INFORMATION SYSTEMS DOC

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INFORMATION SYSTEMS DOC

Information Systems Document

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VERSIONS

VERSION DATE REMARKS

2.0 01/06/2019 Edition

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INDEX

INDEX .................................................................................................................................................................... 2

1. TARGET ............................................................................................................................................................. 4

2. SCOPE ............................................................................................................................................................... 4

3. GLOSSARY ......................................................................................................................................................... 4

4. GENERAL INFORMATION .................................................................................................................................. 5

4.1. INTRODUCTION ......................................................................................................................................... 5

4.2. OPERATION ............................................................................................................................................... 5

4.3. ACCESS TO THE APPLICATION ................................................................................................................... 5

4.4. FILE PERMISSIONS ..................................................................................................................................... 7

4.5. MAIN SCREEN STRUCTURE ........................................................................................................................ 8

4.6. FUNCTIONING OF CALENDAR FIELDS ........................................................................................................ 8

4.7. FUNCTIONING OF DROP-DOWN FIELDS .................................................................................................... 9

4.8. FUNCTIONING OF DATA TABLES ............................................................................................................... 9

5. MANAGEMENT OF ONGOING FILES ............................................................................................................... 10

5.1. INTRODUCTION ....................................................................................................................................... 10

5.2. VIEW BY DEFAULT ................................................................................................................................... 10

5.3. CALENDAR VIEW...................................................................................................................................... 10

5.4. OPEN AN EXISTING FILE ........................................................................................................................... 11

5.4.1. SAVING DATA ................................................................................................................................... 11

5.4.2. SENDING A FILE ................................................................................................................................ 12

5.4.3. RECOVERING CONTROL ON BEHALF OF GA ..................................................................................... 12

5.4.4. CANCELLING FILE .............................................................................................................................. 12

5.4.5. CLOSING FILE .................................................................................................................................... 12

5.4.6. FILE VERSIONS .................................................................................................................................. 12

5.5. INPUT PAGE ............................................................................................................................................. 13

5.6. TIME PLAN PAGE ..................................................................................................................................... 14

5.7. I.S. DOCUMENTS PAGE ............................................................................................................................ 15

5.8. INITIAL SAMPLES PAGE ........................................................................................................................... 17

5.9. INITIAL SAMPLES APPROVAL WORKFLOW AND STATUS EVOLUTION .................................................... 18

6. MANAGEMENT OF CLOSED (OR CANCELLED) FILES ....................................................................................... 19

6.1. INTRODUCTION ....................................................................................................................................... 19

6.2. OPEN A FILE FOR CONSULTATION ........................................................................................................... 20

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6.3. OPEN AGAIN A FILE ALREADY CANCELLED .............................................................................................. 20

7. APQP PROCESS DESCRIPTION ........................................................................................................................ 20

7.1: CREATING A NEW FILE (GA) .................................................................................................................... 20

7.2: COMPLETING INPUT (GA) ....................................................................................................................... 20

7.3. COMPLETING TIME PLAN (GA) ................................................................................................................ 25

7.4. SENDING THE FILE TO SUPPLIER (GA) ..................................................................................................... 27

7.5: DEFINING CONTACT AND COMPLETING THE TIME PLAN (SUPPLIER) .................................................... 28

7.6. SENDING DATA TO GA (SUPPLIER) .......................................................................................................... 30

7.7. PHASE 1 REVIEW (GA/SUPPLIER) ............................................................................................................ 30

7.8. PHASE 1 CLOSURE (GA) ........................................................................................................................... 30

7.9. PHASE 2 MANAGEMENT AND CLOSURE (GA AND SUPPLIER) ................................................................ 32

7.10. PHASE 3 MANAGEMENT AND CLOSURE (GA AND SUPPLIER) .............................................................. 32

7.11. PHASE 4 MANAGEMENT AND CLOSURE (GA AND SUPPLIER) .............................................................. 36

Status 1. I.S. Delivery not Authorised Status 2. I.S. Delivery Authorised .............................................. 36

Status 2. I.S. Delivery Authorised Status 3. I.S. Sent ............................................................................. 36

Status 3. I.S. Sent Status 4. I.S. REJECTED or 5. I.S. INTERIM ACCEPTED ............................................... 38

7.12. FILE CLOSURE ........................................................................................................................................ 41

8. CHANGES IN APQP/PPAP PROCESS ................................................................................................................ 41

8.1. ENGINEERING LEVEL CHANGE ................................................................................................................. 41

8.2. PART NUMBERS MANAGEMENT: ADD PART NUMBERS AND GROUP CHANGE .................................... 42

A.- Add new part numbers to a new group................................................................................................ 42

B.- Add new part numbers to an existing group ........................................................................................ 42

C.- Change part number from an existing group to another existing group ............................................. 42

D.- Change part numbers from an existing group to a new group ............................................................ 43

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1. TARGET This document is a basic user manual to explain how to use the APQP (Advanced Product Quality Planning)

and Initial Samples Management application (APQP/PPAP). This kind of management was previously

performed through files exchange between Grupo Antolin and the Supplier.

2. SCOPE This application is to be used by Grupo Antolin STAs, staff responsible for plant validation, Suppliers and other

users.

Corporate Quality area is the owner of this application.

3. GLOSSARY APQP Advanced Product Quality Planning. It allows planning all project phases from

the part nomination up to its validation, with the aim of complying with Quality

commitments and timing required by the project.

File APQP or PPAP file includes a set of part numbers from the same Supplier, same

project and same Grupo Antolin’s manufacturing/assembly plant, when these

part numbers have the same milestones committed dates.

APQP phase An APQP covers the following phases:

- Kick-off

- First off-tool parts

- Initial Samples

- Product-Process validation & launch

Committed date Date on which the Supplier has committed itself contractually to deliver the

parts on the agreed milestones.

Planned date Date on which an activity or milestone is planned to be finished. Possible delays

during the project, due to several reasons, are to be included in the planned

date.

Group Set of part numbers from a common file:

- Coming from a common drawing and having the same engineering level.

- Having the same contractual committed and planned dates for the

following project milestones: Prototypes (when applicable), First off-

tool parts and Initial Samples.

- Whose Initial Samples management of the part numbers belonging to a

common group, is performed jointly.

Milestone Each of the main project deliveries:

- Prototypes

- First off-tool parts

- Initial samples

APQP/PPAP Leader Responsible for completing the APQP or PPAP file. There will be a single

APQP/PPAP Leader who will be the representative of the Supplier, and a single

APQP/PPAP Leader who will be the representative of Grupo Antolin. Both of

them will manage the file, together with the Responsible for Plant Validation.

PPAP Production Part Approval Process

Responsible for Plant

Validation

A person from the Quality Department of the Grupo Antolin’s

manufacturing/assembly Plant receiving the parts, who is responsible for parts

validation.

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4. GENERAL INFORMATION 4.1. INTRODUCTION

APQP/PPAP application is used for the management of the files that provide documentary support to the

process of APQP Management and Initial Samples Approval in Grupo Antolin. This process involves different

staff: it is primarily focused on communication and information management among the GA APQP/PPAP

Leader, Responsible for GA Plant Validation and Supplier APQP/PPAP Leader. Functioning, access, and overall

structure of the application are explained in this section, as well as the interaction of some components being

used in the whole application.

4.2. OPERATION

The application uses a web interface that helps users to manage the entire process in an easy and intuitive

way.

The information is organized in files that gather information of part numbers with the same Supplier, project

and plant and common project milestones committed dates. The files can be of two different types:

- APQP

- PPAP

The list of part numbers included in the File is managed by Groups: a group is a set of part numbers belonging

to the same drawing, with the same engineering level, and whose Initial Samples are managed jointly.

The management process is begun by GA APQP/PPAP Leader, who, on the basis of the nomination of one or

more part numbers associated with the same Supplier, project, plant and project time plan, creates a new file.

After completing the INPUT, the process starts and the flow of information goes from GA’s mailbox to

Supplier’s and from Supplier’s mailbox to GA’s, and so on, as long as the completion process continues.

Whenever there is a "jump" (GA-Supplier or Supplier-GA) a new version of the data ("picture") is created. Only

the latest version can be modified and the previous ones remain as history, allowing you to keep track of the

changes that have occurred from a version to another.

