Ready to Test Process Standard Operation Procedures (SOP) for Manor suppliers

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1 Consumer Testing Services Date : Pages : Author(s) : Approved by: September Manor SGS Ready to Test Process Standard Operation Procedures (SOP) for Manor suppliers Manor AG Rebgasse 34 CH-4005 Basel Membre du groupe SGS (Société Générale de

2 2 Inhalt 1 INTRODUCTION MANOR SGS CONTACTS SUPPLIER TESTING LEGAL REQUIREMENTS / COMPLIANCE AGREEMENT (CA) SGS LOCAL CONTACTS FOR TESTING TESTING PROCESS PROCESS FLOW BASIC PRODUCT TESTING DOCUMENT REVIEW SAMPLE REQUIREMENTS ANNEX HISTORY... 11

3 3 1 Introduction 1.1 Manor Manor is one of the largest retailers in Switzerland and offers a wide range of products produced in various countries all over the world. As numerous partners are involved, the highly recognized factor quality must remain the same. Quality has many aspects and the term quality is measured against constantly changing factors. Therefore the stated standards for all products are defined according the market place Switzerland. Concerning legal requirements the Swiss and the EU ordinances are therefore to be considered. On top of this the Manor given additional standards have to be respected. Besides quality environmental protection and social responsibility are also highly respected. For ecological and social standards please refer to the Code of Conduct for Manor suppliers and please ensure the fulfillments of the product requirements profile saved on the Manor supplier portal: All suppliers have to confirm the fulfillment of required provisions in form of the signed Compliance Agreement (provided by the purchase department of Manor, as also available on www. suppliers.manor.ch. Manor reserves the right to cancel an order and black list suppliers if the product quality is not satisfying. 1.2 SGS From textiles to appliances, furniture, food and electronics, our complete range of services facilitates the quality, compliance, and safety of consumer products across global supply chains. We ensure that no important detail has been overlooked in the journey of your product from concept to market. We help you to reduce risk, improve efficiency and ensure compliance with contractual or regulatory requirements throughout your supply chain. We provide you with a broad and detailed understanding of consumer goods and retailing to help you build a stronger and more resilient business with the potential to grow and surpass your competition. Our services are available globally for consumer products, such as food, textiles, footwear, toys, hardware, household items, formulated products, electrical and electronic goods and automotive products. As a partner of Manor we cover up the supplier fulfillments. By checking documents and re-testing of risk based parameters, SGS ensure the implementation of the Manor preshipment testing program as a part of the supply chain of Manor buying.

4 4 1.3 Contacts Dieter Peltzer Head of QA / Sustainability / Supplier management Andrea Deichert-Müller Quality Assurance Non-Food Markus Tiemann Global Key Account Manager (general overview and follow up globally) Anja Lenhart Global Key Account Manager (general overview and follow up - Softlines) MANOR AG Rebgasse 34, CH-4005 Basel Tel Tel SGS INSTITUT FRESENIUS GmbH Rödingsmarkt 16, D Hamburg Tel Tel SGS Switzerland Technoparkstrasse 1, CH-8005 Zurich Susan Neubert Key Account Manor Tel Elvira Bieri Managing Director Tel SGS Hong Kong Ltd. 5/F, 8/F Manhattan Centre, 8 Kwai Cheong Road, Kwai Chung, NT, HK Marco Chang Senior Key Account Executive Softlines Tel

5 5 2 Supplier testing 2.1 Legal requirements / Compliance Agreement (CA) / Product Requirements Profiles (PRP) All suppliers are obliged to send the signed CA (Compliance Agreement) as part of the purchase contract to the respective Manor contact person as mentioned at the CA. Basis of the signed CA is the fulfillment of all legal requirements of Switzerland and additional Manor requirements. By signing the CA supplier confirms the implementation. An overview of all legal and Manor requirements can be found on the Manor supplier portal: Please be aware that all documents will be updated regularly. Printed documents are therefore only valid for 24h after printing. Each user has to make sure to work with the currently valid version at all times. In accordance to the article you supply to Manor, you will find the respective product requirement profile (PRP) per product category: I.e. article supplied is a T-shirt: Please check the requirements in the PRP for textiles. If you supply a toaster, please check the PRP for electrical items. If you have difficulties to match your product with any PRP, please contact SGS. Overview of Products Requirements Profiles (PRP) 01_PRP Textilien / Textiles 02_PRP Schuhe / Footwear 03_PRP Kosmetik / Cosmetics 04_PRP Deko und Kerzen / Decorations and Candles 05_PRP Hartwaren / Hardgoods 06_PRP Elektroartikel / Electro Products 07_PRP Sport und Freizeit / Sports and Free Time Products 08_PRP Spielzeug und Artikel für Kinder / Toys and Juvenile Products 09_PRP Putz und Reinigung / cleaning and detergent Products In case you are not aware of the respective tests for your product, Manor recommends contacting SGS for support. Manor reserves the right to verify the compliance of product quality by random checks of all ordered products. Please refer to 3 Manor pre-shipment testing. 2.2 SGS local contacts for testing Please refer to the Manor supplier portal for country contacts:

