Virtual Source Inspection Supplier Guide

General Dynamics

Electric Boat

1

Table of Contents What is Virtual Source Inspection? ............................................................................................................... 2

Applicability................................................................................................................................................... 2

Process .......................................................................................................................................................... 2

Creating a VSI-type VIR ............................................................................................................................. 2

Attachments .............................................................................................................................................. 3

Photographs (.jpeg) ............................................................................................................................... 3

Labels or tags (.pdf) .............................................................................................................................. 3

Material Identification Record (.pdf) .................................................................................................... 3

Submitting the VIR .................................................................................................................................... 3

Disposition ................................................................................................................................................ 4

Approved VIRs ........................................................................................................................................... 4

VIRs Approved for Shipment ................................................................................................................. 4

Approved VIRs Requiring Source Inspection.......................................................................................... 5

Conditionally Approved ......................................................................................................................... 5

Disapproved VIRs ...................................................................................................................................... 5

Resubmission of a Disapproved VIR ...................................................................................................... 5

FAQ ................................................................................................................................................................ 6

Acronyms ...................................................................................................................................................... 9

2

What is Virtual Source Inspection?

Virtual Source Inspection (VSI) is the electronic process of submission, review and disposition of

Objective Quality Evidence (OQE) required for Source Inspection. It allows EB to remotely

perform review of OQE required for inspection, and as a result, to streamline on-site inspections

and, in some cases, to altogether waive the requirement for on-site source inspection. The process

provides for communication between Supplier, Electric Boat Materials Management and Electric

Boat Supplier Quality.

Supplier’s submission of the OQE indicates material readiness for Source Inspection and is the

first step in the Source Inspection process.

Applicability

1) Virtual Source Inspection applies to both in-process and final inspection(s), except in

circumstances described by the exception in part (2) below.

a. VSI applies to Purchase Order (PO) Standard Clause 37-3,

b. VSI applies to Purchase Order (PO) Standard Clauses with prefix 37-8, series and

any in-process inspection.

2) Exception for Source Delegated Inspection (SDI) suppliers

a. Suppliers currently performing under the SDI program will only submit VSI-type

VIR requests for Purchase order Line (POLI) items on which they are not authorized

to perform the entire delegated inspection (Level 1, Hull Integrity, Special emphasis

programs). Any POLI for which the supplier is authorized to complete all inspection

under the SDI Program does not require submission of VSI type VIR.

Process

Creating a VSI-type VIR

1) When goods and services are ready for Source Inspection, create a VIR in SPARS EBVIR2 by

selecting “VIR Desktop” and “Create”

2) Complete the fields denoted by an asterisk.

3) Select VIR Reason “VSI”

3

4) Complete ‘Problem Description’ field as follows:

a. For In-Process Inspection, include the following week’s plan, and the specification,

standard clause or statement requiring an in-process inspection.

b. For Final Inspection, include the statement “Certification documents for VSI review.”

Attachments

5) Upload documents required by the PO.

6) Upon receipt and review of uploaded documents, EB’s source inspection team may request

additional documents to assist in review/conformance validation such as:

Photographs (.jpeg)

a. Photos are used to verify consistency of data on material in comparison to OQE

documentation.

b. All attached photographs shall be in .jpeg format

c. Ensure all numbers and lettering in photographs are legible

Labels or tags (.pdf)

a. Attach a copy of each label/tag required by drawing specifications (in .pdf format).

Material Identification Record (.pdf)

a. Material Identification Record (MIR) identifies the hardware marking and would typically

be requested for raw material goods or single-item components.

b. The Material Identification Record can be found at the end of this guide.

c. One MIR can be used for multiple pieces

Visual and Dimensional reports (.pdf)

a. Supplier’s Visual and dimensional reports to support hardware inspections.

Submitting the VIR

7) Include “IP” under “Mat.Des” when submitting a VIR for in-process inspection.

8) Submit the completed VIR. See Figure 1 for an example of a completed VSI-type VIR.

4

Figure 1.

Disposition

9) A Representative from EB’s Supplier Quality team will review the VIR (and all submitted

documents) and disposition it as Approved, Conditionally Approved or Disapproved.

10) The VIR disposition will be returned to the Supplier through SPARS.

Approved VIRs

11) Approved VIRs for In-process inspections will have a statement indicating acknowledgment

of the request for in-process inspection.

12) Approved VIRs for Final source inspection will have a statement indicating either that on-site

source inspection will be scheduled, or that the VSI-type VIR has satisfied the source

inspection requirement and no on-site inspection is required/inspection activity is complete.

