Quality Management System Even though it is preferred by AMC that all suppliers become registered to ISO/TS 16949, suppliers at a minimum will be expected to be third party registered to ISO 9001 by an accredited third-party certification body. For more information about quality management systems, please refer to section on quality management system in the Supplier Development Section of this manual. Environmental Management System Although not mandated by AMC, suppliers are encouraged to adopt and implement an environmental management system that supports the efficient use of natural resources, reduces the disposal of waste into landfills and continual improvement of manufacturing processes. In this challenging environment it is essential that we work as a team to eliminate waste throughout the entire supply chain. For more information about environmental management systems, please refer to section on environmental management systems in the Supplier Development Section of this manual. Bringing Materials into an AMC Facility American Mitsuba Corporation at all facilities is certified to the ISO 14001 Environmental Management System. Due to this, it is a specific requirement that American Mitsuba's suppliers are aware of its intentions to be environmentally conscious and track the use and disposal of any volatile chemicals associated with any of its products, especially when used at any of its sites. Cases may arise when a supplier may be required to bring special chemicals inside an American Mitsuba facility (i.e. sorting/repair of nonconforming product). We are asking that you comply with the following procedure when you bring any chemicals into American Mitsuba's sites. Step Step 1 Action Notify American Mitsuba s Environmental/Safety at AMM, the Health/Safety Technician at AMI, Environmental Manager at AMB, or your Buyer and provide a copy of the MSDS/SDS sheet along with the VOC (lbs. per gallon) for review. Step 2 Environmental/Safety Associate will approve or disapprove the chemical. American Mitsuba will provide feedback to the supplier. Step 2a The chemical is approved. Continue to step 3. Step 2b The chemical is not approved. An alternate method of repair must be found and submitted. Cannot continue to step 3. Step 3 The chemical may be brought into an American Mitsuba facility in a properly labeled container. Step 4 The chemical must be stored in one of AMC's Hazardous Material cabinets. Step 5 All chemical usage must be properly documented. Page 1 of 7
If you have any questions concerning this procedure, please call: Safety Specialist at AMM (located in Mt. Pleasant, MI) 989-779-4942, HR Manager at AMI (located in Monroeville, IN) 260-623-3700 ext 2425. Safety/Env Compliance Manager at AMB (located in Bardstown Kentucky) 502-348-3100 ext 4888. AMC Owned Tooling All dies, patterns and tooling charges must be quoted separately and will become AMC s property subject to removal at any time with no additional charges incurred, unless AMC agrees otherwise in writing. All customer owned tooling and equipment that remains at the supplier s facility shall be properly tagged and identified as PROPERTY OF AMERICAN MITSUBA or in accordance to the requirements of the American Mitsuba customer that owns the tooling. Where multiple cavity tooling is utilized each cavity should have an I.D. mark. This mark and its location in relation to the product must be approved by the AMC Quality Department. Lot Traceability The supplier will practice lot control in a manner consistent with good manufacturing practices. This shall include, but not be limited to, identification of lot number and production date, with timely rotation of materials and goods. The practice of FIFO (first in/first out) must be applied. The supplier will systematically trace the parts delivered to AMC to facilitate in the identification of a product in the event of a nonconformance in a production run in similar products or dates. This should have the ability to trace to material subcontracted by the supplier. This traceability will be to the level of subassembly parts used in the suppliers processes and final product. Appearance Items An appearance item is an outward aspect of a product or condition that is visible to AMC and/or AMC s customer once it is produced. Appearance items are subjective to the material types and processes, in relation to accepted industry standards and customer requirements. Appearance items are conditions generally noted as burrs, chips, dents, color, discoloration, cracks, porosity and other like abnormalities are considered by AMC to be nonconformities. The product that AMC initially approves for Mass Production is one that represents the best part condition, one that generally is expected of a customer from a supplier. Appearance items are generally referenced on the engineering drawing. In the event that a deformity not covered on the engineering drawing appears in the product the supplier must consider these to represent an unacceptable condition. Acceptance of an appearance item by AMC depends on the location, functionality of the item and any AMC customer specifics. Suppliers should use the normative reference part that was submitted at PPAP as a guide of acceptability. Refer to the section that directs AMC policy on PPAP for further clarification or direct questions to the AMC Quality Department. Page 2 of 7
