Toyota’s IMDS Frequently Asked Questions Ver.4 · Toyota’s IMDS Frequently Asked Questions 5 Version 4.1. March 2008 Confidentiality Does IMDS take into account confidentially,

Toyota’s IMDS Frequently Asked Questions

Ver.4.1

Toyota’s IMDS Frequently Asked Questions 2 Version 4.1. March 2008

INDEX Introduction……………………………………………………………3 The use of IMDS………………………………………………………4 Difficulties to obtain data from suppliers……………………………...4 Confidentiality…………………………………………………………5 Wrong request……………………………………………………….…6 Part number…………………………………………………………….6 The use of standards……………………………………………………9 The content of the datasheet…………………………………….…….11 Different colours……………………………………….……………...12 Basic substance………………………………………………………..12 TOYOTA Supplied Part……………………………………………….13 Errors…………………………………………………………………..15 Correction of the datasheet……………………………….……………16 Contact.………………………………………………………………..18

(*)Note: Meaning of “Designation”:

In this manual, the codes specified by Material Standards are called “Designation”.


Introduction The aim of the “Toyota IMDS FAQ” document is to support Toyota’s suppliers

in the submission of Material Datasheet (MDS) into the International Material Data System (IMDS) to Toyota. This document does not mean to be a full training, but a support complement to solve questions and problems during MDS submission.

We strongly recommend the use of the “IMDS Manual for Toyota Options”, as

well as the IMDS Recommendations. (The Manual is uploaded in the IMDS website www.mdsystem.com )

Please also check other training options which are available in IMDS’s website

to assure a good knowledge about the system. Data collection through IMDS is important for Toyota and other Original

Equipment Manufacturers (OEM’s) to control the material composition of the parts delivered from the suppliers. The information contained in the submitted MDS allows OEMs to demonstrate the compliance with the legislation in force.

The creation of this international system is based on the following main

documents: - The End- of- Life Vehicles Directive (2000/53/EC), its Annex II and the

created amendments; - Type Approval Directive 70/156/ECC and its amendments; - Type Approval for Reusability, Recyclability and Recoverability Directive

2005/64/EC. - Toyota Standard TSZ0001G “Control Method for Substances of Concern”. - The Global Automotive Declarable Substances List “GADSL”. - EN, ISO, DIN, JIS standards and other material classification list like VDA. MDS submission is a practice that is gradually expanding along the whole

supplier chain. Therefore, IMDS is an useful tool for OEMs and also for suppliers to control their sub-supplier’s compliance. For these reasons, we would like to promote among the supplier chain the most accurate MDS submissions in all IMDS user’s benefit.

We encourage all suppliers to communicate with us about all the faced issues in

process of data submission. Based on your question, we update this manual to improve our support to all

the users.


The use of IMDS

We do not use IMDS for confidentiality reasons. We prefer to answer directly to the customer. Upon your request, we send you the "FORM B" and "FORM C" for the products that we supply to Toyota. First of all you have to take into account that: - Form C is only a declaration of no use of banned substances

=> it does not contain any information on materials. - Form B can only be used for raw materials, not for parts and

components. Therefore, we still need the information on:

- Materials to calculate the recyclability and recoverability rate - Reportable substances because those substances are covered by

legislation in other countries or there are proposals to regulate those substances.

This is the reason why we use IMDS and we do not request confidential information from you. Our requirements are: declaration of 100% material, 4 metals banned by ELV directive, and all substances listed in our Toyota SOC list. Difficulties to obtain data from suppliers

We cannot submit data, because our supplier has not submitted component data to us yet.

Please check the Part List which is attached to our official request email.

If the component part whose data you are waiting to be submitted from your supplier is shown as TOYOTA Supplied Part, you don’t have to receive the data from your supplier. You can input dummy data of TOYOTA Supplied Part. For the detail, please refer to chapter ‘TOYOTA Supplied Part’ of this manual and IMDS Manual for Toyota Options.

If the component is not TOYOTA Supplied Part, but a self-supplied part, it’s your responsibility to follow up your supplier to submit

component data to you.


Confidentiality

Does IMDS take into account confidentially, proprietary information and commercial issues for the users of IMDS?

IMDS has created the "Users Condition" document. It is a tool that

guarantees that the data will not be used for any other purpose than for environment and regulation related issues.

If I send a datasheet to a certain recipient, is this the only one who can see it? Can every user see the datasheet?