VIRs Approved for Shipment

a. Where EB Supplier Quality approves a final inspection VSI and determines that the

material is authorized for Shipment without on-site source inspection, the VSI-type VIR will

be returned to the Supplier containing a Source Inspection Report (SIR) attachment

indicating acceptance and authorization for shipment.

i. Note: Forms attached to the VIR may provide shipment instructions in addition to

what is provided in the Purchase Order.

b. Supplier to ship the approved hardware, including printed copies of the VIR and completed

certification package required documentation, to the location designated on the PO.

5

Approved VIRs Requiring Source Inspection

a. When the VIR is approved but no SIR is attached, shipment is not authorized. On-Site

source inspection must be completed.

b. Source Inspection will be scheduled by EB Supplier Quality accordingly

c. Supplier to provide a printed copy of all documentation EB attached to the VIR and present

it to the EB Source Inspector upon arrival

Conditionally Approved

a. Where a VSI-type VIR is submitted for multiple line items but not all line items are satisfactory,

the VIR will be conditionally approved, and an SIR will indicate which items have been deemed

acceptable and rejected.

Disapproved VIRs

13) A disapproved VIR will indicate the reason for disapproval and a Supplier Corrective Action

Report (SCAR) will be attached.

Resubmission of a Disapproved VIR

a. Create a new VSI-type VIR

b. Submit revised OQE citing the disapproved VIR# in comment field.

Note: Recording the number of a previously rejected VIR will assists the routing process is

completed efficiently.

6

FAQ

Do I have to mark the VSI VIR number on the OQE or hardware?

No. The VIR number used to forward the OQE as VSI is not required to be marked on the hardware or recorded on a Certificate of Conformance unless previously rejected. Who do I contact if I have a question regarding VSI that is not outlined in this guide? Please contact your EB Buyer or EBSIB@gdeb.com. What do I do if my documentation package is too cumbersome to scan into VSI type VIR? Contact your buyer for more information on alternate means of document submittal. Once you have identified your route for document submittal, you will still need to create a VIR request. When I am ready for Source Inspection, do I need to contact the buyer along with submitting a VSI-type VIR? No. The VSI type VIR will provide the necessary communication with the EB Buyer. Will administrative issues on my documentation warrant Disapproval? Supplier Quality reserves the right to contact the supplier for further information, and resolve documentation issues via e-mail correspondence. Suppliers will be responsible to respond to EB document inquires within two working days of the initial request. Responses not completed within this time frame will identified as not ready for EB Source Inspection and will require the Supplier to submit additional VSI Type VIR when corrected. How do I know if I am attaching my documentation in the correct format? Windows Users: ‘Save As’ the document you are submitting for review. For .pdf, Select the ‘Save as type’ View the available document types to save your file as Select PDF (*.pdf)

7

Key elements / lessons learned for successful documentation submission:

1. Supplier’s Quality Assurance Organization has reviewed the PO

requirements and assures compliance with all documents, standard clauses, remarks, and drawings.

2. All submissions related to the Purchase Order Line Item, both approved and disapproved, shall be included in the VSI-type VIR submission. This includes, for example: procedure authorizations, non-conformances, and/or

interpretations.

3. The correct units of measurement utilized as per PO requirements.

4. Ditto marks or continuation arrows are not acceptable.

5. Documents contain letterhead identifying supplier and sub-tier supplier.

6. Documents are appropriately signed and dated: (i.e. electronic signature,

printed signature, stamping).

7. Dates on OQE correspond to the process flow (i.e. It is unacceptable to provide dates on Certificate of conformance prior to a date of inspection or testing).

8. Statements on certifications are positive

9. No Additional documentation other than what is required by the PO and requested documentation is included in the VSI type VIR submittal.

10. Documents are legible and do not contain white out

11. Corrections in documentation are made via single line cross-out and

accompanied by the correction, and signature and date of the individual making the correction.

12. Retyped documents or revisions to documents due to a nonconformance are marked as “Corrected Copy”, changes are identified with a unique symbol,

and the documents are resigned and dated.

8

For .JPEG Select the ‘Save as type’ View the available document types to save your file as Select JPEG (*.jpg,*.jpeg,*.jpe,*.jfif)

9

Acronyms

EB: Electric Boat

OQE: Objective Quality Evidence

PO: Purchase Order

POLI: Purchase Order Line Item

SDIP: Supplier Delegated Inspection

SIR: Source Inspection Report

SCAR: Supplier Corrective Action Report

SPARS: Shipbuilding Partners and Suppliers Website

VCO: Vendor Information Request Coordinator

VIR: Vendor Information Request

VSI: Virtual Source Inspection

10