Qualification of New Suppliers. Reduced Costs. Recent experiences of a quality professional. Lisa E. Moore, BASF Quality Specialist

Transcription

1 Qualification of New Suppliers in An Economy Emphasizing Reduced Costs Recent experiences of a quality professional with raw material specifications responsibility Lisa E. Moore, BASF Quality Specialist

2 Challenge Problem: Economic downturn has created a push to qualify new low-cost suppliers Challenge: To maintain an uncompromised qualification process in contractual agreement with Procurement meeting the needs of Operations at an accelerated speed

3 To Be Addressed Qualification process example Liaison and researcher On-site audit alternatives Educating Procurement Recent experiences of supplier qualifications

4 Qualification Process Supplier Manufacturer Distributor Supplier Approval Provides needed information for Ops & Lab Enables capability to unload without delay Exceptions Develop emergency process to use an unapproved supplier Waivers with Ops/Lab approvals

5 Key Players in Qualification Process Quality Specialist Raw Materials Administrator Manufacturing/Operations Laboratory Procurement/Purchasing Product Manager/Marketing

6 Qualification Process Initiate t request for new supplier to QS Administrator i t Provide info to QS &Operating Unit Mfr name Mfg location Primary contact info for mfr Name Physical/ addresses Phone/fax telephone numbers Secondary contact information Identify if distributor or not Identify suppliers to be used Consider customer notification Management of Change process Communicate to Product Mgr/Marketing

7 Qualification Process Work w/procurement, Mfg, Lab to determine how the new supplier will be qualified may be a combination of any or all techniques Lab/pilot plant test by R&D and/or QC using sample of material Successful plant test conducted by Mfg under controlled process conditions using supplier s material Review and acceptance of knowledge from references MSDS Technical Data Sheets Questionnaires Audits Quality surveys In house lab testing against pre-established raw material specifications SQC to verify supplier s mfg process is in control On-site supplier audit CoA Registrations ti ISO 9001 RCMS Other

8 Reasons to Qualify New Suppliers Price advantage due to increasing costs of existing raw materials Mfg location changes due to economic downturn Shutdowns

9 On-site Audits Travel restrictions may prohibit Due to cost reduction measures When possible, conduct the audit Include Ops Lab Note: QS leads the audit Send a copy of supplier acceptance letter with requirements (established spec) Supplier signature indicates acceptance May note exceptions for consideration Rejects? Waivers? Provides basis for SCARs Supplier Corrective Action Reports

10 On-site Audit Alternatives When critical raw materials require an audit Find a qualified auditor near the geographic location of the supplier Look within your company For multiple sites Contact ASQ Sections for certified auditors Always looking for auditing experiences Provide the checklist to be used Reciprocate the favor

11 On-site Audit Alternatives QS Hosts a Technical Exchange/Supply Chain Mtg Invite Supplier Procurement Operations Laboratory Discuss needs, obstacles, and expectations Allows face-to-face interaction Clears up ambiguities Develop plans of action beneficial i to both supplier and host company Postpone the audit but monitor the material to ensure it meets requirements SCARs Deficiencies when compared to specs Supplier Raw Material Report Cards Advises suppliers of performance history Provides opportunity to Complete sign off Close SCARs with corrective action plans Updates contact information

12 Ensure clear understanding of expectations Contact person Liaison between Lab Operations Procurement Supplier Research skills Gather information/facts Internet Supplier

13 Example: Qualification Process for Distributor Limited Base Knowledge Grandfathered specification from another location No historic background Supplying material from 2 processing centers Drastically different production specs for same product 1 met requirements 1 did not meet requirements Internet research investigation results Reported results were dependent upon mining location of material Quality specialist was able to identify correct processing location to meet requirements Able to specify this on the raw material specifications Ensure on-spec raw material

14 Success Tips Inform others (Procurement) within the company of the site supplier qualification process Integrate site process with Corporate processes Quality Group must be included early on in communications to establish a new supplier

15 Supplier Approval Process Diagram

16 Supplier Approval Manufacturing Product Manager (Marketing) Purchasing Laboratory Supplier Quality Specialist RMS Number and/or Article Number (Manufacturing) Buyer of Record (Corporate Purchasing) Supplier (Purchasing/Marketing) Recommended Specifications (Manufacturing) Special Shipping Instructions (Manufacturing) Lab Test Methods and appropriate QC s (Lab) Prepares RMS if new raw material Quality Specialist Supplier Approval Form One or more of the following techniques is utilized Successful lab/pilot plant test by R&D or lab using sample of raw material Successful plant test conducted by production under controlled conditions using sample of raw material Review and acceptance Site of a collection of acquired knowledge from references, Qualification questionnaires, audits and/or Techniques quality surveys In house laboratory testing SQC Supplier Audit Certificate of Analysis and/or ISO 9000 or QS-9000 registration in combination with one or more of the above techniques. Manufacturing Marketing / Purchasing Laboratory One or more of the following techniques is utilized Certificate of Analysis Sample Supplier for in-house analysis Qualification SQC Supplier Techniques Audit Supplier Technical Data Sheet.

17 Quality Specialist RMS (purchasing Report) Supplier Acceptance Letter Request for qualifying information Supplier Evaluates and distributes required information to Manufacturing, Marketing/Purchasing, and Lab. Issues Updated / New RMS with Approved Supplier Manufacturing Marketing / Purchasing Laboratory Supplier

18 Addressed Qualification process for raw material suppliers Solutions to on-site audits due to restricted travel Importance of research Importance of 1 contact person Uncompromised quality in an accelerated timeframe Buy-in from Corporate Purchasing