Similarly, when the file is in Supplier’s mailbox, Grupo Antolin has access to the file but only in reading mode.

In some exceptional cases, GA may Recover Control on the file.

NOTE:

A visual help has been included into the application, in order to guide the Supplier: fields or sets of fields to be

completed by the Supplier have been outlined in blue.

4.3. ACCESS TO THE APPLICATION

The access to the application is placed in the main page of the Grupo Antolin Suppliers Portal.

Follow these steps in order to access it:

1. Browse to www.grupoantolin.com

2. Find the shortcut to our Suppliers Portal (top, left on the screen).

3. Find the shortcut to our Suppliers Portal (bottom, right on the screen).

4. Log on into the Suppliers Portal with your personal credentials (Email and password).

5. Find the “Suppliers APQP/PPAP” icon.

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See below the steps to be followed:

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4.4. FILE PERMISSIONS

Once the User has access to the application and can see the icon to access it, there are two different kinds of

permissions in the APQP software:

- Read: all users with access to the application are able to view the APQP files in which they are included

as Supplier Contact.

- Modification: only the user reported as “APQP Leader” for each APQP file is able to edit the file and

report information on it. For the same Supplier, there might be different APQP/PPAP Leaders,

corresponding to different files. Each Supplier APQP/PPAP Leader will just be able to report in the file

he is assigned as Leader.

4.5. MAIN SCREEN STRUCTURE

When accessing the application, a new screen is displayed. Its contents are explained in this section:

Areas in which the main screen is divided:

1. Information about section in which we are working.

2. Identification of the user who is connected to the application.

3. Selection of navigation language.

4. Information about the application. Access to User Manual.

5. Main navigation menu, access to different sections. The name of the section in white is indicating

where we are.

By default, section ONGOING is shown, where all the APQP or PPAP files managed by the user as

APQP/PPAP Leader (modification access), as well as those where user is a Supplier Contact (only reading

access).

6. Contents.

4.6. FUNCTIONING OF CALENDAR FIELDS

The application uses calendar fields for the introduction of dates. This field type allows the user to select the

date directly by navigating through a calendar, that makes it easy to move forward or backward from one

month to another, change from one year to another, or just select the current date (today’s date).

The functioning is easy:

1. To access the calendar control, it is necessary to click the icon (see in the picture, the red arrow).

2. To navigate between months or years, you must click on navigation arrows of the calendar, on top.

3. To select a date, just click on the day.

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In most fields data can be entered manually (by keyboard), not only by using the control.

4.7. FUNCTIONING OF DROP-DOWN FIELDS

In those fields in which the user must select a value from a list of options, you will find a drop-down list similar

to the picture below.

To fill it, just click on the right arrow. The drop-down list will be displayed with all the available options. Once

you choose your desired option, this will be selected.

4.8. FUNCTIONING OF DATA TABLES

In certain sections of the application there are tables with lists of data. The operation of the data tables is

similar in all cases, allowing searches on the displayed data set (when possible), navigation through the pages

and performance of certain actions.

Below you can see an example of a data table that corresponds to the data table of the ONGOING section,

with its different contents.

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1. Search: it allows making searches on the data in the table. When you type data in the fields of search,

the table is auto filtered.

2. Pager: if the data table has many records, the information appears paginated. If so, through the

corresponding arrows, the navigation from one page to another is allowed.

3. Actions: it contains buttons associated with different actions or drop-down lists to carry out additional

filters of the information. If one of the action buttons requires the selection of a record, this

information would be requested when carrying out the action.

5. MANAGEMENT OF ONGOING FILES

5.1. INTRODUCTION

Through the ONGOING menu you can access the files which are open and whose management is in progress.

5.2. VIEW BY DEFAULT

When we open the application, we access to ONGOING screen from main menu. The user can see a data table

with APQP and PPAP files he is processing, and the ones processed by others where he has been included as a

Supplier Contact. In that second case, you can open the file only in read mode.

In this view by default, the files that are in user mailbox are shown in bold. Those who are not shown in bold

are pending in the mailbox from the other party. For instance, if GA sees the file in bold, the Supplier will not

see it in bold until the file is sent to the supplier (and vice-versa).

There is a colour code that applies to the earlier delivery dates of the different groups, corresponding to First

Off-tool Parts and Initial Samples:

Grey: milestone completed

White: more than 15 days up to Planned Date

Yellow: less than 15 days up to Planned Date

Red: Planned Date is today or is over When delivery for a certain Group has been realised, the date shown will be next planned date for the remaining groups.

If GA APQP/PPAP Leader has not completed the project milestones Planned Dates, these fields will be blank.

5.3. CALENDAR VIEW

From main menu, you may access to CALENDAR to see much more graphically (in calendar format) the dates

of pending (not completed) activities related to milestones and phases closure. In Chapter 7. Calendar View

from this Manual you will be able to check how this is working.

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5.4. OPEN AN EXISTING FILE

From the ONGOING view by default, to open an existing file, you can simply select it from the data table and

double click on the register or select it and click the Open button. Screen is automatically redirected to the

INPUT page of the selected file.

1. File Information (GA APQP/PPAP Leader, file type – APQP or PPAP – and Id)

2. Navigation Submenu, which allows to access to the different subsections and file pages. The name

shown in white is telling the user the page where he is navigating, helping him in the navigation: in

above image, INPUT.

3. Action buttons acting on the file, which allow to execute some processes (save, send, etc.). Depending

on the section in which we are in the submenu, there are different action buttons. We will define the

functionality of these buttons as individual paragraphs, since they are important for the process.

4. Inbox / Version: it is indicating in which mailbox the file is, GA or Supplier. Then we can see the user

name and last update for whole File, and for page.

5. Contents.

NOTE

Note that in the different pages, there are fields or sets of fields outlined in blue. These fields should

be completed by the Supplier.

5.4.1. SAVING DATA In all screens in which it is possible to report information, there is an action button on top that. If enabled, it

will allow the user to Save the changes made. You should click this button after modifying data to avoid loss of

information.

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NOTE:

Sometimes, because of server speed limits, or other reasons, after pressing Save, entered data are not

updated although internally they are really saved. In these cases it is necessary to refresh the screen (normally

pressing key F5 on your keyboard) or changing to another screen.

5.4.2. SENDING A FILE As explained previously, Grupo Antolin and Supplier will be exchanging between their mailboxes the files.

Only the user having the control at that moment is able to modify information.

To pass control to the next actor in the process it is necessary to click on Send to GA button, which is available

in the INPUT page of the APQP/PPAP file.

The user may check in which mailbox the file is (GA or Supplier), in INPUT, at the top and right hand side of the

page (section identified with number 4).

Each time the file is sent to the other actor, a new Version is created (information, next to Inbox).

When file is sent by GA or by the supplier, an automatic email is sent to inform about file update.

Supplier APQP/PPAP Leader will see this action button as follows:

5.4.3. RECOVERING CONTROL ON BEHALF OF GA Exceptionally, when the file is in Supplier mailbox and GA APQP/PPAP Leader has to recover control to enter

last-minute information or to correct an error, he may execute this action. The Supplier will not have the file

in his Mailbox, and an automatic e-mail, notifying the file update will be sent.

Update APQP, Supplier: Supplier Name, Project: Project Name

5.4.4. CANCELLING FILE GA APQP/PPAP Leader may cancel a file for different reasons:

- Project may be cancelled or delayed by GA Customer

- Part number may be cancelled by GA project team

- Supplier change or GA Plant change

- Input data error

- Other reasons….

From GA Extranet, an automatic email is sent to Supplier APQP/PPAP Leader, copying GA APQP/PPAP Leader,

whose subject is:

Cancellation APQP, Supplier: Supplier Name, Project: Project Name

The email informs that, for any doubt he may have, he should contact GA APQP/PPAP Leader.

The file will no longer be visible in ONGOING and we will be able to see it in CLOSED.

5.4.5. CLOSING FILE When the I.S. Status for all part numbers in a file is Approved, GA APQP/PPAP Leader will be able to close the

file. The file will migrate to CLOSED. More details in paragraph 8.12.

