ps02 guide quality assurance guide for suppliers 01-03 quality assurance guide for... · quality...

QUALITY ASSURANCE GUIDE

FOR SUPPLIERS

Version of 01/03/2017

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Quality Assurance Guide for Suppliers

Index

INDEX _________________________________________________________________________________________________________ 2

INTRODUCTION _______________________________________________________________________________________________ 3

GOAL___________________________________________________________________________________________________________ 3

1. Request for Quotation – RFQ _______________________________________________________________________________ 4

2. Selection and evaluation ___________________________________________________________________________________ 5

3. Development of New Products _____________________________________________________________________________ 7

3.1. Inputs for quotation request _____________________________________________________________________________ 7

3.2 Initial samples report _____________________________________________________________________________________ 7

3. Validation ___________________________________________________________________________________________________ 8

4. Serial Supply of Direct Materials ___________________________________________________________________________ 9

4.1. Technical Reception ______________________________________________________________________________________ 9

4.2. Non-conforming Products _________________________________________________________________________________ 9

4.3. Costs related with non-conformities_____________________________________________________________________ 10

5. Environmental Requirements ______________________________________________________________________________ 11

ATTACHMENTS _______________________________________________________________________________________________ 12

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Introduction

The mission of Simoldes Group Plastics Division is to be the preferred choice of its customers,

employees and suppliers, contributing to a sustained growth of their shareholders satisfaction.

To achieve this goal it is fundamental that all the products produced and purchased by Simoldes Group

comply with the required specifications.

Acquisition of world–class performance levels is only possible by associating suppliers to a common quality

assurance policy which allows that all quality procedures are applied throughout the whole productive flow.

The development of a close collaboration between Simoldes and its suppliers, from the product conception

stage to serial supply, is crucial to reach the zero defects target.

The present guidebook sets out the product quality principles that must guide the relationship between

Simoldes and its Suppliers.

Goal

To guarantee products quality assurance from the reception phase in our facilities till the final customer use,

establishing a common way of communication and share of good practices between Simoldes Group

companies and their suppliers.

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1. Request for Quotation – RFQ

Request for Quotation (RFQ) is the process that precedes supplier selection and allows the supplier to offer

goods or services. The documents associated to this stage are:

I. Tools

a. Injection Tool Specification – M041PP02 (Attachment A ) – allows the identification of specific

characteristics of the tool of the part

b. Tool specifications – defines the general specifications for all tools of Simoldes Group

II. Equipment

a. Equipment Specification – M037PP02 (Attachment B ) – allows identifying the equipment specific

characteristics

b. Equipment Specifications – defines the general specifications for all the Equipment of Simoldes

Group

III. Checking Fixtures

a. General Checking Fixtures Specifications for construction of checking fixtures and Specific

Checking Fixtures Specifications for construction of checking fixtures – define the characteristics /

specifications required to build checking fixtures.

IV. Materials / Components e Subcontracting

a. RFQ - M011PS02.I (Attachment C ):

● Part Price Breakdown – allows identifying what is included in the price offered

(materials/processes/logistics...);

● Packaging Concept – defines general rules to concept packaging of products and

components.

V. Logístics Services / Shipments

a. Specific Requirements for Logistics Services/ Regular Transports – defines the specific

characteristics associated to Logistic Services and Transports.

Besides these documents, others may be sent as a complement to the reference file.

At this stage, the “General Purchase Conditions” of Simoldes Group are sent to the supplier and applied to all RFQ.

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2. Selection and Evaluation

The materials purchased by the companies of Simoldes Group are classified in two families:

I. Direct Materials : materials that are fully part of the customer final product (raw materials,

product components and packaging)

II. Indirect Materials : materials which are not included in the customer’s final product and

services in general.

a. Related to the final product: production and control tools, engineering and laboratory services

b. Not related with the product - NPR (Non Product Related): Services and transport/general,

equipment and materials to the maintenance and production.

All adjudications are preceded of a supplier selection process.

There are two processes in the supplier selection:

● Supplier belonging to the Simoldes Panel and previously qualified

● Supplier out of the panel (new)

In this last case (supplier out of Simoldes panel), it is necessary to fulfill the “Supplier Identification Sheet

/ Quality Assurance System Inquiry” M007PS02 (Attachments D(1) and D(2) ). In this document, besides

identification data, it’s made an inquiry about the elements of the Supplier’s Quality Assurance System.

The supplier’s quality certification proof must be sent by the supplier.

An audit of the supplier’s processes may be requested by Simoldes, at this stage.

Panel suppliers are biannually evaluated by Simoldes, according to M016PS02.

This Supplier evaluation generates three types of classification levels: A, B and C.

