
Apply corrective action
then close deviation as
an isolated event
Enter in deviation
database
General process FMEA
risk assessment
Determine root cause
Fault tree analysis
risk reduction
Final report
SI
SI
NO
NO
NO
NO
n > x
n < x
SI
SI
Figure 1. Flowchart for management of deviations.

34 R Canadell Heredia, E Garcia Vidal, S Herrero Sas et al.
The severity of the event’s consequences and the
probability of non-detection are assessed to determine the
risk level. Depending on the risk level, events are
classified as critical deviations, non-critical deviations or
incidents, and the corresponding actions are taken.
The analysis is performed by reference to the
assessment scales shown in Table 1. Using these criteria,
the risk matrix shown in Figure 2 is constructed. Events
assessed using the matrix are given a risk level score,
which falls into one of three categories:
• Risk level >9 (red zone): Critical deviation. Requires
in-depth investigation, root cause and impact
assessment;
• Risk level >3 (orange zone): Non-critical deviation. To
be investigated in proportion to the risk;
• Risk level ≤3 (green zone): Incident. Record and close.
Treatment phase
Depending on the risk level score obtained, actions are
taken as described above. This phase is exactly the same
as in the previous example (Figure 3).
Example of using FMEA to manage
deviations
Description of event
Tablet capping detected during in-process control.
Key features
• The event was detected by an operator during in-
process control at the packaging stage (five blister
packs emptied every 30 minutes);
• This event is very difficult to detect by either closed-
circuit television or dynamic balancing.
Based on the above description of the event, the following
score is obtained:
• Severity: 5 (as it may mean a lower dose of active
substance);
• Probability of non-detection: 3 (as it is not detected by
balance or on camera);
• Result: This gives a score of 15, so it is classed as a
critical deviation.
Treatment phase
Having determined that this is a critical deviation, an
analysis of the root cause is performed. In this example,
after reviewing the batch record and process risk analysis,
it is found to be due to excessive compression force, as
reflected in some high individual hardness values, close to
the upper limit of tolerance.
In order to reduce the risk, it is proposed to examine the
influence of compression force and in-process hardness
control results, in order to determine suitable control
limits and thereby prevent tablet capping.
The deviation, its assessment, and the risk-mitigation
measures taken are entered in the process risk matrix for
regular review of risks and effectiveness.
Conclusions
This article describes the use of two different risk analysis
tools for managing deviations within the context of
pharmaceutical production.
One of them involves using a decision diagram to
classify deviations by their impact on product quality,
based on definitions contained in ICH Q7A.
The second option is to apply an FMEA tool that uses
the probability of not detecting the fault to determine the
degree of risk associated with the deviation.
In both cases, deviations can be prioritised and the way
they are dealt with can be tailored to the risk they pose to
quality.
By finally incorporating the information generated into
the general risk analysis for the process, knowledge of the
process can be constantly updated in terms of:
• Critical points: redefining the control limits;
• Critical product quality attributes and how they relate
to process parameters;
• Process capacity data;
• The effectiveness of actions within the CAPA system.
This approach enables deviations to be handled
effectively, reduces the resources needed by eliminating
irrelevant incidents, and exploits the information obtained
Table 1. Criteria for assessing severity and probability of non-
detection of an event
Severity 5 = The deviation affects a critical quality
attribute or parameter
3 = The deviation affects an attribute or
parameter that is not critical to quality
1 = The deviation does not affect product quality
but must be documented
Probability of 5 = No controls are carried out
non-detection 3 = Final control on manufactured product only
1 = In-process control
Probability of non-detection
Severity
5 3 1
255 15 5
153 9 3
51 3 1
Critical
deviation
(in-depth
investigation)
Actions
Non-critical
deviation (risk-
proportional
investigation)
Incident
(record and
close)
Figure 2. Matrix for assessing risk level of an event.

from critical deviations to allow a better understanding of
the process.
References
1. ICH Q9 Quality Risk Management. Step 5, November 2005.
2. EU Guide to Good Manufacturing Practice, Part II. Basic
requirements for active substances used as starting materials.
DEVIATION MANAGEMENT IN THE CONTEXT OF ICH Q9/Q10 35
3. ICH Q10 Pharmaceutical Quality Systems. Step 3, Note for
Guidance (EMEA/CHMP/ICH/214732/2007), May 2007.
4. EMEA. Reflection paper on a proposed solution for dealing with
minor deviations from the detail described in the Marketing
Authorisation for Human and Veterinary Medicinal products
(including biological products). Doc. Ref. EMEA/INS/GMP/
71188/2006. March 2006.
5. AEFI monograph Gestión de los riesgos de calidad ICH Q9.
EVENT
TREATMENTCLASSIFICATIONANALYSIS
CLOSE DEVIATION
New entry in general
process FMEA
Establish the severity of the deviation on a scale
of 1-5 (see Table 1)
Establish the probability of not detecting the fault
caused by the deviation on a scale of 1-5 (see
Table 1)
INCIDENT
NON-CRITICAL
DEVIATION
CRITICAL
DEVIATION
Use the matrix to work out the risk level of the
deviation (see Figure 2)
Classify the deviation according to the score
obtained
Check deviation rate (n)
in deviation database
Apply corrective action
then close deviation as
an isolated event
Enter in deviation
database
risk assessment
Determine root cause
Fault tree analysis
risk reduction
Final report
n > x
n < x
Figure 3. Management of deviations using failure mode and effects analysis.

Deviations management in the context of ICH Q9 Q10

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