Purchasing: OP-84-01 Rev - Quality Name Plate · Purchasing - OP-84-01 Revision - Purchasing:...
Transcript of Purchasing: OP-84-01 Rev - Quality Name Plate · Purchasing - OP-84-01 Revision - Purchasing:...
Purchasing - OP-84-01 Revision -
Purchasing: OP-84-01 Rev - Effective Date: 11-15-17 Owner Approval by Andrew Adams, QA Manager, on 11/14/17 Management Approval by Craig O. Garneau, President on 11/14/17
Printed copies of this document are for reference only and are uncontrolled. Printed copies are not valid after the date of printing.
Purchasing
1. PURPOSE
To establish a consistent process for the purchase of items related to customer contracts and product
quality in order to ensure that externally provided processes, products and services conform to
defined requirements.
2. RESPONSIBILITY
The table below identifies QNP personnel and their responsibility relating to this procedure:
Person Responsibility
Controller Accounts Payable Clerk
Maintains Accounting System Pays on Invoices for Received Products and Services
QNP Management Quality Assurance Manager Purchasing Manager
Evaluate and select suppliers based upon their ability to supply product in accordance with QNP's requirements.
Maintains Approved Vendor List.
Establish level of controls and performance ratings appropriate to suppliers on the Approved Vendor List.
Disqualifies and re-qualifies Vendors whose performance falls below defined acceptable level
QNP Buyers
Department Supervisors
Personnel identified on the Purchasing Authority Control List
Issue purchase order requisitions.
Approve requisitions and issue purchase orders as authorized.
Maintain open lines of communication with QNP Management regarding supplier history and quality issues.
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3. APPLICABLE FORMS OR REFERENCES
The table below identifies the code number and title of documents and references applicable to this
procedure;
Form/Reference Number Title
AS9100 Quality Management Systems - Requirements for Aviation, Space and Defense Organizations
OP-84-02 Verification of Purchased Product
OP-84-03 Counterfeit Avoidance and Mitigation
SR-85-01 Supplier Quality Requirements
FM-84-01 Approved Vendor List/Form
FM-84-02 Purchase Order
n/a Purchase Requisition for Supplies
FM-102-01 Escape Report/Form
FM-102-02 Correction Action Request Form
4. General
4.1. Regardless of a vendor’s status or history, Quality Name Plate is responsible for the conformity
of all purchased products, including products purchased from customer defined sources.
4.2. QNP’s process for managing the risks associated with the accidental procurement and use of
counterfeit materials is documented in Operating Procedure, OP-85-03, Counterfeit Avoidance and
Mitigation
5. Purchasing Authority
5.1. The purchasing authority and responsibilities for individual employees are defined within the
Employee Training Database.
5.2. Purchase orders should only be issued by employees with the appropriate training and authority.
Employees without purchasing authority may submit a requisition for products/services to an
authorized buyer.
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6 Purchase Orders/Flow Down
6.1. The primary source of sequentially numbered purchase orders is the FileMaker Purchasing
database. A Purchase Order shall contain;
Vendor Name and contact information
Ship to/Bill to Address
QNP Buyer contact information
Items Ordered, including as applicable
o A specific description of the item ordered
o The type, class, grade, revision, or other precise identification
o Quantities Ordered
o Prices, if known
o Certification requirements
o Shipping Information or other special instructions
6.2. As appropriate, purchase orders shall also specify;
Requirements for approval of product, procedures, processes and equipment
Requirements for the qualifications of personnel
Supplier QMS requirements
Positive identification and applicable issues of specifications, drawings, process requirements,
inspection instructions, and other relevant technical data,
Requirements for test specimens for design approval, inspection, investigation or auditing
Requirements relative to notifying QNP of nonconforming product, and arrangements for
QNP's approval of nonconforming materials,
Requirements for the supplier to notify QNP of changes in product and process definitions,
and obtain our approval as necessary,
Right of access by QNP, our customers, and appropriate regulatory authorities to all facilities
involved in the order, and their records,
Requirements for the supplier to flow down applicable requirements to sub-suppliers in their
purchasing documents, including key characteristics where required.
6.3. In those cases where Quality Name Plate may be required to verify/source inspect purchased
product or subcontractor service at their premises, Quality Name Plate will specify verification
arrangements and method of product release in purchasing documents, and maintain suitable quality
records.
6.4. If a contract with a customer requires the use of a specific source for a special process, those
requirements shall be flowed down to sub-suppliers through our purchase order. It is the responsibility
of the buyers to periodically verify that suppliers are meeting flow down requirements.
6.5. Supplier quality requirements in addition to those listed on individual purchase orders are defined
in SR-85-01, Supplier Quality Requirements, which is available online at http:QNP.com/AS9100/SR-
85-01.pdf or by request.
6.6. For materials, supplies or processes that are not directly incorporated into QNP products (non-
product buys), a buyer may issue a purchase order though a supplier’s web site or other similar
method. In such cases, where a sequentially numbered QNP purchase order is not issued, it is the
buyer’s responsibility to maintain the appropriate documentation and control to ensure that the
necessary receiving inspection and accounting functions can be performed.