• Supplier A – Low Risk;

• Supplier B – Moderate Risk;

• Supplier C – High Risk.

All suppliers evaluated with B must submit an improvement action plan, related to the points

identified in the evaluation. Suppliers evaluated with C may not be awarded w i t h new products

or services, till i m p l e m e n t ation of corrective actions for the deviations identified in the

evaluation.

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Biannual Evaluation of Direct Materials Suppliers – M016PS02 (Attachment E(1)

This evaluation covers different areas, namely:

Q - “Quality”: PPM; Quality Claims; Ner of Customer Disruptions; Quality System Certification level;

8D Answer delay for step 4

D - “Logistics”: Logistic Claims

Annual Evaluation of Direct Materials Suppliers – M 016PS02 (Attachment E(2)

This evaluation covers different areas, namely:

Q - “Quality”: PPM; Quality Claims; Ner of Customer Disruptions; Quality System Certification level;

8D Answer delay for step 4

C - “Cost”: Productivity, Price vs Market

D - “Logistics”: Logistic Claims

D - “Development”: Innovation hability; Codevelopment

M - “Managment”: Attitude; Organization; Financial Situation

Annual Evaluation of Indirect Materials Suppliers – M016PS02

This evaluation covers the following purchase areas:

Calibration and Lab Tests, Engineering Serv. : Service performance, price, reply delay, delivery delay,

geographic proximity – M016PS02 (Attachment F(1) )

Production Means : Capacity and Technical Autonomy, delivery delay, financial capacity, quality of

execution, technical assistance and reply delay – M016PS02 (Attachment F(2) )

Shipments : Service performance, price, reply delay and financial capacity – M016PS02 (Attachment

F(3))

Annual Quality Commitmen t - M006PS02

Applying the zero defect strategy, annually, we share with our Suppliers a Quality Commitment, structured by

business area, which must assure Simoldes’ and Customers’ requirements, through partnerships and

Improvement Processes.

The document M006PS02 (Attachment G ) is annually sent to each Supplier / Economic Group and defines

the Quality Targets, PPM’s, Incidents (Quality and Logistics) and Answer delay 8D –Step 4 of the current year.

In case of deviations on the defined Targets, the supplier will be alerted biannually and an action plan will be

required for its correction.

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Note: The suppliers of materials included in products supplied to VW Group, must appoint and communicate

(if requested) a Product Safety Representative (PSB). This demand is required to their sub-suppliers. (VDA

6.3).

3. Development of New Products

3.1. Offer Inputs

Matrix “Product Specification: components & subcontracting” - M008PS02 (Attachments H(1) and H(2) ) -

determines the particular specifications required for the product and i t ’ s supplied by Purchasing

Direction, during the quotation phase, through Matrix. This matrix mentions the applicable specific

requirements, such as standards, drawings, expected volumes, logistics, quality targets, critical characteristics

definition, necessary documentation to Initial sample report, etc.

As a specialist, Supplier must request, through Purchasing Direction, all the complementary information

needed to quote its goods or services to guarantee that they meet the targets.

In order to clarify all issues related to specifications, i t may be held a meeting between technical teams.

3.2. Initial sample report

After acquisition, the supplier must submit, in the requested date (see “Product Specifications” matrix),

samples together with the Initial Sample Report (*).

The Initial Sample Report aims to demonstrate the conformity of the product according to the requested

specifications and must include all required items in the “Product Specifications” matrix.

This Initial Sample Report must present a front page duly fulfilled. For this purpose, supplier can use the

“Suppliers Initial Samples Front Page” or “VDA/PSW” format according to M017PS02 / M018PS02 from

Attachments I(1) and I(2) .

Initial samples must be produced in serial conditions, without reworks or any other type of treatment that

doesn’t represent the process to implement in serial.

A new Initial Sample Report must be presented whenever there are:

● Technical / specifications ions changes

● Changes in the supplier’s production process or in the production location

● Changes of materials/components of the supplied product

● Product Requalification every 3 years: Dimensional, Functional and Laboratory tests

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In the absence of an express statement, it is understood that supplier, understand and applies the hereby

specifications and Final Customer Specific Requirements (OEM), as well its application within their suppliers.

In order to ensure the quality of the products supplied to Simoldes Plásticos Group, supplier must regularly

requalify them in accordance to ISO/TS 16949 (section 8.2.4.1 - Lay out inspection and functional testing). For

this, it’s necessary a complete requalification, at least every 3 years.

Supplier must keep the productive capacity according to the Initial Sample Report, during product serial life

and aftersales (+15 years after serial production). That’s why it is demanded to supplier to keep the initial

sample report during this period.