5.4.6. FILE VERSIONS A version of the APQP/PPAP file is nothing more than a picture of the file that remains fixed when we carry

out the following actions:

- File sent from GA to Supplier or viceversa

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- Part number group change

- Engineering level change for a group

All the file versions throughout file lifetime can be shown.

By clicking on Versions, a new window is showing a data table, where all the versions are reflected.

Last version shown is the current one. To check any other version, the user will have to use the scroll and use

the pager, to select the requested version, and to click on Open.

After consulting a previous version, to come back to the current one, we should click on Versions action

button again, select the last version shown on the list and click on Open.

5.5. INPUT PAGE

This screen shows general information of the file:

- Inbox: mailbox the file is.

- APQP/PPAP Review Date: showing last update date, and who updated it.

- Input Review Date: showing last INPUT update date, and who updated it.

- Communication Language: Language GA APQP/PPAP Leader has selected, to complete the file.

- Header data: information about the project, the plant and the Supplier.

- Committed Dates.

- List of Part Numbers: preceded by the group to which they belong, with nomination and current

engineering level, whether it is Carry Over or not, whether the Supplier is imposed or not, as well as

planned and current milestones delivery dates, with their corresponding engineering level.

- Reasons to Re-schedule: extendable table in which it is possible to record reasons to re-schedule for

each groups of part numbers, dates affected and those responsible for this new time plan.

- Grupo Antolin’s Contacts involved: at least, GA APQP/PPAP Leader, Responsible for Plant Validation

and Logistics Responsible should be identified.

- Supplier’s Contacts involved: Supplier APQP/PPAP Leader should be identified.

- Additional Documents: section where you can attach files Meeting Minutes and Action Plans.

Current

Version

Scroll

Pager

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5.6. TIME PLAN PAGE

This TIME PLAN page is only displayed in files managed as APQP. Its aim is to plan all activities relating to the

four phases of the APQP, as well as reviews of each phase, and report their progress and their assessment.

TIME PLAN is unique for a file, regardless of the number of part number Groups which are being processed in

the file.

From this section, the user can complete the time plan, the follow-up and the assessment for:

- Activities of each of the project phases, where the Supplier has to complete Planned and Real Closure

Dates, and % Completed. These columns are framed in a more intense blue. Besides, GA APQP/PPAP

Leader will assess its conformity through the Status (R, Y, G, NA).

- Project phase reviews and their closure.

We analyse the fields and the different symbols we will find during APQP management:

1. Activities from each Phase Supplier shall plan, must be prior to the Phase Review to which they belong.

If this is not met, when the TIME PLAN is saved, the activity is highlighted in purple:

In above example, Phase Review meeting is planned by the 01/07/2014. Nevertheless three activities

are planned to be closed after 1st

Phase Review. This is the reason why both activities are highlighted in

purple.

In case activities from TIME PLAN are referring to one of the items from I.S. DOCUMENTS page, this is

indicated into brackets, next to activity description.

2. On the left side of the Planned and Real Closure Dates, icon is indicating that GA APQP/PPAP Leader

has modified the date for the relevant activity. If cursor is placed on the icon, a Tooltip will show us the

planned or real date (year-month-day format) from previous version. The first time the field is

completed, there will be no information on the Tooltip.

3. If the field % Completed is marked in bold and icon is shown, this is indicating that GA APQP/PPAP

Leader has changed this field. By placing the cursor on icon , you may check the prior completion

percentage.

NOTE:

Supplier APQP/PPAP Leader has to fill columns Planned and Real Closure Dates and % Completed

mandatorily. Nevertheless, GA APQP/PPAP Leader will be able to modify this information from his

Mailbox, to communicate his disagreement about proposed time plan, or about the assessment realised

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on activities progress (% Completed). Under this circumstance, Supplier will be informed about

modification realised by GA, through the icon or through with % Completed data in bold.

If the file evolves to a new version before activities assessment or modification checking, the icons and

the text in bold identifying the changes will not be saved. For instance, when the Supplier Sends the file to

GA, or when GA executes actions such as Recover Control, part number engineering level change, or

Group Change.

Before phase is closed, all the activities must have a planned closure date and have to be assessed. This does

not mean that they should be 100% closed with real closure dates and Status OK, although this should be the

goal.

NOTE

This section is only available in APQP files, not in PPAP files.

5.7. I.S. DOCUMENTS PAGE

Initial Samples documents are providing the evidence of their status, and involve all necessary information

about parts and their manufacturing process, for parts validation.

From this section the user makes the follow-up of the documents that have to be delivered by the Supplier

and their assessment. He can also access the related attached files.

There will be so many pages of I.S. DOCUMENTS as part numbers groups in the APQP/PPAP file.

On one hand, all types of documents are listed with multiple columns. In these columns, the following

information must be reported:

- By default, all the documents are Required for Initial Samples submission. This is why all the cells are

marked with X.

- Documents Record mode: specifying if they have to be delivered (by uploading them into the

application), if they are to be checked on site (when some confidential documents cannot be

delivered to Grupo Antolin), or if they are not applicable.

- Completed: by selecting yes (Y) or no (N) the Supplier will confirm whether documents for each record

are completed or not. Last Update date will be automatically saved.

- Documents assessment (OK/NOK).

- Both Remarks columns for Supplier and for GA.

Below, we can see part of this screen.

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Below, you can see the different symbols we may find in I.S. DOCUMENTS:

1.- GA documents formats. A legend is clarifying the meaning of the floppy disks. We need to

underline the compulsory use of GA Formats, which are identified through the icon . In case GA Customer

is requesting any other specific requirement, GA Customer criterion shall prevail. In case GA Customer is

requesting to get the Initial Samples Report (Cover Page) in its own format, both formats should be

completed.

Other available formats marked with icon can be used by the Supplier as suggestions/help, in case the

Supplier does not have its own format, or in case its own format is not responding to GA requirements.

2.- Link to INITIAL SAMPLES and to TIME PLAN. These two documents from the I.S. DOCUMENTS list are

directly completed in the file. The link is re-directing to each of these pages.

3.- Document without any record. Each document where no record has been uploaded, is marked with

icon .

In each document type (each of the lines in the table), when clicking on the icon you can access the screen

to upload /download / delete the associated files. Supplier APQP/PPAP Leader will be able to delete any file,

provided that he is in the same session this document has been uploaded. Once the file is sent to GA, the only

one who will be able to delete a file will be GA APQP/PPAP Leader.

4.- New record loaded by user. When uploading files to a line, the initial icon will automatically be replaced

by a purple clip icon . This icon will remain during version the Leader uploads the file. Once the version is

evolving, it will change in the following way.

5.- New record received. Documents uploaded during ongoing version will be shown as a purple clip,

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during this working session or version. When file is sent to the other actor, the purple clip will be modified

into a NEW icon . Hence, at a glance, the user will know in which documents a new record has been

uploaded, or records have been updated.

GA APQP/PPAP Leader may upload reviewed Supplier documents, therefore, preventing from files transfer via

email. Every documents shall be uploaded in the application.

6.- Record uploaded in previous versions. If a new record is uploaded in a document marked as , the

icon will replaced by (new).

If, on the contrary, nothing is changed and file is sent to the other Leader, the icon will replaced by (old).

The difference between both clip colours are aimed to help the user to identify whether changes have been

introduced (purple), or not (grey) during working session in a rather complete file with a great number of

documents and records.

The window to Upload, Download or Delete records is as follows:

It is possible to attach files which are not related to any of the documents listed in I.S. DOCUMENTS, in

Additional Documents.

If we click on Attach Documents, a new window will open. The operation of this table is as the one described

later in paragraph 8.2. Completing Input, in Attach Documents. In relation to this case, in document type you

can select:

- Process Audit, foreseen for the Audit performed by GA APQP/PPAP Leader.

- Others, it is open to any other document containing both Leaders. Attached documents should be

related to the part numbers group the I.S. DOCUMENTS are related to. For instance, the tooling

manufacturing or control gauges construction planning or the part numbers feasibility...