By selecting appropriate button, you can choose whether you may

release your data to all IMDS users or only to the selected recipients, in “Recipient Data” section.

- “Send”. To send your data to one supplier you selected. - “Propose”. To send your data to several suppliers you selected. - “Internal”. To release your data internally.

(This process is needed for module data only) - “Publish”. To release data to all IMDS users in the system.


Wrong request

I have been requested certain parts for a wrong supplier code, what can I

do?

In case this happens, please contact us, so that we can start an investigation to clarify the situation and request the right part number to the right supplier code.

Part number

Some of the part numbers have a letter at the end.

What is this?

This letter is called ‘Minor Code’. When the Engineering Change is given to the part, its Minor Code is upgraded.

For example, 1234567890- A will become 1234567890- B when the

Engineering Change occurs to this part number.

For Toyota, it is very important to receive the right part number with the right “Minor Code”. At the moment of submitting datasheets, please take into account the following concerns:

- In the case you receive the e-mail request for the part “876540D010”.

If you have also the drawing for the part “876540D010 A”, please submit the requested part number without the “A”.

- If you have received a request for “876540D010 A”, but this part has already been upgraded “876540D010 B”, please first wait until you get the official e-mail request for “876540D010 B”, otherwise your datasheet will be rejected. Please understand that Toyota appreciates your proactive attitude, but our system can accept the datasheets that have been requested only.

We need only data with requested part number.


Are the part numbers with letters the same as the part numbers with only numbers? Example: 587410D020 and 5874102020. Do we need to enter them?

For your reference, parts with similar part numbers are usually parts from the same family. They are maybe just different because of the size or the position on the car (left or right, front or rear).

This means that each part number is unique, despite the similarities with

other part numbers. That is why it is so important for Toyota to receive the right part number.

The best and the easiest way to proceed, is to submit the part numbers

mentioned in the official e-mail request. That way you are sure your submission is correct.

Of course, in case that parts are the same (left or right side for example)

but have a slight different part number then you can follow these steps:

- Make a copy of your datasheet, - Create a new datasheet with new ID, - Update the part number and the description and - Send it to Toyota Motor Corporation (ID:10674).

Do I need to add the “T” at the beginning of a part number and the “-” in between a part number?

When you receive the request from Toyota, you will notice that the part has a structure like “T87654-0D010 A”. At the moment of submitting the data through IMDS, you can omit the “T”, and the “-”, because it is used only to make the reading easier. You can also, eventually omit the space between the part number and the letter (“Minor Code”). Our system is ready to recognize the part number with or without “T”, “-” or “ ”(space).

Anyway, if you get a request for a part like T87654-0D010 A, you can

submit it as: 876540D010A.

IMPORTANT:

Although you can input the part number directly by hand, it’s more accurate to search the appropriate part number, and apply it. For the detail, please refer to the next question.


When I want to send a MDS, the part number is not in the list in the “Recipient Data” Screen of IMDS. I cannot select it.

Once you have completed the tree structure and the “Supplier data”, you

enter the “Recipient Data” screen. There, you select the company to which you want to send your datasheet. Later, you have to enter your supplier code. Remember that the supplier code is now 8-digits number (check the “Subject” of the official request email to be sure of the right supplier code). Once the supplier code has been input successfully, you get a new screen allowing you to give the part number of the datasheet you want to submit. (Please refer to a screenshot in the next page). In the “Company Data” screen, please follow these instructions: 1. Please click ‘Search’, 2. Find your part number whose data you are about to send. 3. “Apply” it. Then, you can see the part number in the field.

If you cannot find the part number whose data you want to send, there

can be the following reasons: 1. You have never been requested the data of the part.

No need to input, because it is a not requested data.

2. You have input the data before, regardless you were not requested, and the data was accepted. Later, you were requested this part.

Please input the part number by hand typing.

3. You are trying to input part number with proceeded “Minor Code”. For example, you were requested part number, ‘…-A’, but you are trying to input ‘…-B’, because you already know ‘…-A’ will be changed to

‘…-B’ in the future. We need only the requested data, and don’t need

proceeded data. IMPORTANT: Although you can input the data with proceeded ‘Minor Code’, the status of the requested part will remain as ‘Not submitted’ as long as you don’t input the requested part’s data.

Although you also can input it directly by hand typing, we would like you to use this ‘Search’ function to avoid wrong input.


4. You are requested the part number, but it is not shown in ‘Total records found’.

Please tell us which part number is missing, by sending an e- mail to the address shown at the end of this manual.

