SUPPLIER AUDIT INSTRUCTIONS

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1 SUPPLIER AUDIT INSTRUCTIONS The Audit is designed to effectively evaluate a supplier s capability and quality management system. It is used to identify supplier strengths as well as any opportunities for improvement. By establishing an improved relationship and trust, we gain new strength in our respective markets. Using the criteria listed below, please complete the Audit. A few of the questions will apply only to a manufacturer. These questions are marked with special instructions in each section. If you believe that a question is not applicable, justify your response in the comment area at the end of each section. Score Description 9 10 Very Good / Excellent Excellent, sustained results Total commitment to partnership 8 Above Average / Good Continuous improvement with demonstrated results Management support Average / Acceptable Shows commitment Positive trends but lacks consistency Below Average / Needs Improvement Shows lack of commitment Limited results 1 Poor / Not Evident Consistently fails to meet expectations Lack of structure 0 Non Existent Failure to meet criteria Page 1 of 1 F PIESA, Rev. A, 11//00

2 SUPPLIER AUDIT Name: Date: 1 Category 1 Quality Management Is a formal quality system utilized? If yes, please supply copy. Is precision measuring equipment calibrated and records well maintained? By whom? How often? Is quality data used as a basis for corrective action? Is there a segregated Quality Control area for component inspection? Are internal audits and surveys conducted to ensure proper functioning of the quality system? By whom? How often? If incoming material non conformances are identified, is entire lot inspected for conformance? Are non conforming material notifications answered and acted upon within a hour period? Has your quality system been certified by another customer? If yes, who? Is there a published ESD control policy for handling and / or manufacturing of electronic components? Does a quality team meet regularly? How often? The following questions apply to manufacturers only, distributors skip to next category. Does operator have authority to stop the production line if there is a quality problem? Are first production parts inspected for conformance prior to the start of production? By whom? Are current production drawings available at work and inspection stations? Is there a written procedure for final inspection of all manufactured parts? Page of 1 F PIESA, Rev. A, 11//00

3 Category 1 Quality Management 1 Are finished materials inspected or tested? Type: Sample Full Lot Category Total Cost 1 Under special circumstances, will cost data and other financial information (i.e. balance sheet, profit and loss statement) be shared with customer? Is there documentation to support cost reduction? If yes, explain: Is there ability of added production capacity? What is your present capacity? % Has ownership or management changed more than twice over the past five years? If yes, explain: Page of 1 F PIESA, Rev. A, 11//00

4 Category Material Control 1 Are storage areas controlled and supervised? Is material segregated and identified by part number or customer? Is material with limited shelf life clearly and accurately identified and controlled? (First In First Out) Are materials protected from the environment? Is there a fast and effective procedure for tracing and responding to customer inquiries? Is there a written procedure for receiving material? Are material lots or batches traceable from source to customer? Is the storage and retrieval of materials automated? (i.e. Bar Coding ) If no, are there plans for implementation? When? Is there an effective inventory control program that seeks to maximize inventory turns? What is the average month rolling inventory turn ratio? Are physical inventories or cycle counts used to ensure inventory accuracy? What is the average month level of accuracy? % Are routing methods used to ensure materials are in the right place at the right time? Is there a plan for reducing or eliminating surplus and obsolete inventories? Who is responsible? What actions are being taken? 1 1 What is % of obsolete to total inventory? Is there a system for performance measurements of quality, on time delivery, and count accuracy? Is there established lead times for all manufactured and purchased components? Page of 1 F PIESA, Rev. A, 11//00

5 1 1 Category Material Control Is there a method for selecting suppliers on process control, quality, and delivery rating? Is there a documented procedure for tracking nonconformances of suppliers? How are they notified? How often? 1 Category Process Control Is work in process monitored in order to maintain schedule adherence? Is corrective action taken in order to put production back on schedule if there is a deviation from originally scheduled dates? Is there an adequate procedure for managing capacity availability? Is there a written procedure that defines the methods for recording the corrective actions and root causes? The following questions apply to manufacturers only, distributors skip to next category. Is set up time for equipment tracked? If yes, is there a formal program for set up reduction? Are drawings and specification changes well documented and controlled? Do work order packets follow material throughout the production process? Page of 1 F PIESA, Rev. A, 11//00