5.8. INITIAL SAMPLES PAGE

This is the cover page for submitting Initial Samples required by Grupo Antolin to the Supplier for parts

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validation. Through this page the status changes and the evolution in the Initial Samples submission is carried

out. The flow is explained in the next section.

The Supplier declares the situation of the Initial Samples, and sends them for their assessment by the

Responsible for Plant Validation and GA APQP/PPAP Leader.

As already mentioned above, the submission of Initial Samples is organised through groups of part numbers.

For this reason, within a file, there will be as many pages of Initial Samples as I.S. DOCUMENTS pages, or as

part numbers groups included in the file.

5.9. INITIAL SAMPLES APPROVAL WORKFLOW AND STATUS EVOLUTION

The following picture is the Initial Samples approval process and the table showing the evolution of these

statuses, as well as the actors involved in the process.

Initial Status Final Status Actor

1- I.S. Delivery not Authorised 2- I.S. Delivery Authorised GA APQP/PPAP Leader

2- I.S. Delivery Authorised 3- I.S. Sent Supplier APQP/PPAP Leader or GA APQP/PPAP Leader

3- I.S. Sent 4- I.S. Rejected

5- I.S. Interim Accepted

6- I.S. Approved

Responsible for Plant Validation + GA APQP/PPAP Leader

4- I.S. Rejected

5- I.S. Interim Accepted

1- I.S. Delivery not Authorised GA APQP/PPAP Leader

The status evolution is carried out from the Initial Samples page by changing the drop-down menu located at

the top of the page. This drop-down list is enabled, just when certain data have been completed which have

been defined as a minimum to allow Initial Samples changes (see chapter 8 from this Manual).

The only I.S. Status change the Supplier is able to execute, is from Status 2. I.S. Delivery Authorised, to Status

3. I.S. Sent. The rest of I.S. Status changes are realised by GA (see section 8.11).

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In addition to that, it is possible to see the history of Initial Samples status changes and engineering level

changes, by clicking on the I.S. and Eng. Level button.

When there is an I.S. status update, the system will follow a checking process to allow this status change.

We will present a practical case, to help to understand this table:

1.- The first record will always be the version where the part number was added to the file. This allows us to

check quickly which was the initial engineering level we have followed. No I.S. change can be seen in first

record, which goes from Status 1 to Status 1.

2.- Final Customer Decision for this I.S. group is Interim Accepted.

3.- An engineering level change occurred in version 10, from B to C.

By clicking on the icon , we will be able to see the part numbers from the group of INITIAL SAMPLES, for

the specific version.

6. MANAGEMENT OF CLOSED (OR CANCELLED) FILES 6.1. INTRODUCTION

From the CLOSED menu the user can access the list of files that have been closed, because its management

has been completed or because they have been cancelled. As in other screens, the user has the following

views to filter information:

1

2

3

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- Closed: list of files closed by GA APQP/PPAP Leader

- Cancelled: list of files cancelled by GA APQP/PPAP Leader

6.2. OPEN A FILE FOR CONSULTATION

It is possible to consult a file already closed or cancelled to view the information inside it. For this purpose, the

user must select a record from the data table displayed in this section and, after that, click on Open button.

The file information is uploaded in mode read-only for consultation.

6.3. OPEN AGAIN A FILE ALREADY CANCELLED

GA APQP/PPAP Leader will be able to open again a file already cancelled (this would update file status to

Ongoing). If you deem it necessary, please, contact GA Leader.

7. APQP PROCESS DESCRIPTION

This section is described through a sequence of steps. During all the process Grupo Antolin and the Supplier

will exchange the control on the file they are working with.

To pass control from Supplier to Grupo Antolin the user must click on the Send to GA button which is available

in the INPUT page.

INPUT, TIME PLAN, I.S. DOCUMENTS and INITIAL SAMPLES pages will have to be completed.

7.1: CREATING A NEW FILE (GA)

All new component of direct material, awarded to a Supplier, must be managed through an APQP or PPAP file.

Each file shall contain one or more part numbers, grouped into one or more groups.

GA APQP/PPAP Leader is the only actor who is able to create a new file.

In a same file, part numbers included into it must belong to the same Supplier, project and plant. In addition to that,

contractually committed dates between Grupo Antolin and Supplier must be the same for Prototypes delivery (when

applicable), First Off-tool parts and Initial Samples.

7.2: COMPLETING INPUT (GA)

In INPUT screen, GA APQP/PPAP Leader completes the following information:

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2

8

3

1

4

5

6

7

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1: Type of File: A distinction is made between APQP (project time plan is followed with the final aim to

present Initial Samples) and PPAP (aimed to get I.S. on time).

2: Header: The user will see the information which is common to a file, i.e. Project, GA Plant and Supplier.

Communication Language is set by GA APQP/PPAP Leader, and will be either English, either Spanish. Selected

Language has to allow a perfect communication between Supplier / GA Leader / GA Plant / GA Project Team.

The Supplier shall complete all the information using this Language.

GA Procedures Forms will just be available in Communication Language.

NOTE:

We must distinguish between this Communication Language, which applies individually to each file and can be

modified in INPUT, and the interface application language, each user will be able to choose from the main menu

(available in Spanish, English and French).

3: Committed dates: GA APQP/PPAP Leader completes main project milestones Delivery Dates: Prototypes,

First Off-tool Parts, Initial Samples and SOP. These dates have to be confirmed, based on the written

agreement between the Supplier and Grupo Antolin (Statement of Work or Purchase Order). They have to be

modified upon written agreement.

4: Part numbers information:

- Group: cannot be modified. We can change the part numbers belonging to a group with the Group

Change action button. You may find later on (see sections 9.2.C and 9.2.D from this Manual), how this

is realised, in which circumstances and the consequences of this action.

Each group is a set of part numbers that comply with the following conditions:

- All part numbers of a same group have a common drawing and have the same engineering level

- All part numbers from the same group have the same contractually committed dates and, in the beginning of the

project, also the same planned dates for following project milestones: Prototypes (when applicable), First Off-tool

parts and Initial Samples.

- Initial Samples of the part numbers belonging to the same group are managed jointly

- Part Numbers: GA will be able to Add or Cancel Part Numbers (see sections 9.2.C and 9.2.D from this

Manual).

- Description: cannot be modified. It comes from Grupo Antolin database.

- Engineering Level at Nomination: cannot be modified under any circumstances.

- Current Engineering Level: can be modified by GA APQP/PPAP Leader. You may find later on, how this

is realised, in which circumstances and the consequences.

- COP/Imposed: can be modified by GA APQP/PPAP Leader. It has no impact on the application, it is an

information shown in the reports, which is useful for GA APQP/PPAP Leader.

- Status: cannot be modified directly on this screen. Status shall be changed in the Initial Samples screen,

and the application will automatically update it. See explanation, section 8.11. When a new file is

created, Initial Samples Status is by default, 1. I.S. Delivery not Authorised for all part numbers.

- Risk level for the part number to achieve objectives and quality required, with the following rating

scale:

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o A: No Risk foreseen. Within Target.

o B: Minor Risk (small delay, or minor Quality issue)

o C: Major Risk (major delay, or major Quality issue)

o D: Risk to Project Launch

- For each milestone, i.e., Prototypes (if applicable), First Off-tool Parts and Initial samples, GA will

complete the planned dates in column Planned.

Engineering level and delivery date Delivered has to be completed by GA APQP/PPAP Leader, for

Prototypes (if applicable) and for First Off-tool Parts, once deliveries are confirmed.

Engineering level and the Delivered date for Initial Samples is automatically completed by the

application, when Initial Samples Status is saved as 3. Initial Samples Sent.

NOTE

At the beginning of the project, Committed Dates are usually the same as Planned ones. In case an

APQP/PPAP file is created, while the project is already running for a while, there could be a gap

between Committed Dates agreed with Purchasing and Planned ones.

- Remarks, when applicable.

NOTE:

If the file includes Prototypes follow-up, there will be more columns, and a scroll will be activated in

vertical and horizontal in part numbers table. If there are more than 5 part numbers, it is becoming

difficult to see the whole table. In this case, we recommend reducing the columns width, until the

scroll is activated in horizontal. Then, the table will be adjusted to the exact number of part numbers,

and we will not need to use the vertical scroll.

