SUPPLIER EVALUATION WORK INSTRUCTION

Transcription

1 Page 1 of 6 1. Purpose and Scope To provide instruction to all TGI Associates regarding the evaluation, selection, monitoring or performance and re-evaluation of external suppliers providing product(s) or service(s) to TGI Direct. 2. Definitions Process Owner Resolution Team Root Cause Supplier Quality Action Request (SQAR) TGQ 6.7 TG 430 TGI Suppliers List The Manager responsible for the overall direction of the department, who institutes and monitors procedures, investments and pricing. A group of associates (from 2 to 5) drawn together for problem solving brainstorming and Corrective Action Request or SQAR closure. The true or underlying reason for the problem. Not the symptoms that arise as a result of the problem. Action taken to eliminate a supplier provided product nonconformity, defect or other undesirable situation in order to prevent recurrence. A list of TGI's evaluated suppliers 3. Responsibilities ALL ASSOC AUTH PURCH MGR & SUP RES TEAM All Associates Authorized Purchasers Managers & Supervisors Quality System Administrator CAR Resolution Team 4. Authority CFO Chief Financial Officer

2 Page 2 of 6 5. Revision History Revision 1 (2/3/17) Created new WI. Training is required. 6. Instructions 1. TGI CZ Knowledge Center (TG 430 TGI Supplier List) Each vendor listed is usable unless assigned an evaluation code DNU. DNU - Do Not Use Note of Restriction (which will be detailed in a comment description) Senior Accounting Associate Maintains the TGI Supplier List in the Sage 100 (previously MAS90) system. Will post the Supplier List to the Knowledge Center no less that twice per calendar year Will request TGI Direct Authorized Purchasers to review their vendors annually. Notify managers and supervisors of (TG 430 TGI Supplier List) update. TGI Direct Authorized Purchasers Annual review of their suppliers and document the review in their training logs. Request a new supplier by completing New Vendor Request Form (TGQ 6.41), submit to the Senior Accounting Associate 2. Supplier Evaluation/Selection Specific guidelines related to a Supplier Evaluation/Selection process are defined in QSP Purchasing Procedure and QSP 8.4.2:Purchasing Process Procedure 3. Monitoring of Supplier Performance The monitoring of performance for the Suppliers is conducted on an on-going basis by the TGI Direct Authorized Purchaser (or TGI designate). Suppliers providing tangible material(s) are monitored by: Product QC's in accordance with the appropriate TGI Work Instruction(s) TGI Proofing WI (s) WI Digital Printing Proofing WI Art/Graphics Proofing 7 Variable Output

3 Page 3 of 6 Instructions (Continued) WI Client Proofing WI Receiving On-site inspection(s) WI Handling of Nonconforming Product Service Vendors: VPIS Data Center monitoring/evaluations An annual on-site walkthrough and documented spot audit of the facility An annual SOC 2 type 1 security audit Payment Card Industry Data Security Standard (PCI DSS) validation VP Operation Annual planning and review meetings (Xerox, Inkjet, Maintenance, Software) Executive Management Supplier Contract Review 4. Supplier Quality Action Request (SQAR) All associates shall follow the same steps in initiating a Supplier Quality Action Request (SQAR - TGQ 6.7 rev 1), documenting a supplier nonconformance and route thru the. The authorized purchaser will initiate a SQAR complete: Section 1 - identify basic information such as name, date, supplier, job Section 2 - identify the problem, define the issue, and describe containment action taken Section 3 - identify area(s) of concern, corrective action, preventative action, customer concern At this point the problem should be fully defined and a short term fix implemented to ensure the problem has been contained so it cannot reach the client. 5. Schedule Resolution Team Meeting(s) Resolution Team members shall contact one another to schedule their meeting as soon as possible after receiving notification of their participation on the team 6. Advise the of the Team Meeting Scheduled The Resolution Team shall meet as often as needed to define the Root Cause of the problem and develop suggestions regarding irreversible Corrective Action. The Resolution Team shall meet only for the purpose of resolving the stated problem and shall be disbanded when the

4 Page 4 of 6 Instructions (Continued) SQAR is closed. The objective is to involve people on the Team who know the issues and can contribute to the solution. 7. Review Resolution Team Findings The shall consult with the Quality Team members to ensure that the Resolution Team findings address the problem, root cause and develop an appropriate irreversible action, which leads to improvement in processes, product and client satisfaction. Acceptance of the Resolution Team findings indicate a closing of the SQAR. Rejection will occur when the root cause is questionable, the analysis was poorly performed, action recommended does not fit the problem, is inadequate or is unreasonable. The Resolution Team will be asked to meet further if this is the case. Should the outcome point to a need to revise TGI Procedures, Work Instructions, forms or other documents, these revisions will be submitted by the owner of the document. The will forward any change/update to the Suppliers' status to the Senior Accounting Associate who will apply the change/update based on the final SQAR solution or as requested (in writing) by Management. 7. Procedure References Control of Externally Provided Processes, Products & Sevices-Type & Extent of Control QSP Control of Externally Provided Processes-General QSP Leadership and Commitment Procedure QSP 5.1 Purchasing/External Providers QSP Instruction References ART/GRAPHICS PROOFING & VARIABLE OUTPUT INSTRUCTION WI CLIENT PROOFING INSTRUCTION (Recommended) WI DIGITAL PRINT PROOFING INSTRUCTION WI HANDLING OF NONCONFORMING PRODUCT WI RECEIVING INSTRUCTION WI

5 Page 5 of 6 9. Records TG # Supplier List 3 yrs TGI Suppliers List TG yrs Supplier Quality Action Request TGQ 6.7 Retain for a minimum of 3 years

6 Page 6 of Addendum - Flow Chart TGI CZ Knowledge Center (TG 430 TGI Supplier List) Supplier Evaluation/Selection Monitoring of Supplier Performance Supplier Quality Action Request (SQAR) Schedule Resolution Team Meeting(s) Advise the of the Team Meeting Scheduled Review Resolution Team Findings