The use of standards

Which standard should we report?

Toyota wants to have some international standards such as ISO or JIS in the “Norms/Standards” field for every material. Or, if Toyota Standards describe the materials on the drawing, they can be input in the “In- house Norms” field.

Where can I get the list of Toyota standards? For Japan suppliers, please make contact with the Purchasing Division of

Toyota Motor Corporation. For EU suppliers, please make contact with Ms. Catherine Marchal

(TME-Engineering Information Management Department): [email protected]

For Toyota Tier 2 suppliers, etc, please ask this information to your customer (our Tier 1 supplier).

SEARCH Although you can input the part number by hand typing, we recommend you to use the “Search” to avoid wrong input.


How should we input standards?

When you input standards, please follow the steps below:

- Click “+” button, and select the category of the standard.

ex: Toyota Standard select ‘TS’ Public Standard select ‘ISO’ ‘JIS’ etc.

- Input the rest part of the standard, and “Apply”. ex: In case of ISO1043, please input ‘1043’ here.

- You will find the complete standard in the field “Norms/Standards” or “In- house Norms”.

For the plating and parts which have no standard or designation*, such

as electronic parts, you can use the data which has been created by us. For more detail, please refer to the ‘IMDS Manual for Toyota Options’.

Why can’t we see the standard in the data from our suppliers?

If your suppliers input OEM standard, only OEM can see it. This is why

you cannot see the standard.

When I input material data, what should I select in the pull down menu at the left side? Against what should I check the substances in my datasheet?

We recommend you to select ‘GADSL’, because the data of substances which TOYOTA needs are included in the GADSL.


When I try to send a datasheet I get the message “Warning: Please

register a public norm or a Toyota in-house norm”. Why do these messages appear? What do I have to do to correct it?

This warning message appears, because for Toyota it is very important to have: - Public standard in ‘Norms/Standard’ field, or in-house standard in

‘In-house Norms’ field. - Designation* in ‘Name’ field

The reason of asking this information is because it is impossible for our in-house system to identify a material with 100% accuracy, using only the description of the material you have typed.

The content of the datasheet

Does the datasheet have to contain 100% of material composition or only substances from the SOC list?

Toyota has two levels of requirements: material and substance level: - At the material level, Toyota wants to get 100% material declaration.

Therefore, 100% material reporting is required. - At the substance level, we need data to be as complete as possible. At

this level, the very first priority is the reporting of the banned substances listed in our SOC list. It is very important that we get this data as much as possible. As explained in ‘IMDS Manual for Toyota Options’, once you have reported the banned substances, you can report the rest with the wild card; “Miscellaneous”. However, ‘Miscellaneous’ can be reported up to maximum 10% per homogenous material.


Different colours

One part has colour variation.

How should different colours in paint be reported?

Different colours can be reported with one data sheet. Then, please take the following steps into account. - Please check each paint’s substance against GADSL. - If there are no banned or reportable substances in any of the paints,

you can report every colour with one datasheet. - For this, use the wild card "miscellaneous" up to max 10% or

"pigments" (CAS number = “System” in the search function of the basic substances).

If there are some reportable substances, you should report them. If they

are not present in every colour, you can use a range (for example: substance A is reportable and presents 1 % of the black colour but is not present in the other colours: report about substance A with a range of 0 to 1 %).

That way, you can cover every colour for one part number with one

datasheet.

For further information, you can consult the IMDS Recommendation 011 “Non metallic coatings” on the IMDS website after log in, under the “Recommendations” chapter of the left menu.

Basic substance

What does Toyota need for SOC data? - The full report of the 4 banned heavy metals and the reportable

substances mentioned in TSZ0001G. For the other substances, please input as many as you can. You can report the rest of substances as “Miscellaneous”, but this cannot be more than 10% of homogenous material.

- 100% Material declaration. With this information, Toyota calculates the recoverability and recyclability rate of a car.

Please also read the IMDS Recommendation 001 for further information

regarding wild cards; ‘Miscellaneous’, and the use of secret substances. This information is available in IMDS’s web in the “Recommendations” section after log in.


I’ve received unreliable datasheet from my supplier. Can I use it to submit my datasheet to TOYOTA?

As Toyota is responsible for the parts delivered from its suppliers, the

suppliers are also responsible for the parts delivered by their suppliers.