Without Prototypes, the height of the table is adapting to the existing file part numbers.

5: Reasons to re-schedule:

When there is a new schedule that affects, either committed dates or planned dates of one or several

milestones from one or several part number groups, this should reported by GA APQP/PPAP Leader.

6: Grupo Antolin contacts

In Grupo Antolin contacts, project team members are loaded by default by the system. Actors involved in

APQP/PPAP file will be assigned to the following profiles:

- GA APQP/PPAP Leader: by default, the user who has created the file.

- Responsible for Plant Validation, who will validate Initial Samples.

- Logistics Responsible (of Grupo Antolin’s plant).

- GA APQP/PPAP Leader Delegate, who, exceptionally, will be able to pilot the file. This profile will be

assigned only in some specific cases, to give the possibility of piloting a file temporarily instead of GA

APQP/PPAP Leader (example: replacement due to a temporary sick leave). Delegate and GA

APQP/PPAP Leader have exactly the same permissions to modify and validate.

The rest of contacts without assigned profile will have access to the file in read mode and will be able to get

reports. They will not be able to modify any data.

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7: Supplier contacts:

The outline appears thicker and blue, to indicate that these fields can also be modified by the supplier.

From the Add Contact button, GA APQP/PPAP Leader adds existing Supplier users from GA Supplier website.

Among the selected contacts, GA APQP/PPAP Leader defines who will be the Supplier APQP/PPAP Leader.

8. Additional Documents (Meeting Minutes, Action Plan):

This section is intended to attach only Meeting Minutes and Action Plans from the project. It is a common

place between GA and Supplier where these "living" documents are available.

Similarly to Supplier Contacts, it appears outlined in blue to indicate that Supplier is enabled to attach

documents once the file is in Supplier mailbox.

However, regardless of the mailbox, attached files in Additional Documents will be available to read and even

save a copy for all GA and Supplier Contacts.

Documents will be attached in the following way:

- Click in Attach Documents. A new Info – Additional Documents window will appear.

- The Document Type field has a drop-down list. Selection of the relevant option (Meeting Minutes or

Action Plan) will be useful to classify the document once uploaded. We can also save in our computer

the original format of one or the other option just by pressing the button download format.

NOTE

We remind you that the formats language will be the one chosen as Communication Language. Formats

are available in English and Spanish.

- Once the Type of Document is selected, mark Search and a Search Engine allows you to explore in the

folders of your computer and select the document to be loaded, then insert it.

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- A Description of the uploaded document has to be completed.

- Once Attached, an expandable table will appear with file information.

If you press the green arrow you can see, download or save the file in your computer. You may

also delete the file by using the bin icon .

NOTE

GA APQP/PPAP Leader can Attach, See and Delete the files, regardless of the file version the

documents have been uploaded.

Supplier APQP/PPAP Leader can act here as GA Leader, but he will not be able to Delete any uploaded

file. While the file is in his mailbox he will be able to delete attachments which have been uploaded

during ongoing version. Once the file is sent to GA, he will not be able to delete any document (since

version has changed).

The rest of the file Contacts may only see the documents.

7.3. COMPLETING TIME PLAN (GA)

As announced in paragraph 5.6., this screen is only available for an APQP, not for a PPAP file.

Header is automatically completed with INPUT data: plant, supplier, project, all part numbers and project

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milestones committed dates.

GA APQP/PPAP Leader completes the Planned Phase Review Dates, which should be consistent with Project

Milestones. The normal way to work would be:

- Phase Review 1-Kick-off: to be planned just after part numbers nominations.

- Phase Review 2-First Off-Tool Parts: to be planned before First Off-tool Parts Committed Delivery Date.

- Phase Review 3-Initial Samples: to be planned before Initial Samples Committed Delivery Date.

- Phase Review 4-Product-Process Validation and Launch: to be planned before SOP Committed Date.

Planned dates can be changed and updated, due to project changes.

A list is showing all the activities to follow during an APQP. There are four columns whose fields are marked in

a more intense blue. They correspond to columns to be completed by the supplier.

If any APQP activity does not apply to our file, GA APQP/PPAP Leader shall mark it as Status NA. For instance,

when there is no control gauge, there are 4 activities which would be not applicable. Obviously, Supplier

APQP/PPAP Leader will not have to plan these activities.

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In this initial phase, no more information should be completed in this screen nor in the rest of application,

even though cells are enabled.

Next to Phase Closure, some information is available. If we click on the icon, we will see the data the

application is requesting to be completed, before phase closure is allowed. As those requirements are being

completed, they disappear from the information.

Similarly, in the INITIAL SAMPLES screen, we find the same icon . If we place the cursor on the icon, a

Tooltip shows the requirements to be able to evolve Initial Samples Status.

7.4. SENDING THE FILE TO SUPPLIER (GA)

In order to inform the supplier about APQP/PPAP creation and to get activities planned in TIME PLAN screen,

GA APQP/PPAP Leader sends the file to supplier mailbox.

GA and Supplier APQP/PPAP Leaders, as well as the Responsible for Plant Validation will get a notification

through email. The title of the notification will be:

Creation APQP, Supplier: Supplier Name, Project: Project Name

The notification will indicate the name of Supplier Extranet Administrator.

In the email, the file Id is shown, as well as the affected part numbers, the links to the application via

intranet/extranet, and the Supplier Administrator name, in case user permissions have to be managed.

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7.5: DEFINING CONTACT AND COMPLETING THE TIME PLAN (SUPPLIER)

The Supplier will have to check received information and to complete information he is responsible for:

- In INPUT: the blue and thicker outlines indicates fields and set of fields that can be modified by the Supplier.

In Supplier Contacts, Supplier APQP/PPAP Leader shall identify the Contacts from its organization and, when

necessary, modify the Supplier APQP/PPAP Leader.

Once button Add Contact is clicked, a warning message regarding data saving appears. Supplier shall click on

Continue and a new window will show the existing users from GA Supplier Portal:

Select the users, then click on Select Contacts and the users will be included in the file.

Supplier APQP/PPAP Leader can be modified: simply leave Profile from current Leader blank, and assign the

Leader Profile to another contact.

This APQP/PPAP Leader is the only person who will be able to modify and complete the file on behalf of the

Supplier.

The rest of contacts appearing in this section, will have reading access, if the Supplier Administrator for GA

Supplier Portal has enabled it.

NOTE

The fact that a person is included in the Supplier Contact list, as a Leader or as a Contact, does not imply he

has Reading access to the application. In order to grant him reading access, the Supplier Administrator from

GA Supplier Portal Extranet, shall manage the Users from the Extranet, and enable Reading Access to this

application to the persons he may deem it necessary. He should also add new Users, should that be needed

(see paragraph 4.4. from current Manual).

Although Supplier Leader has reading access to the application, he will automatically have modification

permissions once he has been assigned by GA, as Supplier APQP/PPAP Leader.

If GA APQP/PPAP Leader has added a Supplier Contact through Insert (i.e. contact was not in Suppliers Portal),

the Administrator shall manage the user according to Section 2: APQP Contacts not included as Users, as

already described in paragraph 4.4 from current Manual.

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- In TIME PLAN screen, the Supplier shall complete the Planned and Real Closure Dates for each of the

activities, according to the project milestones, as well as the progress (% Completed). There is a Remarks

field, available for the Supplier, where any clarification can be added.

All of these fields that can be modified by the Supplier, appear with a blue outline.

NOTE

The planned dates for each activity in a Phase must follow a chronological order, i.e., they must be prior or

equal to the Planned Phase Review date.

In the event this chronological order is not respected, the Supplier gets the following Info message when

saving the data:

By clicking OK, the application will mark in purple and bold activities that do not comply with this

requirement. Then these dates can be modified if an error has occurred, or they may be saved if the Supplier

considers that this should be the Planned date, according to project management.

Obviously, Planned Dates for “First Off-Tool Parts Delivery” and “OK to Launch Sign-Off” are not subject to this

control, since these activities are usually completed subsequent to Phase Review Meeting.

NOTE

Those activities whose Status is NA must not be planned.

