PQR / PPAP GUIDE

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PQR / PPAP GUIDE

• Teaching Aid
• Last Revised March 17, 2014

(SCARs are not addressed in this guide)
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PPAP Requirements are Based on the AIAG Blue Books

• Blue Books (PPAP-4, APQP-2, SPC-3, FMEA-4,
  MSA-4, TS Rules-3) which are used by Polaris
  Industries can be purchased at
• www.aiag.org if you are an AIAG member or
  Amazon.com

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Supplier Quality Assurance Manual

• The Polaris Supplier Quality Assurance Manual
  (SQAM) is an online guide which defines supplier
  expectations. Please refer to this manual for
  information and helpful links.
• http//www.polarissuppliers.com/polcy_procedure/Qu
  ality/SQAM20.pdf

Web Address to Supplier Quality Assurance Manual
via the Supplier Portal
www.polarissuppliers.com (Supplier Portal)
provides suppliers with access to many helpful
tools and downloadable forms
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http//www.polarissuppliers.com/
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http//www.polarissuppliers.com/polcy_procedure/Qu
ality/SQAM20.pdf
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SQAM Table of Contents
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Content within the SQAM
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Label for PPAP/FAIR Samples
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Default Level 4 PPAP Request
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Polaris PPAP Manual

• Image below is a link to the Polaris PPAP Manual

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FAIR and PPAP Requirements (dual dates)
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Sample Part and Required Documentation Submission
as Noted on the PQR
Hard copies may accompany submitted samples but
electronic copies must be sent for PQR
submissions to the link above
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Polaris Comments Section of the PQR
The Comments section of the PQR has a limit to
the number of characters we can use when
addressing the submission. We want to
communicate as much as we can in our responses
and because of this we often abbreviate our
responses. We thought it might be helpful to
explain some of these abbreviations
recd Received lvl 4 Level 4 (referring to
PPAP level) s/b Should Be referring to the
design record requirement (print) is The actual
measurement bal Supplier balloon print number
associated with the feature sub Submit or
submitted req Requirements
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Data Compression for Submission
Electronic PQR submissions can be quite large.
In order to submit the documents via email to the
appropriate QE please compress by using PDF, ZIP
or PowerShrink (preferred is PowerShrink)
Note Regarding zip files in order for zipped
files to pass through the Polaris firewall the
name Polaris must be in the file name
www.powershrink.com/
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PQR Performance Rating
Supplier Performance Quality Policy Statement
Quality will have a 30 weight toward the overall
GPA in 2012. PPM Performance will make up 20 of
the Quality Performance. PQR (Part Qualification
Request) Performance will make up 10 of the
Quality Performance
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Recap

• Send all data electronically (in .xls, .pdf, .tif
  or .doc format) to the e-mail link of the
  appropriate Quality Engineer listed in the PQR
  system.
• Please be sure to include a numbered (bubbled or
  ballooned) Polaris print with any Dimensional
  Results (including FAIR) submissions.
• A submission will not be approved based on
  electronic data alone. A sample part is required.
  
• If the files are zipped, please make sure that
  Polaris is included in the name of the .zip
  file or the e-mail will be quarantined by the
  Polaris Firewall (sometimes the POLARIS needs
  to be bold).
• Please only send one e-mail for each PQR with the
  PQR number AND part number in the subject line
  of the e-mail.
• Dimensional Results (including FAIRs) shall
  include 100 measurement of a print (including
  notes) unless otherwise requested in the PQR.
• If any dimensions do not meet the
  print/specifications, a Polaris Approved DCR or
  Deviation shall be included with the submission.
• Make sure that the revision of the part measured
  matches the revision of the print AND the
  revision listed on the PQR.
• Please ensure that the print revision states
  ReleasedNOT Prerelease or WIP in the left
  hand lower corner of the Polaris Title Block (on
  the print). Only Polaris Released Prints will be
  accepted for submission of a PQR.
• If you dont have the Polaris released print,
  please contact the Polaris Purchasing agent.