Appearance Items Nonconformances In the event that an approved product develops an appearance type of condition as indicated above, the supplier will seek AMC temporary approval by submission of an AMC Deviation Agreement. If the condition is one that cannot be permanently fixed, then the supplier will contact AMC Quality Representative for approval prior to the expiration of the Deviation Agreement. Control of Inspection, Measuring and Test Equipment Lack of a laboratory facility will not exempt a supplier from providing AMC with applicable test data. Suppliers will ensure that the IMTE (inspection, measuring, and test equipment) utilized for the verification of production parts supplied to AMC will be adequate for the measurement being evaluated. Suppliers must make sure that IMTE be handled and calibrated in accordance with current edition of ISO 9001. All IMTE supplied by AMC for supplier use will be identified and must be calibrated as prescribed by the AMC Quality Dept. This includes when damage is suspected to the IMTE, AMC will be notified immediately and all parts segregated to be re-certified prior to shipment to AMC. If product is already shipped or in-transit, the supplier must notify AMC with all pertinent information and comply with section pertaining to the discovery of nonconforming product. Control of Nonconforming Product Each supplier must provide AMC the name of the individuals who are responsible in the event of a nonconformance. This must be organized so that it is known who has direct responsibility for implementing a corrective action and reporting to AMC. Generally, this contact would be the Quality Manager or similar position within the suppliers organization. Information must also detail who is next in line for communication should that individual not be available to ensure that AMC will always have a contact no matter the circumstance. The contact names, position/title, phone w/ ext. must all be included at a minimum. When there is a restructuring of the suppliers organization, this information must be relayed to AMC within a reasonable amount of time. When a defect is found by the supplier, or is suspected to be in products shipped by the supplier or in transit to AMC, the supplier must notify the AMC Quality Department immediately. The supplier must then comply with all remedial actions requested by AMC. Discovery of Nonconforming Product(s) Nonconforming products found at AMC will be dispositioned by AMC. A $100 administrative fee will be assessed in addition to any costs related to nonconforming product received such as sorting, labor, rework, etc. The supplier will comply with AMC disposition instructions without delay. Once product has been dispositioned and determined to be a supplier's responsibility, AMC will request a supplier to authorize the return shipment of the product. This product should be removed from AMC within 24 hours of contact. Page 3 of 7
In the event that a supplier is not in agreement with AMC's disposition, the supplier may conduct its own investigation. When the results are known, the supplier may initiate a change request for the lot of suspect material. If AMC grants an approval of the change request, the supplier will comply with the IPP procedure. Product shipped due to an engineering change without a proper IPP tag may be turned away or sent back. This will also reflect negatively on the supplier s performance rating. In the event a suppliers nonconforming parts requires AMC to visit the supplier, the supplier may incur, at the discretion of AMC, all related costs including but not limited to travel, hotel, meals and lost work time. If any AMC Associates are required to sort any supplier goods, that supplier may incur a sorting charge up to $100 per man-hour. The supplier will also incur all related costs including, but not limited to, machine and/or process downtime. When an AMC supplier s reject is found at one of AMC s customers facilities, that supplier will provide any assistance as requested. If no assistance is provided after requested, then the supplier will incur all related costs including travel, hotel bills, as well as the labor charge up to $100 per man-hour. For further explanations of AMC expectations, refer to the section for the Control of Nonconforming Product. Handling, Storage, Packaging and Delivery 100% on-time delivery is a requirement for all AMC suppliers. Suppliers will adhere to all specified delivery times and ship methods. Optimal receiving hours for AMC receiving departments is between 7:00 am and 2:00 pm, Monday through Friday. Failure to meet this window continuously or to be negligent of these times will reflect on the supplier s rating. Authorization for premium or nonstandard freight expenses must be obtained prior to shipment. If the supplier receives no prior authorization, all costs for freight will be the supplier s responsibility. Premium freight is defined as any expedited shipments above and beyond the agreed upon shipment frequency and is not limited to air freight. All suppliers are required to maintain sufficient inventory levels to meet sudden changes in volumes due to customer requirements and market developments. AMC expects our suppliers to maintain an inventory level of 20% over Purchaser s average weekly mass production volumes for safety stock unless otherwise specified in a written agreement signed by the Purchaser and the Supplier. This will assist AMC in maintaining our required production and prevent excessive expedited freight costs for all parties involved. Process and Material Changes Any process/material changes will be handled by utilizing the Process and Material Change form as required by the established IPP control system. Both the IPP control system requirements and the IPP form are provided as separate documents in this supplier manual. Page 4 of 7