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7.6. SENDING DATA TO GA (SUPPLIER)

Once the time plan is completed, the Supplier sends the file to GA, through the INPUT screen. Similar

notifications to the ones described in paragraph 8.4. are sent.

A file Update email is sent to GA APQP/PPAP Leaders, copying Supplier APQP/PPAP Leader.

7.7. PHASE 1 REVIEW (GA/SUPPLIER)

During the Kick-off Meeting, the APQP/PPAP Leaders both from Grupo Antolin and the Supplier, check all

project input data, including project time plan. They also agree which Initial Samples documents are to be

delivered.

For this purpose, the following actions are performed:

- INPUT: confirm and complete file data in INPUT and in TIME PLAN. If in accordance with the project team,

Committed or Planned Dates have to be changed for any of the project milestones, GA APQP/PPAP Leader

shall report this information in Reason to Re-schedule.

- TIME PLAN: assess the consistency of time plan, its progress and activities conformity (TIME PLAN). GA

APQP/PPAP Leader completes Phase Review 1 Real Date, and adds/removes the NA values from Status

column, when appropriate.

- I.S. DOCUMENTS: agree with Project Team and Supplier the documents to be delivered for Initial Samples

(I.S. DOCUMENTS, column Record, where GA Leader will report between the ones which are non-applicable

(NA), the ones which have To be delivered, and the ones which will not be delivered to GA because of

confidential reasons, but may be Checked on site, at supplier facilities.

- KEY METRICS: explain to the supplier assessment system (KEY METRICS)

NOTE

In this moment, the file will be in GA mailbox. If during the meeting, fields under supplier responsibility have

to be completed, GA APQP/PPAP Leader can act as Supplier by clicking on Dual Control and make the

necessary modifications.

Dual Control activation does not generate a new file version and notification to inform the supplier about the

change. Hence, this option has to be used in agreement with Supplier representative.

7.8. PHASE 1 CLOSURE (GA)

Once Phase Review 1 is conducted, GA APQP/PPAP Leader can send the file to the supplier to complete data,

consistent with topics dealt during the meeting. Otherwise, he may close this Phase.

GA APQP/PPAP Leader closes the file Phase 1 through the TIME PLAN screen.

Prior to any of the APQP Phase Closure, the following actions must be completed:

- INPUT: complete Committed Dates and Planned Dates for all milestones (responsibility: GA)

- TIME PLAN: complete the planned dates of all phase reviews (responsibility: GA)

- TIME PLAN: complete Planned Closure Dates of the activities of the ongoing phase and previous ones (responsibility:

Supplier)

- TIME PLAN: assess the Status column for the activities to be performed before the Phase Review Closure

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(responsibility: GA)

- I.S. DOCUMENTS: complete the Record column for all the listed requirements (responsibility: GA)

The icon is showing us what we are missing (already described in paragraph 8.3).

Following values may appear in Status column: R (Red, non-conformity), Y (Yellow, ongoing), G (Green, OK)

and NA (non-applicable).

NOTE

An activity can be assessed as G Status (Green), provided that there is a Real Closure Date, and the %

Completed = 100%

To close a Phase, GA APQP/PPAP Leader will click on the checkbox, next to the corresponding Phase Closure.

Phase Closure Date will automatically be saved.

NOTE

Take into account the difference between Phase Review and Phase Closure. Phase Closure is possible when

Phase Review is done, and the key project milestone of the ongoing Phase is completed (parts delivery, OK to

Launch Sign-Off, ...).

In addition, once the Phase Closure is done, APQP Progress is calculated in the KEY METRICS.

In above example, you should note that the Phase Review Meeting was held on the 01/07/2014. The Supplier

was planning last activity by the 04/07/2014. Despite there are some activities to be closed, GA APQP/PPAP

Leader considered that Phase should be closed by the 07/07/2014, which has a direct impact on Supplier

assessment. In APQP Progress key metric, during Kick-off phase, 4 activities have been assessed as green, out

of 6: the result is then 66,6%.

This is the way to proceed in all Phase closures.

It is desirable that GA APQP/PPAP Leader saves the Meeting Minutes of the Phase 1 Review, as well the

updated Action Plan in Additional Documents from INPUT screen.

Once all changes/updates are made in the file, GA APQP/PPAP Leader Sends the file to the Supplier.

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7.9. PHASE 2 MANAGEMENT AND CLOSURE (GA AND SUPPLIER)

Once the project is launched, it will usually go through Prototypes and First Off-tool Parts reception, for all

part numbers coming from all groups.

The actions to be done are described below:

INPUT:

GA APQP/PPAP Leader will complete the Engineering Level once the parts are delivered, and the Real

Delivered Date.

Any change in the Planned Date for parts delivery GA APQP/PPAP Leader may realise for any milestone shall

be reflected in Reason to Re-schedule. TIME PLAN:

The supplier will be completing Real Closure Dates for Phase 2 activities, as well as the pending ones from

Phase 1, their progress (% Completed).

Any change in the activities Planned Closure Dates or Real Closure Dates, carried out by the supplier or by GA

(through Dual Control), will be identified by the tool with a Calendar icon preceding the activity. This icon

will be visible when the file is sent to the next actor.

Similarly, changes in % Completed will appear marked in bold.

GA APQP/PPAP Leader will assess the Status of activities

I.S. DOCUMENTS:

The supplier is able to upload some of the required documents.

How to upload documents is described in paragraph 5.7.

After any file is loaded, the supplier must indicate in Completed column whether or not that item is closed, by

selecting Y (completed) or N (not completed). If this is not done, when the supplier tries to Send the file to

GA, the application will remind and oblige the user to complete it.

GA APQP/PPAP Leader may check I.S. documents and assess their conformity in the OK/NOK column.

The Supplier shall add records in the applicable Documents which have not been assessed, or which have

been assessed as NOK by GA APQP/PPAP Leader. The Supplier will not be able to add records in documents

assessed as OK. GA Leader, nevertheless, will always be able to modify the records.

The meaning of the icons shown in this page has been explained in paragraph 5.7. from current Manual.

When the time comes to review and close Phase 2, we should proceed as described in paragraph 8.8.

Remember that the First Off-tool Parts Delivery is considered a Phase 2 activity: once this has been

completed, it has to be reported in TIME PLAN. Therefore the parts should be assessed to proceed with Phase

2 Closure. GA APQP/PPAP Leader saves the Meeting Minutes from Phase Review 2 and updates the Action

Plan in Additional Documents, in INPUT screen.


During Phase 3, similar actions are realised than in Phase 2 (see previous paragraph 8.9), focusing I.S.

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Documents completion.

Once the tooling production is completed, it is time to prepare and send the Initial Samples, i.e., to evolve

from Status 1. I.S. Delivery not Authorised, to Status 2. I.S. Delivery Authorised

The application is checking the following requirements are met, to be able to evolve to Status 2. I.S. Delivery

Authorised:

- INPUT:

*Committed Dates for all milestones are completed

*Planned Dates for all milestones are completed

* Current Engineering Level is completed

* Responsible for Plant Validation and Responsible for Logistics are assigned

- TIME PLAN:

* Phase 1 is closed

* Planned Closure Dates and % Completed are all completed (Supplier responsibility)

* Status are assessed (it is not needed to be equal to 100%), except Phase 4 activities.

- I.S. DOCUMENTS:

* Status (OK/NOK/NA) is completed. For item 3. Initial Samples Report (Cover Page), the assessment has to

be OK, document has to be OK. Prior to this, Supplier APQP/PPAP Leader has to include the relevant

documents.

- INITIAL SAMPLES:

* Cover Page is completed, except Initial Samples Delivery Note / Date / No. of Samples (Supplier

responsibility).

Most of the Data previously listed have been completed in the normal course of the APQP file. INITIAL

SAMPLES Cover Page is rather new: this screen will be described below.

When we place the cursor on the Info icon, a Tooltip will show information pending to be completed, in order

to authorise Initial Samples delivery.

The supplier shall complete all the data under its responsibility (outlined in blue). Otherwise, the application

will not allow changes to be saved.

1. INITIAL SAMPLES: Complete Drawing Date, Safety and Regulation characteristics and IMDS field,

where IMDS Id of one or multiple part numbers can be included (identify this properly).