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Recap (cont)

• Ship the sample part(s) to the attention of the
  responsible Quality Engineer listed on the PQR.
  Also, include the tracking number on the PQR in
  the appropriate area.
• Sample parts are required for any PPAP or FAIR
  submission. The sample part(s) must be shipped
  shortly after the electronic data is submitted.
• PPAP PQR sample parts shall be produced (from
  production tooling, using production personnel,
  and run at rate) off of production tooling.
• FAIR PQR sample parts should be produced from
  production tooling unless otherwise specified by
  the QE
• Do not ignore a PQR due date or submit late. If
  you can not meet the PQR due date, please notify
  the responsible Quality Engineer through the PQR
  under Supplier Issues.
• Make your request noting to whom (QE), when
  (date) and why.
• The Sample Part Tag shall be fixed to the
  shipping containers. The samples shall be free of
  charge. DO NOT SEND SAMPLE PARTS WITH INVENTORY /
  PRODUCTION SHIPMENTS. DO NOT SHIP THE SAMPLE
  PARTS AGAINST ANY PURCHASE ORDERS. The bill of
  lading AND/OR the Invoice must clearly state that
  the parts are samples at NO COST TO POLARIS. If
  samples are shipped against a purchase order,
  they will be received into inventory and will not
  be considered as PQR samples.

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Example of a Data Submission
Example of a PPAP submission (in Excel format)
with embedded .pdf files in each of the required
element cells. This method of PQR assembly
ensures the supplier and assures Polaris that all
requirements were met (at a glance)
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PQR Received Status
Suppliers are responsible until their PQR is
received. PQRs arent received until both
electronic submissions AND sample parts are
received by QA. Once received, the received date
will display here.
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FAQ

• If a supplier submits the PQR on the due date and
  Polaris does not select received on that day,
  will the supplier get penalized?
• It must be flagged as at least received within
  the calendar month that it is due PQRs are
  expected to be submitted prior to the due date on
  the PQR.
• When there are two due dates in the system (for
  example 1 for a FAIR and 1 for a PPAP) and we
  receive the FAIR data on time, does the due date
  automatically move out to the later due date once
  the first on has passed?
• Each requirement date is viewed independently
  however a PQR is only counted once in a given
  month. For example if the FAIR is due in
  December and the PPAP in January. The FAIR is
  approved in December. It counts positively for
  the supplier in December. The metric does not
  look at the PPAP date until January.
• Confirming the time stamp for calculating on
  time PQRs based off checking received,
  correct?
• Suppliers should try to make sure their
  submission reaches the plant at least 48 hrs
  prior to the due date to allow for it to be
  processed by plant QA. Plant QA should at least
  flag it as received within 48 hrs of its arrival
  at the plant.
• If a supplier submits a late PQR (and they get
  dinged) and we conditionally approve the PQR
  submission when received a new date is set for
  the conditional approval will the supplier get
  dinged again for being late to the conditional
  approval date?
• If a PPAP is due in December and the supplier has
  not submitted it by December 31st, they would get
  dinged. If we came back in January and
  conditionally approved the PPAP to be due in
  January and by January 31st we had not received
  the resubmission the supplier would have received
  two hits. One for December and one for January.

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FAQ (cont)

• Why will Polaris not accept hard copies of
  submission data in lieu of electronic data?
• Hard copies cannot be entered into our system and
  thus viewed by the many people who need access to
  the data
• Electronic submissions can also be traced
  verifying date of submission
• Why does data need to be submitted in .xls, .pdf,
  .tif or .doc format?
• Data must be submitted in acceptable formats
  which Polaris can open conveniently
• Why are bubbled/ballooned prints required with
  each Dimensional Results or FAIR submission?
• The numbered print is used to correlate
  dimensional data from the supplier
• When submitted data to the appropriate QE per the
  PQR request should anyone else within Polaris be
  copied?
• It is a good idea to copy the Purchasing Agent
  and the SQE on submissions
• Who approves PQRs and what limits do they have?
• Polaris QEs are responsible for final approval of
  PQRs (in MTY SQEs approval PQRs)
• Polaris QEs are not authorized (alone) to make
  decisions outside of the Design Record for
  non-compliant submissions unless supported by an
  approved DCR or Deviation