The responsibility is given to the person who finally sends us the datasheet. This means that even if it was your supplier who sent the unreliable datasheet to you, once you send TOYOTA the datasheet including it, the responsibility is transferred to you.

Do I have to report in my IMDS declarations consumables like paint markers, adhesive tapes, etc?

These materials probably do not contribute to increase the weight of the

vehicle, but sometimes can contain SOC. That is why your company has to give special attention to the use of these materials.

If your company uses any kind of consumables from suppliers without

making a previous SOC checking, you might be using SOC in your parts and components without noticing. This is one of the big risks of SOC.

Therefore, it is needed that all the materials are reported in IMDS, even

if they are used in very small amount. You have to make sure the consumables are SOC free.

TOYOTA Supplied Part I found ‘TOYOTA Supplied Part’ in the request. What should I do?

Sometimes, Toyota supplies certain parts (X) to the suppliers (Supplier

A) to use. These parts are called “TOYOTA Supplied Part”.

In this case, Supplier A is not responsible for the investigation for the part X. They only have to input the data of the part X by inputting the dummy material data, because Toyota directly asks the supplier who manufactures the part X (Supplier B) to submit the data.

In above case, Toyota requests IMDS information to both suppliers A

and B: Supplier A receives a request, in which the structure of the part/assembly

contains a “TOYOTA Supplied Part”, (X). And supplier B receives the request for only the part X, for its complete declaration.


The supplier A has to create the datasheet for X by inputting the dummy

material data.

On the other hand, the supplier B has to submit the datasheet of the requested part X, based on the request he received. In this case, supplier B has to create a complete MDS by using the right part number and making the full structure, material description, SOC declaration, etc, as usual.

Our system combines the data of X from the supplier B with the data of

X from the supplier A so that the data tree of the part, which contains X as a component, can be completed.

So, the supplier A does not have to wait for the data of the “TOYOTA

Supplied Part” from its supplier.

Please refer to the chart below:

For more information, please refer to the chapter “Toyota Supplied Part” in the section “Which are special requirements of Toyota?” in IMDS Manual for Toyota Options.

Data from Supplier A Data from Supplie r B

Part X

Dummymaterial data

Part X

TOYOTA

Supplier A Supplier B

Request RequestSendingdata

Sendingdata


Errors

Where can I find the “Toyota Error Code List”?

This document is available in IMDS’s website www.mdsystem.com. There, you enter in the “Public Pages” section and then select “FAQ” from the left menu. Later, you select “OEM Specific Information” in the pull- down menu that appears at the top of the page, click ‘Go’, and then search the question related to “Toyota Error Code List”.

How do I know what are the reasons for rejecting my datasheet?

When our in-house system rejects a datasheet, an automatic message is generated and you, as IMDS contact person, receive an announcement of rejection. Then, to find which datasheet was rejected, please search the “Sent” screen in IMDS. You will see the datasheets you have sent to us. Then, check the status in the results list. There, you can find the data whose status is ‘recd’, which stands for ‘rejected’ in IMDS.

When you put the cursor on the status “recd”, the cursor changes to a “hand”. Then press on the status and you will get a screen with the “Error Code”.

You can also visualize the errors if you open the datasheet structure. There, in the “Recipient Data” screen, you select the recipient and press on “View”. Then you get the “Company Data” screen, which also lists the errors.

For a more detailed explanation of the error of your datasheet, please read the “Toyota Error Code List”, available in IMDS’s web (please see question above).


We received error message : Wrong Supplier Code or Part Number.

However, we confirmed both of them are correct. You might have sent data which was not requested. Toyota collects data per project. Data should be inputted only when you received official request email. If you send data of not requested part, it can result in an error.

Why do I get the error M05, related to the delivery part number?

Meaning of M05: The first 10 digits in the part number are the same as the requested part number, but the Minor Code is older than requested one.

Solution: Submit part number with requested Minor Code by us, or with the latest Minor Code.

Correction of the datasheet

Can I send the datasheet containing the warning message?

You can send the datasheet containing the warning message, but the warnings can be the reason for the errors. We recommend you to send the datasheet without error messages.

We’ve already input the data of the requested part, but it has been upgraded. May I modify/upgrade the data?

Please note that our system can recognize the requested part numbers only.

If you input the not requested data, it will be rejected.

So, please input only the requested data.

As for the latest data, please make the input when you receive the request for that part in the future.


Can we modify the data whatever its status is?