6 6 3 Testing Process 3.1 Process flow In order to safeguard the product quality, Manor decided to randomly check products. This quality control will be done by SGS. With the signature on the former mentioned CA, supplier agrees to cooperate with SGS. To guarantee a production and shipment without delay, it is our request that our suppliers can decide themselves at what time between orderplacement and shipment the products or materials are ready to test! A time frame of max. 10 days for the complete testing process has to be calculated. The complete process flow is shown below: Flow Chart Supplier receive CA to sign Requirements listed in the PRP s Signed CA will send back to Manor

7 7 Supplier plans production due to orderplacement of Manor Supplier has all material ready for production Supplier fill out «Ready to Test» RtT-Sheet Supplier send RtT-Sheet to SGS Switzerland by mail SGS demands samples from supplier yes testing Decision SGS No testing Supplier goes ahead with production Supplier will send samples and / or documents RtT-Sheet physically to local SGS-laboratory Testing SGS Test Report fail pass SGS informs supplier go ahead with production Decision Manor accept product Retest Supplier sends re-worked product

8 Single process steps in details: 6 steps! Please see annex 8 1. Orderplacement: The buyer will place the Manor-Order at supplier. This can be done by system or by hand. The process step is valid for private brands and no name orders, as well as for initial- and replenishment orders. 2. Production Planning: After order reception, supplier should conduct the production planning. The different time frames from material disposition till shipment date should be well known. Supplier has to take into account a min. 10 day period for testing, to assure the shipment within the requested time. 3. Sample Availability: Once all necessary materials (e.g. fabrics, raw materials, pre production samples) are in hands of supplier, he has to assure that everything corresponds to production quality. Please see additional chapter Ready to Test: Supplier has to fill out the Ready to Test Sheet / Application Form and send it by mail to SGS Switzerland. It is necessary for each order or Item/article. To speed up the process it is absolutely necessary to fill in all required information. The form is linked under If supplier has already extisting test reports or documentations, it would be helpful to send them as well, in order to avoid unnecessary testing. To gain time supplier can keep some core data (his own address, responsible person, ) in a self created template for reusing this every time. 5. Test Confirmation: SGS will inform supplier either to send the requested samples and/or documents (Document check) or to go ahead in production without testing. This information will be passed within 48 hours. Supplier has to send the samples to his local SGS affiliate. They are linked on 6. Result: SGS will inform you either about pass or fail result. If there is a fail, Manor QA will contact you for further instructions. If there is a fail, supplier will get the detailed test report. 3.2 Basic product testing Due to the long time experience of the Swiss market and the knowledge of both chemical and safety parameters with high risk potential, SGS and Manor decide which articles will be selected for verification. This does not exclude other modes of quality testing. Test reports will be sent to Manor. Only if the result is fail the test report will also be sent to the supplier. Re-tests on improved products can be ordered through the supplier. In these cases supplier must pay the testing fee. 3.3 Document review SGS may request suppliers to send all product related documents (i.e. test reports, certifications etc.) together with one sellable product (including the packaging). Documents need to be complete and need to fulfill the following requirements: - Unambiguous matching of documents to the Manor product - Not older than 3 years - Issued by an accredited lab (EN ISO/IEC 17025) The supplier must ensure that a complete documentation exists. In case of a negative result Manor reserves the right to cancel the order. A pre-check of documents can be ordered by supplier at any time. Please contact one of the main SGS contact persons.

9 9 4 Sample requirements Below chart shows in which merchandise group what kind of sample sending is allowed. Other kind of samples are to discuss with SGS before sending. SGS will advise after the receipt of suppliers ready to test sheet, how many samples have to be sent by supplier, if testing is required. Rayon Description Existing documents Raw material Fabric (incl. trimmings, strings, ) Pre production sample Production sample 11 Stationary X X X X 12 Cosmetics X X X 13 Jewellery X X X X 15 Accessories X X X X X Declaration of Conformity, 16 Stockings, X X X X socks Fashion X X X X 30 Home X X X X X Multimedia X X X 50 Household X X X X 54 Electrical app. X X X X 61 Zoo X X X 62 Sports X X X X 64 Toys X X X X

10 10 5 Annex SGS Société Générale de Surveillance SA Technoparkstrasse 1 CH-8005 Zurich +41 (0) Membre du groupe SGS (Société Générale de

11 11 6 History Date of issue Version Changes Approved by August New document DP

Standard Operation Procedures (SOP) for

Standard Operation Procedures (SOP) for Consumer Testing Services Date : Pages : JAN 2015 1 of 7 SOP for Manor suppliers Author(s) : Approved by: SGS CH Manor AG Standard Operation Procedures (SOP) for Manor suppliers Manor AG Rebgasse 34 CH-4005

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