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FAQ (cont)

• Why must the submitted data be against a RELEASED
  Polaris drawing?
• Polaris Purchasing Agents and Engineers provide
  suppliers with pre-released drawings for quoting
  purposes or early discussion
• Preliminary, Pre-release or WIP drawings can
  change at any time with no notice and are exempt
  from the Polaris Release Cycle
• The Released drawing is a contractual agreement
  as noted on the PO
• PQRs are automatically generated after a print is
  released
• Only production POs and production drawings can
  be PPAPd
• What if multiple revisions exist in the PQR
  system for the same P/N?
• Previous revision requirements can be moved
  forward to the latest PQR upon supplier request
• This is not done automatically and subject to
  certain conditions
• Examples
• If the earlier revision has never been purchased
  the earlier PQR can be retracted
• If the elements of the next revision has earlier
  been met the later PQR can be retracted or
  approved
• Earlier PQR included an approved DCR
• The PQR may be a SCAR
• It may be a supplier change PQR
• Other examples/conditions may exist. Please
  contact the QE listed on the PQR
• What if the due date on the PQR cannot be met?
• DO NOT ignore the PQR your metrics will be
  negatively affected
• Notify the QE through the PQR as noted earlier
  PRIOR to the PQR due date and provide a reason

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FAQ (cont)

• How important is the PPAP/FAIR sample label and
  sample submission information in the Supplier
  Information section of the PQR?
• Polaris has many locations and departments.
  Unless the samples are routed correctly with the
  correct information the submitted samples can be
  delayed or even lost
• Providing the Shipper Name, Tracking Number and
  when shipped in the Supplier Information section
  of the PQR allows for
• Tracking if deliveries are lost or delayed
• Provides evidence that the supplier complied with
  the request on time
• How will I know if the sample part ship location
  been changed?
• Always check the Quality Engineer section of the
  PQR under Ship To (4th panel right side)
• Why must I ship a sample part for a FAIR
  submission and why must it be made from
  production tooling?
• FAIRs are used for tooling approval. Unless
  submitted parts are made from production intent
  tooling the production tooling cannot be
  verified.
• Notify the QE through the PQR as noted earlier
  PRIOR to the PQR due date
• What happens to submitted samples after auditing
  at Polaris?
• Samples are scrapped after approval
• Sometimes samples may be used for destructive
  testing and could be destroyed in the process

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FAQ (cont)

• What if I receive a Conditional Approval and the
  Req Date on the PQR does not match the
  Conditional Approval date?
• The QE should move the Req Date out to match the
  Conditional Approval date. It is a manual
  process so if the QE failed to adjust the date
  please contact the QE and request the date be
  changed. Do this to avoid a negative metric for
  being late.
• What common problems to we see regarding PQR
  submissions?
• KPCs are not addressed on Control Plans and
  PFMEAs
• Tier II supplier documentation not submitted
• Submission is not in English
• Results must be submitted in the same format as
  the Polaris drawing mm not inches
• PSW is filled out incorrectly
• Requested elements and/or samples not submitted
• Submissions are past due

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Drawing Status for Submission
DO NOT SUBMIT PQR
SUBMIT PQR
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DCR Deviation Submissions
Do Not Submit
Do Not Submit
Submit
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PSW Minimum Requirements

• The two most common reasons for rejections upon
  receipt are
• Improperly completed PSW
• Failure to submit the requested documentation
  and/or sample parts
• PSW (minimum requirements)

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PSW Minimum Requirements
Be sure to select at least one box for each
section Reason for Submission, Requested
Submission Level and Submission Results