- When the status is ‘accepted’ or ‘rejected’, please modify the data with the

same ID and new version. - When the status is ‘in process at the recipient’, we would like you to

modify the data after the status is changed into ‘accepted’ or ‘rejected’. - In case you have to modify immediately, or it is taking a long time for the

status to be changed, please inform us. We will reject the data so that you can modify it.

IMPORTANT:

Please note that it is not allowed to send a datasheet with the same part number / supplier code when its status is ‘in process at the recipient’. When you received error announce email, please note that you are not allowed to create a new datasheet to modify. Please correct the rejected datasheet, then, resubmit it.


Contact

1. If you have questions on the general usage of IMDS, please contact EDS directly: - For suppliers in Europe:

IMDS Service Centre in Europe: Monday through Friday 8am to 4.30pm(GMT+1) +36 1 298 1536 [email protected] - For suppliers in Japan:

The Japan IMDS Service Centre: Monday through Friday 9am to 5pm(GMT+9) +81 3 3797 4212 [email protected]

2. If you have questions on Toyota’s specific options, please contact:

- For suppliers in Europe(If your supplier code starts with ‘9658’): Contact: Ms. Eva Hoffmann

[email protected] Tel: 00 32 2712 17 34.

- For suppliers in Japan(If your supplier code starts with ‘1000’):

Contact: Toyota Motor Corporation PEIS Head Office

[email protected]

- For suppliers in South Africa(If your supplier code starts with ‘9558’): Contact: Toyota SA Motors(Pty)Ltd

Ms. Shireen Laher [email protected] Tel:+27319102386

Fax: + 2731 9025760


-For suppliers in Thailand(If your supplier code starts with ‘9608’): Contact: Toyota Motor Thailand co., LTD.

Mr. Athipote Janklin [email protected] Tel: 662 386 1933 Fax: 662 386 1885 -For suppliers in Thailand(If your supplier code starts with ‘9984’): Contact: Siam Toyota Manufacturing Co., Ltd. Mr. Ekkasith Oepasathien [email protected] Tel: (66)0-3821-3451-5 ext 121 Fax: (66)0-3821-3447-8 -For suppliers in Thailand(If your supplier code starts with ‘DUM6’): Contact: Hino Motors Manufacturing (Thailand) Ltd Mr. Pinprem Leelapongwattana [email protected] Tel:+6638-454-577ext220 Fax : +6638-454-571 -For suppliers in Indonesia(If your supplier code starts with ‘Z008’): Contact: Toyota Motor Manufacturing Indonesia Mr. Hendrick Kurdianto

[email protected] Tel: +62 21 6515551 ext 2651

Fax: +62 21 6521610

-For suppliers in India(If your supplier code starts with ‘DUM7’): Contact: Toyota Kirloskar Auto Parts pvt. ltd, Mr. Raghavendra J [email protected] Tel: 080 728 7141, 728 7143 to 7287147 ext 1107 Fax: 080 728 7142 -For suppliers in India(If your supplier code starts with ‘Z002’): Contact: Toyota Kirloskar Motor, INDIA Mr. Vijaya Kumar [email protected] Tel: 6629 2272/2178 Fax: 0091 80 72 87076~77


-For suppliers in Philippines(If your supplier code starts with ‘Z006’): Contact: Toyota Motor Philippines Corporation

Ms. Lilia Cabauatan [email protected] Tel: (632) 825-8888 local 8569 Fax: (632) 6800-5081.

- For suppliers in Philippines(If your supplier code starts with ‘DUM5’): Contact: Toyota Autoparts Philippines, Inc. Mr. Jesurenzo A. Albores, R.ChE [email protected]

Tel: (6349) 541-2888 local: 516 or 675 Fax:(6349) 541-2778

- For suppliers in Vietnam(If your supplier code starts with ‘Z005’): Contact: Toyota Motor Vietnam Co., Ltd Mr. Luu Tri Toan [email protected] Tel: ( 84 )-211-868100~12 ext 2305 Fax: ( 84 )-211-868118 - For suppliers in Malaysia(If your supplier code starts with ‘Z007’): Contact: Assembly Services Sdn Bhd Mr. Sofian Bin Isa [email protected] Tel: 03-51232541 Fax: 03-55193971

Documents

Toyota’s IMDS Frequently Asked Questions Ver.4 · Toyota’s IMDS Frequently Asked Questions 5 Version 4.1. March 2008 Confidentiality Does IMDS take into account confidentially,