AMC s policy toward receiving shipments is as follows: Suppliers will use only AMC preferred carriers. Country of Origin Statements must be supplied for each product part number supplied to AMC. A copy of the MSDS/SDS for material used in products supplied to AMC must be included with the Bill of Lading the first time any product is shipped to AMC. Packaging Requirements Suppliers are required to propose a packaging method during the selection process to be reviewed by AMC. Each individual package must not exceed forty pounds and should provide sufficient protection for the parts during shipment and storage. The packaging cost and method will be confirmed. Suppliers will adhere to all AMC requirements for packaging of product to AMC to ensure that the parts are fit for use at delivery. Quality Audits In accordance to ISO/TS 16949, American Mitsuba Corporation is responsible for the evaluation and selection of suppliers on their ability to supply products in accordance to customer requirements, expressed and implied. American Mitsuba Corporation may audit its suppliers for: a) Quality System procedures, their implementation and enforcement; b) Control of processes and product quality; c) Continued compliance. Quality audits may be used to ascertain the contracted organizations ability to meet and sustain the quality requirements of American Mitsuba Corporation. The audit may be conducted to initially assess the viability of an organization and to detect weaknesses in the organization s quality system program(s) in order to help define the relationship and expectations between American Mitsuba Corporation and its suppliers and as part of continuous improvement for suppliers. Document and Data Control Suppliers must establish as part of their Quality System a procedure for the control of documents and data to ensure that only the most current revisions of documents and data are issued for use. This control must ensure that all obsolete documents and data are removed from points of use and properly identified. Engineering drawings and specifications are sent to the supplier for tooling and mass production. The supplier should incorporate a system that ensures only the most current revision of a drawing is being used to produce mass production parts supplied to AMC. Production part approvals, tooling records, APQP records, purchase orders and amendments will be maintained for the length of time that the part (or family of parts) is active for production and to meet all service requirements unless otherwise specified by the customer. Purchase order/amendments for customer-owned tooling are included in this requirement. Page 5 of 7
Quality performance records to include control charts, inspection and test results will be retained for life of product. Those components that are considered under critical safety classification must have records maintained for a minimum of fifteen years after end of production. Records of internal/external quality audits and management reviews will be retained for three years. Records of preventive maintenance activities, action plans and management reviews will be maintained for one year. These retention requirements are considered to be minimum and do not supersede any regulatory requirements. Customer-Specified Special Characteristics Special Characteristics: a) AMC may specify special characteristics on the drawing according to customer requirements or expectations. b) Special characteristics are important for product function and may conflict with applicable laws or regulations if found to be nonconforming. c) Generally, special characteristics require Measurement System Analysis, confirmation of process capability index (Cpk) and Statistical Process Control. Necessary information will be separately provided to the supplier on an as needed basis. Fitting Area for Customer Use: a) AMC may specify the fitting area for customer use with a symbol displayed on the drawing. The supplier shall obtain information regarding the fitting area for customer use from AMC s Purchasing Department, Design Section or the Process Design Division of Mitsuba Japan. b) The fitting area for customer use is an area used by AMC s customer to FIT the product. Nonconformity of this area is difficult to detect in AMC s manufacturing process, and is likely to cause serious issues to the customer. c) The supplier shall exercise special control for this area including error-proofing (poka-yoke) and special measuring tools and/or equipment. Page 6 of 7
Definitions and Symbols of Special Characteristics: Note: Suppliers are not allowed to request a Deviation Agreement (TDA) for critical safety parts and critical regulatory characteristics of critical AR parts. Page 7 of 7