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7. Approved Vendor List
7.1. QNP maintains a register of approved suppliers. The Approved Vendor List, FM-84-01, identifies
suppliers by;
Company name,
Address/Contact Information
Products and/or services supplied,
Quality system,
Approval status (approved, conditionally approved, or disapproved),
Scope of approval,
Classification as a critical, key, or non-key supplier
7.2. To be accepted and maintain an approved status on the Approved Vendor List, FM-84-01,
Vendors and Subcontractors must consistently meet Quality Name Plate requirements for:
On-time delivery
Product Quality
Certs/Documentation as appropriate
Additional flow-down and quality system requirements as specified on individual purchase
orders and/or SR-85-01, Supplier Quality Requirements.
7.3. As part of the approval process, suppliers shall be analyzed in terms of the risks associated with
their processes, products and services. Evidence of the identification and management of these risks
shall be documented in the Approved Vendor List, FM-84-01.
7.4. The selection of vendors and the type and extent of control imposed upon them is dependent
upon:
The type and complexity of the materials, components, and services they supply
Identified risks
The impact they have on the quality of our customer’s orders
8. Evaluation and Monitoring or Supplier Performance
8.1. Suppliers are expected to maintain acceptable On Time Delivery and Quality ratings as tracked
through QNP’s FileMaker Purchasing Database and the Approved Vendor List, FM-84-01.
8.2. As products and services are received on individual purchase orders, QNP purchasing personnel
enters the delivery dates and records any non-conformances into QNP’s FileMaker Purchasing
Database. The database uses that information to provide live calculations of On Time Delivery and
Quality Ratings for active Suppliers.
8.3. The current On Time Delivery and Quality ratings for active suppliers are accessible to QNP
purchasing personnel through the QNP FileMaker Purchasing Database and Approved Vendor List,
FM-84-01. Supplier ratings are compared against established minimum acceptable levels (as set in
the Approved Vendor List), and warnings are generated for under-performing suppliers. Buyers are
prompted to check with Management and take appropriate action before issuing purchase orders to
under-performing vendors.
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8.4. QNP purchasing personnel is encouraged to document additional details and provide feedback
regarding supplier performance in the Approved Vendor List, FM-84-01.
8.5. Trends, statistics, open corrective actions, and other data related to QNP’s purchasing process
are maintained and posted for review on the Purchasing Process display boards located in the QNP
office.
8.6. Overall supplier performance is reviewed by management during periodic reviews of the
Purchasing Process and Management Review Meetings.
9. Qualifying New Suppliers
9.1. As necessary, QNP may procure materials, components, and services from non-approved
suppliers. A buyer may issue one (1) purchase order to a supplier before that supplier shall be
considered for addition to the Approved Vendor List. Until the supplier has been added to the
Approved Vendor List, that supplier shall be considered "conditionally approved" under the
purchasing authority of the buyer.
9.2. Upon receipt of a satisfactory order, verified to meet material requirements, a supplier may be
added to the Approved Vendor List, FM-84-01. If appropriate, a probationary period may be defined
for the supplier during which time it may be subject to an increased level of receiving inspection or
review of performance data.
9.3. Suppliers may be added to the Approved Vendor/Subcontractor List, FM-84-01, based on
supplier quality data obtained from objective and reliable external sources. Example: Hamilton
Sundstrand's 80/85 Approved Supplier List.
10. Recording/Managing Quality & Delivery Problems
10.1. Quality problems and product non-conformances from vendors shall be recorded on the
Approved Vendor/Subcontractor List, FM-84-01.
10.2. If QNP Management determines that it is appropriate to issue a request for corrective action
from a vendor, it shall be recorded on the FM-102-02, Corrective Action Form, and coded with the
prefix "S" to indicate that is a "Supplier" corrective action request.
10.3. As appropriate, a buyer may choose to request an informal action plan to address quality or
delivery problems. In such cases, communications between QNP and the supplier, and the follow up
activities should be documented in the Approved Vendor List, FM-84-01.
10.4. If necessary, QNP may choose to assume the risk for the continued use of an underperforming
vendor.
11. Supplier Disqualification
11.1. QNP Management may determine that a vendor does not meet QNP's quality system
requirements if the vendor;
Consistently under-performs on its delivery and quality metrics
Is unable to correct errors in a timely fashion,
Fails to respond to Corrective Action Requests,
Jeopardizes QNP's relationship with its customers.
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11.2. When it has been determined that a supplier cannot meet QNP’s quality system requirements,
they shall be listed as “Disapproved” and deactivated as an active supplier on the Approved Vendor
List, FM-84-01.
11.3. Disapproved suppliers shall be notified of their disqualification and given the reasons why.
11.4. Should a customer notify QNP that we are not allowed to procure materials or services from a
sub-tier supplier, that information will be documented in the Approved Vendor List, FM-84-01, and
appropriate controls shall be implemented to prevent the unintended use of materials or services from
that supplier for that customer.
12. Supplier Re-qualification
12.1. Upon request for re-qualification from a disqualified supplier, QNP Management shall re-
evaluate the vendor to ensure that corrective action has been implemented to correct the problem
that led to the disqualification.
12.2. If appropriate, a disqualified supplier may be re-approved for active status on the Approved
Vendor List, FM-84-01. As appropriate, that supplier may be granted a probationary re-approval
status which entails additional monitoring and/or control.
13. RECORDS/OBJECTIVE EVIDENCE
The retention duration for records referenced in this procedure are available on-line in the FM-75-01
Master Document List with Revision History.
Records are maintained in accordance with OP-75-01 Control of Documented Information.
14. REVISION HISTORY
Revision, approved date, effective date, and a document change summary for this document is
located on-line in the FM-75-01 Master Document List with Revision History.