(*) Initial Sample Report: PPAP (“Production Part Approval Process”) or PSW (Parts Submission Warrant)

3.3. Validation

From the Initial Sample Report analysis, one of the following decisions will be taken:

● Approved: Authorization for supply, without restrictions.

● Conditionally Approved: Authorization for limited supply, in quantity or time.

The conditional supply period must allow the implementation of the action, in order to conclude the

validation processes, for definitive approval.

● Rejected: No authorisation for supply. Demands corrections; a new presentation of initial

samples and correspondent initial sample report.

The correction of non-conformities must be implemented during a period of time agreed between both sides,

before the start of supplies (pre-serial or serial).

Any supply can be started without previous validation of Simoldes Quality Direction.

Products that do not have Initial sample report (ex: raw-materials and masterbatches) must also be submitted

to the samples validation process.

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4. Serial Supply of Direct Materials

4.1. Technical Reception

In its productive and logistic process, the supplier is responsible for the implementation of adequate methods

and tools to assure the supply of products, according to the specifications and Initial Sample Report

presented. Having this assumption as a fundamental base, the technical reception of the products in the

companies of the Simoldes Group is done according to the following methodology:

Condition I - Control 20 samples in 5 consecutive lots, if OK change for condition II

Condition II - Control 5 samples in 3 consecutive lots, if OK change for condition III; change for condition

I if 1 non-conform part has been detected

Condition III - Product in Quality Assurance, control 5 samples of 1 lot per semester; change for

condition II if 1 non-conform part has been detected

According to the product, the companies of Simoldes Group, determine the characteristics to be controlled, as

well as the checking fixtures.

4.2. Non-conforming Products

Non-conformities may be detected by the companies of Simoldes Group in different process phases,

namely:

● In the incoming inspection

● In the manufacturing process

● In the final customer

Non-conformities may be of different types:

● Quality: Dimensional, functional, aspect, expiration date, mix of references/parts

● Logistics : Quantities, delivery delay and packaging NOK

● Documentation: Related to q uality of the product (documentation about expiration date; certificates,

batch number, others) and logistics (delivery notes or other non-existing documents or wrongly fulfilled)

In case of non-conformity detection, companies of Simoldes Group will send to supplier a Report of Non-

conformity (RNC), identifying the problem, b y u s i n g the document m a t r i x M015PP06 of Attachment

J(1) or other equivalent document (same content).

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It is expected from the supplier the following treatment:

a) Promote the sorting of all suspect/non-compliant material in supplier facilities or in Simoldes Group

facilities

b) Define and inform containment actions to the problem within a period of 24h

c) Send new products after sorting, duly identified, to stocks replacement

d) Identify the causes of the incidents and implement the respective corrective and preventive action

plan. This action plan must be submitted in 8D format (example M016PP06, Attachment J(2) ) and

sent in a period of 7 days after receiving the Non-conformity Report

4.3. Costs related with non-conformities For each non-conformity it is made a survey of the costs involved during the whole supply chain, according

to the Costs Synoptic of Attachment K .

All costs involved will be previously sent to the supplier, with the respective detail, through the Non- conformity

Report.

The supplier have 24 hours to clarify any related doubt before debit is issued by the companies of Simoldes

Group.

5. Environmental Requirements

Within the scope of Environmental Management System, Simoldes Group intends to sensitize its suppliers to

the adoption of environmentally sustainable practices.

The suppliers of Simoldes Group must:

• Assure compliance with all environmental requirements imposed by applicable legislation

• Develop productive practices in order to minimize the generation of solid wastes, emission of air

pollutant and emission of liquid effluents

• Assure the implementation of policies to control the consumption of natural resources

• Implement, whenever possible, environmental management systems that allow its sustainable

development

Note for all the suppliers of hazardous substances and mixtures: These suppliers must assure that the

product safety data file and their respective labels are in the language of the destination country of the

supplies.

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Attachments

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Attachment A

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Attachment B

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Attachment C

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Attachment D(1)

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Attachment D(2)

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Attachment E(1)

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Attachment E(2)

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Attachment F(1)

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Attachment F(2)

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Attachment F(3)

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Attachment G

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Attachment H(1)

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Attachment H(2)

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Attachment I(1)

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Attachment I(2)

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Attachment J(1)

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Attachment J(2)

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Attachment K Costs Synopsis

Complaints Treatment Costs

125€

25€/h

Yes Parts destruction 25€/h

No

Semi-finished stock

100€ Complaint

formalisation

Non-compliance

management

Corrective

containment actions

Components in stock

Sorting action

Finished-product stock

(plant, warehouse, customer)

Semi-finished stock

Part's destruction by Group

Issuance of Debit Note

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