PQR System User Guide

Polaris Supply Chain – Supplier Training Module

Revised: June 15, 2016

Revision Number: 1Polaris CONFIDENTIAL

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Welcome

User Guide for PQR SystemPolaris CONFIDENTIAL

Welcome to the PQR System User Guide Polaris Supplier Training Module.

This training is part of the Polaris Supplier Training program developed to

ensure our supply base has the fundamentals to a valued partnership with

Polaris.

This module will allow you to better understand the requirements, expectations

and process for utilizing the Part Qualification Request (PQR) system when

providing Polaris with your PPAP documentation.

If you have questions, please contact your purchasing or quality representative.

For specific training and requirements of Polaris PPAP submissions, please

reference Production Part Approval Process Training

Critical Process Steps:

Process Usage:

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Process Overview

System supporting PPAP submissionsPolaris CONFIDENTIAL

PQR Generated by Polaris w/

Requirements Outlined

Supplier Notified via Email of PQR

generation

Supplier Fulfills PQR

Requirements

Polaris measures sample and reviews data

Polaris dispositions the

PQR

Once approved, supplier may ship

product

P

P

A

P

Supplier

QualificationPDP

EOL

Safe Launch

Supplier Performance

Product

Assurance

ControlMonitoring Improvement

APQPQuality Event

ResolutionSupplier On-

Boarding

………….Serial

Production…….………MaturityVolume Ramp….SOP PPAP…..APQP……

SupplierSelection

The Quality Lifecycle Management process is a

process to ensure product quality assurance.

The Polaris PQR Form

Important PQR

dates, both due and

received

submissions are

noted here

Overview of the PQR

details including

PQR #, Part #,

Supplier & Buyer

Polaris site QE

assigned to define

the requirements

and review the

submissions

Running PQR history

Supplier comments related to the PQR

submission (completed by the supplier)

Submission requirements as defined by the site QE

based on mitigating risk and ensuring design intent.

One or more items may be selected and are due from

the supplier prior to the due date indicated here.

Polaris comments related to the PQR, additional detail, submission

approved, submission rejected noting reasons for rejection, etc.

FAIR and PPAP Requirements (dual dates)

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Typically used for engineering

samples (PV, PI, etc.) and

Production Tooling Approval.

Product run on Production Tooling

but not run at rate and/or by

production procedures.

Evidence that all customer Design Record

requirements are properly understood and

that the manufacturing process

(encompassing the entire production

process – production tooling, gaging,

process, materials, and operators) has the

potential to produce product consistently

meeting these requirements during an

actual significant production run at the

quoted production rate.

Sample Part and Required Documentation Submission

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Per the SQAM please place the

shipment method of your sample

part and tracking number here

(this will help if your sample

submission is lost)

Send all data electronically (in

.xls, .pdf, .tif or .doc format)

via the e-mail link of the

appropriate Quality Engineer

listed in the PQR system.

Please note in the Supplier Issues section the date

electronic documents were submitted, method, and to

whom. If documented here and submitted correctly the

accountability is now with Polaris.

Also used to communicate through the PQR system –

‘Request a Conditional Approval*’, ‘Request a Due Date

Adjustment**’, and all formal requests

Hard copies may

accompany submitted

samples but electronic

copies must be sent for

PQR submissions to the link

above

• * When requesting Conditional Approval provide a brief explanation and a Conditional Approval end date

• ** Same as above when requesting an adjusted Due Date

Polaris Comments Section of the PQR

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rec’d = Received

lvl 4 = Level 4 (referring to PPAP level)

s/b = Should Be referring to the design record requirement (print)

is = The actual measurement

bal = Supplier balloon print number associated with the feature

sub = Submit or submitted

req = Requirements

NCR = Non-Conformance Report

The Comments section of the PQR has a limit to the number of characters we can

use when addressing the submission. We want to communicate as much as we

can in our responses and because of this we often abbreviate our responses. We

thought it might be helpful to explain some of these abbreviations…

Data Compression for Submission

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Electronic PQR submissions can be quite large. In

order to submit the documents via email to the

appropriate QA please compress by using PDF or ZIP

Note:

Regarding zip files in order for zipped files

to pass through the Polaris firewall the

name Polaris must be in the file name

PQR Performance Rating

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Supplier Performance –

QualityPolicy Statement: Quality will have a

30% weight toward the overall GPA in

2012. PPM Performance will make up

20% of the Quality Performance. PQR

(Part Qualification Request)

Performance will make up 10% of the

Quality Performance

PQR Received Status

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PQRs aren’t received until both electronic

submissions AND sample parts are received by QA.

Once received, the received date will display here.