6 1 Category Safety and Housekeeping Are work areas safe? (Proper ventilation, good lighting, safe noise levels, safety glasses, clean and free of nonessential items, etc.) Does the plant monitor compliance to regulatory agencies? (OHSA, EPA, etc.) Are there regular safety inspections? By whom? How often? Is there a published safety manual? Is corrective action taken when an accident occurs? Explain: Is there a preventative maintenance program and records maintained for both equipment and the facility? Is there an education and training program in place for employees to learn good safety and housekeeping practices? 8 Are facilities and equipment in good working order? 9 Are housekeeping audits conducted on a regular basis? By whom? How often? Page of 1 F PIESA, Rev. A, 11//00

7 Category Documentation and Record Control 1 Is there a program to maintain and distribute accurate and current documentation, procedures, specifications, and drawings? Are all inspection and process control records retained? Where? For how long? Are proposed changes communicated to all departments and customer when required? How? 8 9 Is there a list of controlled documents? Where are they stored? Has a retention time for documents been defined? How long? Is there a back up system utilized for recovery of documentation? How often? Where are back ups stored? Have procedures been put in place to protect against computer viruses? Are all employees trained in the document and record control system? The following question applies to manufacturers only, distributors skip to next category. Are previous revision levels of specifications, procedures, requirements, and drawings removed from the system? Where are they stored? 10 Are test procedures readily available for review? Page of 1 F PIESA, Rev. A, 11//00

8 Category Customer Service 1 Are employees courteous and knowledgeable? Are inquiries responded to in less than hours? Are claims handled objectively and promptly? Are technical and commercial assistance provided for both new and existing products? Is there a willingness to listen to recommendations for improvements? Are customer service associates measured on their performance? How? 8 Are satisfaction levels measured through customer surveys? Are performance results regularly communicated to employees? 9 Are visits made regularly to solicit customers input? Is there a documented procedure for handling customer complaints? Who is responsible? Title: Are records kept of complaints and used for corrective action? Can customer service personnel resolve complaints without seeking management approval? To what extent? 1 Are invoices and packing slips issued referencing customer s part number and purchase order number? 1 Is field support available? 1 Is training offered to customer on supplied products? Page 8 of 1 F PIESA, Rev. A, 11//00

9 1 Category 8 Design and Product Development Is there a reliable change control process for customer initiated revisions? (i.e. formal ECO process) Is there an effective system of notifying customers of design problems? When and how are customers notified of design problems? Is there adequate capability for disaster recovery? Explain contingency plan: The following questions apply to manufacturers only, distributors skip to next category. Are solutions to design problems documented and used for continuous improvement? Are there dedicated resources for product development? How many? Are computer design tools used in the design of new products, technologies, and services? Page 9 of 1 F PIESA, Rev. A, 11//00

10 Category 9 Delivery and Shipping 1 Is same day order fulfillment available? If yes, until when? Are there procedures to detect and document accuracy of counts and correct deliveries? What is average accuracy? % (six month rolling average) Is on time delivery performance monitored? What is on time delivery? % (six month rolling average) Are employees aware of customer packaging and shipping specifications? How are they communicated? Are customer traffic and routing instructions available to and utilized by shipping personnel? Are there written procedures for including proper enclosures with each shipment? (i.e. packing slips, drawings, certificates, etc.) Is the customer notified of potential nonconformances or late deliveries in advance of the scheduled due date? How is customer notified? 8 Are there negotiated agreements with freight carriers that ensure on time delivery? 9 Are capabilities for direct shipments available? Are packaged components clearly labeled with customer s part number and quantity? Is bar coding of component packages and packing slips available? If yes, does bar code indicate customer part number, quantity, and purchase order number? Are there procedures to detect and document transit damage? Explain: Page 10 of 1 F PIESA, Rev. A, 11//00

11 Category 10 Labor Relations and Regulatory Compliance 1 Does management support partnership relationships? List examples: Is there a published code of ethics? If yes, please provide copy. Is the use of employee involvement and empowerment programs promoted? If yes, explain: Is continued training of employees promoted? Problem Solving Quality Improvement Workmanship Standards Print Reading JIT Processes Are cross functional teams used for problem solving? Is the company listed as a Equal Opportunity Employer? Is the company listed as a government contractor? 8 Have any work stoppages in the last three years been experienced? Due to what reason? Page 11 of 1 F PIESA, Rev. A, 11//00

12 Signature of Authorized Representative Title Printed Name Date Representative Date Page 1 of 1 F PIESA, Rev. A, 11//00

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