supplierquestionnaire.pdf
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Attachment S
Supplier Quality Questionnaire
ISPE GPG: GEP – Attachment S ©2008 ISPE. All rights reserved. www.ISPE.org
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Page 188 ISPE Good Practice Guide:
Attachment S Good Engineering Practice
Commentary on the Supplier Quality Questionnaire
In order to achieve the goals of reducing risk, managing cost, and maintaining control it is good practice to assess the
quality of all your potential suppliers. The following example of a Supplier Quality Questionnaire should be considereda baseline and additional sections and questions may be added as appropriate to the situation.
In collecting the baseline information you will become aware of those suppliers who inherently embrace quality in all
aspects of their business, those who see quality as an ‘optional extra’ to be supplied only when the customer insists,
and those who do not understand or see any benet in the concept at all. This knowledge is key to reducing risk when
selecting a supplier.
There are of course other reasons for selecting suppliers that may override quality considerations, these include
nancial viability, cost, and technical ability. These factors together with the baseline quality information can be used
to assess a risk versus benet factor for each supplier.
Information associated with standard document deliverables is often missed when comparing suppliers in a
competitive tender situation. One supplier’s cost may include a complete set of documentation, while another mayconsider these as chargeable extras. Knowledge of this prior to placing an order can prevent cost escalation and/or
contractual wrangling at a later date.
All the above information will assist you in dening the contractual conditions and/or service levels you will need to
put in place to maintain control over your suppliers and ensure that you get consistent service.
It should be noted that it is frustrating for a supplier to receive many separate requests for information from different
people/departments within your organisation, resulting in duplication of information common to all such as company
name, address, etc. To avoid this it is recommended that the Supplier Quality Questionnaire is combined with other
requests for supplier information.
Supplier Quality Questionnaire
Instructions
Please read through the list of questions below and then record your responses on the sheet provided for this
purpose. Please provide as much documentary evidence as you can and attach these to the response sheet. Once
you have completed the questionnaire please return it to the Supplier Quality Manager, at GEP Ltd.
1 Company Details
1.1 Products and Services
Provide a list of the products and/or services that you propose to supply to us.
1.2 Name and Address
Provide your company name and the address of the ofce that will provide the proposed products/services.
1.3 Registration Details
Provide your company registration number, type of company, registered ofce address, and VAT registration number.
ISPE GPG: GEP – Attachment S ©2008 ISPE. All rights reserved. www.ISPE.org
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ISPE Good Practice Guide: Page 189
Good Engineering Practice Attachment S
1.4 Organization
Provide an organization chart(s) showing the structure of the division of your company that provides the products and
services dened in A.1 and how it ts into your overall organization.
1.5 Primary Contacts
Provide a list of roles, names, telephone numbers, and email addresses of your personnel you wish us to use as
primary contacts.
2 Quality Management System
2.1 Type of Quality Management System
Please describe the type of quality management system you have in place (e.g., none, informal, formal, certied).
2.2 Scope of Quality Management System
Describe the scope of your quality management system. What products, services and associated processes does it
cover? (e.g., project management, product development, product testing, product release, document management,
drawing management, conguration management and change control, customer complaints, corrective and
preventative actions, staff training, control of sub-contractors.)
2.3 Procedures and Work Instructions
Provide a list of your procedures and/or work instructions that cover the scope dened in B.2. If possible provide a
few examples of key procedures to exhibit layout and content.
2.4 Self Auditing
Do you carry out regular self audits to ensure that your staff are working in accordance with your quality management
system and that the records you require them to keep are being correctly maintained? If you do please provide the
date and scope of your last self audit.
2.5 External Inspection and Certifcation
If you have a formal, certied quality management system, please provide details of the certifying body, the standard
achieved, e.g., ISO 9001:2000 (see Reference 3, Appendix 3), the expiry date of your current certicate and the
stated scope of certication.
2.6 Customer Audits
For critical equipment, systems and services we may decide to audit your quality management system (or your ways
of working if no formal system exists) to ensure quality of supply. Please state if you are agreeable to such audits and
please specify any limitations or conditions you would wish us to comply with (e.g., sign a condentiality agreement,
exclusion of proprietary design information).
ISPE GPG: GEP – Attachment S ©2008 ISPE. All rights reserved. www.ISPE.org
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Page 190 ISPE Good Practice Guide:
Attachment S Good Engineering Practice
3 Deliverables
3.1 Standard Documentation
Please provide a list of the documentation you would normally supply (i.e. at no extra cost and without a contractual
requirement) with the product and/or as part of the service. If possible provide a few examples of key deliverables
to exhibit layout and content (e.g., project plan, quality plan, factory acceptance test specication, site acceptance
test specication, maintenance manuals, licenses, user guide, data sheets, as-built drawings, safety certicates,
calibration certicates, warranty certicates).
3.2 Additional Documentation
Above and beyond the standard documentation you provide, customers may ask for additional documentation.
Please can you provide a list of the more common additional documentation you are willing to provide (e.g.,
development testing records, software code reviews, design specications, product revision history).
4 Outsourcing
4.1 Supplier Selection
Do you outsource, sub-contract or in any other way rely on any third party to supply, design, build, or document any
of your products or product components? If so please provide details of how you assess and select your third-party
suppliers.
4.2 Service or Quality Level Agreements
Do you establish service or quality level agreements with your third-party suppliers? If so please provide an example
to exhibit layout and content.
4.3 List of Third-Party Suppliers
Please provide a list of third-party suppliers that you use in the production/delivery of the products/services that you
propose to supply to us.
ISPE GPG: GEP – Attachment S ©2008 ISPE. All rights reserved. www.ISPE.org
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ISPE Good Practice Guide: Page 191
Good Engineering Practice Attachment S
Question Attachment
Number Numbers Response
ISPE GPG: GEP – Attachment S ©2008 ISPE. All rights reserved. www.ISPE.org