PQR Received Status (Cont)

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Received Status (both

electronic and sample) can

also be found hereUpper location is received in system,

lower location are received notes

Important note: If Polaris indicates

the data & sample are received and the

supplier or Polaris makes changes (any

change involving submit) the PQR

received status will be removed.

FAQ

If a supplier submits the PQR on the due date and Polaris does not select received

on that day, will the supplier get penalized?

It must be flagged as at least received within the calendar month that it is due PQRs are expected to be submitted prior to the due date on the PQR.

When there are two due dates in the system (for example 1 for a FAIR and 1 for a

PPAP) and we receive the FAIR data on time, does the due date automatically move

out to the later due date once the first on has passed?

Each requirement date is viewed independently however a PQR is only counted once in a given month. For example if the FAIR is due in December and the PPAP in January. The FAIR is approved in December. It counts positively for the supplier in December. The metric does not look at the PPAP date until January.

Confirming the time stamp for calculating “on time” PQRs based off checking

“received”, correct?

Suppliers should try to make sure their submission reaches the plant at least 48 hrs prior to the due date to allow for it to be processed by plant QA. Plant QA should at least flag it as received within 48 hrs of its arrival at the plant.

If a supplier submits a late PQR (and they get dinged) and we conditionally approve

the PQR submission when received a new date is set for the conditional approval –

will the supplier get dinged again for being late to the conditional approval date?

If a PPAP is due in December and the supplier has not submitted it by December 31st, they would get dinged. If we came back in January and conditionally approved the PPAP to be due in January and by January 31st we had not received the resubmission the supplier would have received two hits. One for December and one for January.

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FAQ (cont.)

Why will Polaris not accept hard copies of submission data in lieu of

electronic data?

Hard copies cannot be entered into our system and thus viewed by the many people who need access to the data

Electronic submissions can also be traced verifying date of submission

Why does data need to be submitted in .xls, .pdf, .tif or .doc format?

Data must be submitted in acceptable formats which Polaris can open conveniently

When submitted data to the appropriate QE per the PQR request should

anyone else within Polaris be copied?

It is a good idea to copy the Purchasing Agent and the SQE on submissions

Who approves PQRs and what limits do they have?

Polaris QEs are responsible for final approval of PQRs (in MTY SQEs approval PQRs)

Polaris QEs are not authorized (alone) to make decisions outside of the Design Record for non-compliant submissions unless supported by an approved DCR or Deviation

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FAQ (cont.)

What if multiple revisions exist in the PQR system for the same P/N?

Previous revision requirements can be moved forward to the latest PQR upon supplier request

This is not done automatically and subject to certain conditions

Examples:If the earlier revision has never been purchased the earlier PQR can be retractedIf the elements of the next revision has earlier been met the later PQR can be retracted or approved

Earlier PQR included an approved DCR

The PQR may be a SCARIt may be a supplier change PQR

Other examples/conditions may exist. Please contact the QE listed on the PQR

What if the due date on the PQR cannot be met?

DO NOT ignore the PQR – your metrics will be negatively affected

Notify the QE through the PQR as noted earlier PRIOR to the PQR due date and provide a reason

What if I receive a Conditional Approval and the Req Date on the PQR does

not match the Conditional Approval date?

The QE should move the Req Date out to match the Conditional Approval date. It is a manual process so if the QE failed to adjust the date please contact the QE and request the date be changed. Do this to avoid a negative metric for being late.

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FAQ (cont.)

How important is the PPAP/FAIR sample label and sample submission information in the Supplier Information section of the PQR?

Polaris has many locations and departments. Unless the samples are routed correctly with the correct information the submitted samples can be delayed or even lost

Providing the Shipper Name, Tracking Number and when shipped in the Supplier Information section of the PQR allows for:

Tracking if deliveries are lost or delayed

Provides evidence that the supplier complied with the request – on time

How will I know if the sample part ship location been changed?Always check the Quality Engineer section of the PQR under Ship To: (4th panel right side)

Why must I ship a sample part for a FAIR submission and why must it be made from production tooling?

FAIRs are used for tooling approval. Unless submitted parts are made from production intent tooling the production tooling cannot be verified.

Notify the QE through the PQR as noted earlier PRIOR to the PQR due date

What happens to submitted samples after auditing at Polaris?Samples are scrapped after approval

Sometimes samples may be used for destructive testing and could be destroyed in the process

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Thank you!

Thank You!Polaris CONFIDENTIAL

Thank you for attending to the PQR System User Guide Polaris Supplier

Training Module.

This training is part of the Polaris Supplier Training program developed to

ensure our supply base has the fundamentals to a valued partnership with

Polaris.

If you have questions, please contact your purchasing and/or quality

representative.