Delivery Note and associated information is not compulsory information to be completed before I.S.

Status change from 1. I.S. Delivery not Authorised to 2. I.S. Delivery not Authorised, since we don't

even know when they are going to send Samples.

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2. REASON FOR INITIAL SAMPLES SUBMISSION: one or multiple reasons may be selected. If we select

Others, a description has to be added.

3. DECLARATION: The Supplier shall confirm that Initial Samples are representative from serial

production conditions meeting set requirements.

All the checkboxes have to be selected. The application does not allow any exception.

4. SUPPLIER RESULTS SUBMISSION: one or multiple types of documents may be selected. If we select

Others, a description has to be added.

The Supplier is then asked whether Results meet all Drawing and Specifications Requirements. The

answer can be:

o Yes. Then we would complete the Remarks to clarify any topic the supplier would like to

add.

o No. In this case new information appears, where the supplier shall explain the deviations or

requirements which are not met. Besides, there is an additional question, referring to the

existence of Product - Process Deviation submission to GA Project team:

• No. No Product - Process Deviation has been submitted. Then supplier shall

complete the Remarks.

• Yes. A new question appears, to know whether it has been accepted. No matter

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what the answer is (Yes or No), supplier shall then complete the Remarks.

Finally, the supplier completes the Surname and Name of the person who is Responsible to present

the I.S. (it could happen that this is a different person from Supplier APQP/PPAP Leader) and the

Position in the company.

The Date will automatically be saved when we will evolve from I.S. Status 2. I.S. Delivery Authorised,

to 3. I.S. Sent (see paragraph 8.11).

To be able to evolve to I.S. Status 2. I.S. Delivery Authorised we need to make sure that following activities are

completed:

- I.S. DOCUMENTS: Columns Record, Completed, OK/NOK have to be assessed (GA APQP/PPAP Leader).

Besides, item "3 - Initial Samples Report (Cover Page)" has to be OK (GA APQP/PPAP Leader). It is

therefore important that the Supplier completes column Completed, to allow GA APQP/PPAP Leader

to assess the documents.

Once the requirements are all met and I.S. Documents are completed and assessed, GA APQP/PPAP Leader

will change I.S. Status from 1.I.S. Delivery not Authorised, to 2.I.S. Delivery Authorised.

NOTE:

I.S. Delivery Authorisation has been considered in Phase 3, to be consistent with the TIME PLAN. Obviously,

due to frequent changes during project lifetime, it is not easy to ensure that all groups of part numbers within

a file reach this Status 2. I.S. Delivery Authorised just before Phase Review 3.

There will be groups that will still be in Status 1. I.S. Delivery not Authorised, or even others in Status 6. I.S.

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Approved.

An email will be addressed to Supplier APQP/PPAP Leader copying GA APQP/PPAP Leader and Responsible for

Plant Validation, indicating that he should send the Initial Samples. The subject of the mail is as follows:

Initial Samples Delivery Authorisation, Supplier Supplier Name, Project Project Name

In INPUT the Status of the Group for which I.S. Delivery has been authorised, will automatically be changed.

In this screen, GA APQP/PPAP Leader will save the Meeting Minutes from Phase Review 3 and will update the

Action Plan in Additional Documents.


Once the Initial Samples have been delivered, it is time to assess them with the participation of GA Plant. Let

us go back to the Status Change and I.S. Approval flow.

Status 1. I.S. Delivery not Authorised Status 2. I.S. Delivery Authorised

Already explained in paragraph 8.10.

Status 2. I.S. Delivery Authorised Status 3. I.S. Sent

The information shown in Status 2 is the following one:

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There is just one requirement to change I.S. Status from 2. I.S. Delivery Authorised to 3. I.S. Sent: in INITIAL

SAMPLES screen the specific information from the physical shipment has to be completed (delivery note, date

and quantity of parts).

In case Initial Samples have personally been carried to GA Plant, Delivery Note field allows typing a

clarification.

The Supplier shall organize I.S. shipment and will fill out this information. When data are saved, screen is

refreshed and a drop-down list allows Initial Samples Status change to 3. I.S. Sent.

Status 3 is selected, and when change is saved, following Info is shown:

The aim of this Info is to allow the supplier to modify other screens from the file, before file is sent to GA, and

therefore reduce the number of versions which are being created.

NOTE:

Once Status is saved as 3. I.S. Sent, INITIAL SAMPLES screens is “frozen” and no changes are allowed. Neither

the Supplier neither GA APQP/PPAP Leader will be able to change any data.

Following data are automatically saved:

- INPUT: Engineering Level and I.S. Delivered Date for group part numbers whose I.S. have been sent.

Besides, I.S. Status shows 3. I.S. Sent.

- INITIAL SAMPLES: I.S. change Date to Status 3. I.S. Sent, next to Surname, Name and Position of the

supplier responsible to send the Initial Samples.

Automatic email addressed to Responsible for Plant Validation, copying GA and Supplier APQP/PPAP Leaders,

will inform that Initial Samples have been sent and can be assessed. The subject will be:

Initial Samples Delivery ,Supplier Supplier Name, Project Project Name

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Status 3. I.S. Sent Status 4. I.S. REJECTED or 5. I.S. INTERIM ACCEPTED

Once I.S. are delivered in GA Plant, Responsible for Plant Validation has to assess and provide a CUSTOMER

DECISION. Each report will be assessed through following options: NA, Approved, Interim Accepted or

Rejected.

In last field CUSTOMER DECISION is reported: this will be the final and overall Decision on I.S. (icon 1).

Responsible for Plant Validation may use the Plants Reports expandable table (icon 2), to upload documents

such as dimensional reports, Product-Process Deviation signed by project team, documents to be corrected by

the Supplier, etc.

In Remarks (icon 3), he may also add explanations about his decisions or any kind of clarifications.

In this section, GA APQP/PPAP Leader will report his conformity to plant assessment.

An email will be addressed to Supplier APQP/PPAP Leader copying GA APQP/PPAP Leader, Responsible for

Plant Validation and Logistics Responsible.

From this moment on, depending on I.S. Status (4. I.S. Rejected, 5. I.S. Interim Accepted or 6. I.S. Approved)

the way to proceed varies.

Status 3. I.S. SENT Status 6. I.S. APPROVED

The subject of the email will be:

Initial Samples Approved, Supplier Supplier Name, Project Project Name

We may consider that management for group Initial Samples is closed. However, the application allows

1

2

3

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attaching files in I.S. DOCUMENTS for this group or validating OK/NOK. A document that will likely be

generated after the approval of the samples will be the GA Process Audit or the Packaging – Transport

Trial Report.

Status 3. I.S. SENT Status 4. I.S. REJECTED or Status 5. I.S. INTERIM ACCEPTED

When I.S. Status changes from 3. I.S. Sent Plant to 4. I.S. Rejected or to 5. I.S. Interim Accepted, an email

is automatically sent to the Supplier to inform him about the new I.S. Status. He shall then complete the

necessary Action Plan, to correct existing deviations.

File is then sent to the Supplier, and the file version will evolve, therefore ensuring that Initial Samples

Report is frozen with Customer Decision about Initial Samples and no modification is allowed.

An email will be addressed to Supplier APQP/PPAP Leader copying GA APQP/PPAP Leader, Responsible

for Plant Validation and Logistics Responsible. Depending on the Decision, the subject will be:

Initial Samples Rejected, Supplier Supplier Name, Project Project Name

Or

Initial Samples Interim Accepted, Supplier Supplier Name, Project Project Name

The Supplier will be able to do the following actions:

- INPUT: check I.S. Status

- INITIAL SAMPLES: see Plant Reports justifying the decision, for the group which has been assessed, as

well as the Remarks from Responsible for Plant Validation and from GA APQP/PPAP Leader.

En case I.S. Status is 5. I.S. Interim Accepted, in field Remarks and/or Conditions for I.S. Interim

Accepted, GA will add the conditions set by GA to accept the I.S. in this status, as well as the

requirements to get them approved.

Below, a table outlined in blue is enabled, for the Supplier to describe the necessary actions to send

Initial Samples again.

The Supplier shall complete the Non Conformity described by GA or detected by the Supplier, its

Cause(s) and planned Action(s), the Responsible to perform the Action, as well as the planned Date the

action will be completed.

Finally, Supplier shall complete, in consistency with the Action Plan, the Planned Date for New Initial

Samples Submission, and in case a Product-Process Deviation exists, its Validity Date.

If the Planned Date for new I.S. Submission is after Product -Process Deviation Validity Date, the

application will warn the user.

A new Product-Process Deviation should be presented to GA project team, or the Action Plan should be

reviewed, to be able to submit the I.S. before existing Product-Process Deviation expires.

The application does not oblige to change any of the dates. The user may continue to work, by clicking

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on OK.

Once the Action Plan is completed, Supplier APQP/PPAP Leader may modify the TIME PLAN, I.S.

DOCUMENTS for this or any other group, and complete INITIAL SAMPLES from other group. In short, the

Supplier will be able to complete any filed enabled to him, outlined in blue.

NOTE:

This Action Plan for new Initial Samples Submission is not meant to show actions from the project

follow-up Action Plan. We remind you that project follow-up Action Plan can be included in INPUT, in

Additional Documents section.

In conclusion, the Supplier shall Send to GA the file in INPUT screen.

When the file will reach GA mailbox, GA APQP/PPAP Leader will check the consistency and relevance of

the actions described by the Supplier, and will also be able to add more actions.

NOTE:

All the information completed by the Supplier in this Action Plan can be modified and even deleted by

GA APQP/PPAP Leader, in agreement with the supplier.

As the ultimate goal of this loop, when I.S. Status is either 4. I.S. Rejected either 5. I.S Interim Accepted,

is to submit I.S. again and get them Approved, GA APQP/PPAP Leader will have to change I.S. Status to

1. I.S. Delivery not Authorised.

The application then acts in the following way for this group:

INPUT: I.S. Status goes back to 1. I.S. Delivery not Authorised. I.S. Delivered Date is deleted, as

well as the I.S. Engineering Level.

I.S. DOCUMENTS: existing OK assessments from previous I.S. submission are deleted. The items

which are NA and the ones assessed as NOK are unchanged. Anyway, it is under Supplier

responsibility, to make sure that documents are valid for new I.S. submission.

INITIAL SAMPLES: all the data completed by the Supplier in previous Initial Samples submission

are deleted, as well as Plant Reports and Remarks from GA. Action Plan is saved from previous

version.

Finally, GA APQP/PPAP Leader will change the Planned Date for I.S. Delivery in INPUT for part numbers

belonging to this group, and consequently, add a new record in section Reason to Re-schedule,

explaining that I.S. have been either Rejected either Interim Accepted.

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At this point, we shall work as already described, starting from Status 1. I.S. Delivery not Authorised.

7.12. FILE CLOSURE

When I.S. Status from all part numbers, from all groups is 6. I.S. Approved, GA APQP/PPAP Leader can proceed

to close the file. The file will no longer be shown in our ONGOING screen.

The application generates an email addressed to Supplier APQP/PPAP Leader, copying GA APQP/PPAP Leader

and Responsible for Plant Validation. The subject of this email is:

Closed APQP, Supplier: Supplier Name, Project: Project Name

The files closed until now can be seen, including their versions, but there is no possibility to open them again.

8. CHANGES IN APQP/PPAP PROCESS In previous paragraphs, we are considering an ideal process, where a part number is validated without any

change. No part numbers, initially included in the file have been modified and groups defined from the very

beginning remain the same until their validation.

Since this situation occurs in few cases, additional actions have been considered, allowing GA APQP/PPAP

Leader to adapt the file to the different needs.

8.1. ENGINEERING LEVEL CHANGE

Every change in Engineering Level will be reported by GA APQP/PPAP Leader in INPUT screen, as a current

Engineering Level, in field Eng. Level.

The application acts as follows, when current Engineering Level is modified:

A.- No Engineering Level changes are allowed when I.S. Status is 2. I.S. Delivery Authorised or 3. I.S. Sent

B. - When I.S. Status is 1. I.S. Delivery not Authorised, 4. I.S. Rejected, 5. I.S. Interim Accepted, or 6.1. I.S.

Approved, the application will proceed automatically in the following way:

- In INPUT, the file will evolve to a new version and the I.S. Status for the affected group will be 1. I.S.

Delivery not Authorised. If this group was in Status 4. I.S. Rejected, 5. I.S. Interim Accepted or 6. I.S.

Approved, Delivered Date and I.S. Engineering Level will automatically be deleted.

- In I.S. DOCUMENTS, the assessment column (OK/NOK) will be deleted for those documents assessed as

OK

- In INITIAL SAMPLES screen content filled in by Supplier and GA APQP/PPAP Leader, and by Responsible

for Plant Validation will be deleted.

Supplier APQP/PPAP Leader shall therefore continue to work with new part number, as if it were a new

component. Nevertheless, the information already reported in the file is preserved. It is under Supplier

responsibility, to make sure that the uploaded documents are still valid, and to provide documents updates,

whenever needed.

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8.2. PART NUMBERS MANAGEMENT: ADD PART NUMBERS AND GROUP CHANGE

Part numbers groups are created when APQP/PPAP file is created. While the project is running, the I.S. are

being managed or new part numbers are being added, the group structure may not be appropriate anymore.

Below, you may see how to assign or change a part number from group, keeping file consistency. This is solely

managed by GA APQP/PPAP Leader:

A.- New part numbers can be added to a new group.

B.- New part numbers can be added to an already existing group, whenever I.S. Status from the group is 1.

I.S. Delivery not Authorised. In this case, the new part numbers will inherit the data from this group.

C.- Part numbers from an already existing group cannot be moved to an already existing group.

D.- Part number from an already existing group can be moved to a new group, whenever I.S. Status is 1. I.S.

Delivery not Authorised. In this case:

- in INPUT: Planned dates for milestones (Prototypes, First Off-tool Parts and I.S.) will be copied from previous

group

- in I.S. DOCUMENTS: I.S. Documents will be copied from previous group to the new one. Items assessed as

OK by GA APQP/PPAP Leader will be deleted.

- in INITIAL SAMPLES: part numbers will be deleted from the screen of the old group and a new INITIAL

SAMPLES cover page will be generated for this new group.

Below, we will describe in detail how we will proceed in each case, and how this should be managed through

the application.

A.- Add new part numbers to a new group This may be the case for a new nominated tool, or in case we have been aware of new nominated parts once

the file is already created, provided that Committed Dates are the same as in the rest of the file.

This part number will be managed as a new component: I.S. DOCUMENTS and INITIAL SAMPLES cover page

will then be completed.

B.- Add new part numbers to an existing group It can occur that an injection mould is nominated and that new colours are added later; or a die tool that may

produce a new part number by adding an insert, or just the information we receive when we create the file

was not complete.

In these cases, provided that the group where we intend to add these part numbers are in Status 1. I.S.

Delivery not Authorised, we will proceed as already described in case A.

The new part numbers inherit the information from the group they start to belong.

C.- Change part number from an existing group to another existing group The application does not allow this change, since it could lead to many mistakes by mixing part numbers with

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different drawing, different I.S. Documents, etc. This option is not allowed.

D.- Change part numbers from an existing group to a new group You may want to remove one or several part numbers from a group (provided that its/their Status is 1. I.S.

Delivery not Authorised), if we observe that the I.S. delivery will be significantly delayed, or parts require

different I.S. Documents from the existing group.

Another very particular case of the Group Change process will be to resolve a presentation of I.S., for which

Customer Decision is not common to all part numbers from the same group. In this case GA is assessing the

group with the more negative Decision. Supplier APQP/PPAP Leader completes the Action Plan for the part

numbers Interim Accepted or Rejected.

Then GA APQP/PPAP Leader will change I.S. Status of the whole group to 1. I.S. Delivery not Authorised: from

this point Group Change will be executed.

Part numbers which will get a different assessment from the rest, will be moved to another group.

Supplier APQP/PPAP Leader will have to complete INITIAL SAMPLES cover pages from the two groups (the old

and the new one), and to upload/update documents requested by GA APQP/PPAP Leader. A new I.S.

presentation loop will be created, to be assessed by GA.

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