Quality Assurance Agreement (QAA)

Transcription

1 Quality Assurance Agreement (QAA)

2 History and Release Notes: Version Date Acronym AB Draft AB Revision in the core team AB,RK, RH Release Status of revision; Description of the revision and release note; open issues File Information: File: File name: Quality Assurance Agreement between CLAAS Industrietechnik GmbH CLAAS Hungaria Kft. CLAAS Selbstfahrende Erntemaschinen GmbH CLAAS Saulgau GmbH CLAAS Tractor SAS Usines CLAAS France S.A.S. and (hereinafter referred to as the SUPPLIER) (if applicable, the factory or any other organisational unit of the SUPPLIER, to which this Agreement is supposed to be applicable (but not applicable if only one legal entity exists) Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 2 von 13

3 Table of Contents History and Release Notes:... 2 File Information:... 2 Preamble Quality Policy Philosophy Contract Structure Field of Application Validity Quality Assurance Requirements and General Terms and Conditions Quality Management System Milestones in the Product Development Process Quality Assurance with Sub-suppliers Machine and Process Capability Analysis of Risks Supplier s Obligations to Provide Information and Proof Control of the Documentation and Archiving Feasibility Check Quality Check on-site Modifications to Products and Processes Monitoring of the Process for Development of an Own Quality Management System Traceability Security-Relevant Features and Components Identification / Marking of Security-Relevant Components Requirements for the Production Process and Quality Assurance Documentation and Archiving Notification of Defects by CLAAS Notification of Defects upon Receipt of Incoming Goods, during Production and when the Products are on the Market Processing of Complaints and 8D Report Permission to Deviate Basic Requirements of Suppliers Evaluation and Escalation Persons to contact Term of the Agreement Appendices Signatures Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 3 von 13

4 Preamble The system solutions, products and services provided in the field of agricultural machinery construction by the corporate entities CLAAS Industrietechnik GmbH, CLAAS Hungaria Kft., CLAAS Selbstfahrende Erntemaschinen GmbH, CLAAS Saulgau GmbH, CLAAS Tractor S.A.S., and Usines CLAAS France S.A.S. stand for technical innovation, the highest quality and absolute reliability. The image of CLAAS products and our customers loyality are a proof of the extraordinary performance of CLAAS products and are at the same time a motivation for us to continue to promote quality and to strive for future-oriented system solutions consistently. In particular, the high degree of customer satisfaction has led to a steady growth of the worldwide CLAAS company groups. The consistent development of our quality standards throughout the entire supply chain within the meaning of a steady improvement is our declared objective. The competence and high motivation of our suppliers has a major influence on the reliability and quality of our products and services. Therefore, substantial elements of our understanding of quality with regard to our supply partners are: Robust processes and their permanent further development A proactive, open and quick communication A professional project management and Readiness to assume responsibility The following Quality Assurance Agreement is a detailed documentation of the quality management elements of the acquisition process, which are applicable to and have to be used by the companies and legal entities of CLAAS mentioned above. It is necessary to follow the procedures described in order to be able to identify any deviations early and to eliminate them permanently. Any amendments and annotations as well as the elements applicable to the related business transactions may be determined in an Annex to the Quality Assurance Agreement (QAA) (Annex 1 to the QAA) and may serve as a basis for the common supply and delivery relationships. The consistent implementation of this Agreement leads to a continuous improvement of the quality of our products and services.. Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 4 von 13

5 1 Quality Policy We are determined to exceed our customers expectations. Our objective is to satisfy our customers within a motivated work environment by supplying them with as faultless as possible products and services. Quality is the universal authoritative standard for all our actions. 1.1 Philosophy Our goal of zero defects CLAAS demand from their suppliers a goal of zero defects. In order to pursue this goal of zero defects, a consistent quality advance planning, its implementation in manufacturing, an effective serial monitoring, re-qualification and a permanent improvement (KVP) of the products supplied and of the processes are indispensable. The focus has to be put on the prevention of errors instead of the recognition of errors. The Supplier will manufacture and check the subject matters of the contract according to the rules of the required Quality Management System and according to the current state-of-the-art technology. Zero defects : This means not to cause any complaints and / or not to produce any defective parts. 1.2 Contract Structure Representation in extracts of the structure as a tree and information which documents are optional and / or which documents can also be agreed upon afterwards. Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 5 von 13

6 General Supply Agreement Appendix 1 Definition of terms Appendix 2 After Sales Anlage en CLAAS Diagnostic protocol Anlage en05061 CLAAS Diagnostic requirements Anlage en50602 CLAAS Download specification Appendix 3 CN / Barcode identification Appendix 4 Quideline Quality in the Acquisition Process Appendix 5 Conditions for presentation of prototypes Appendix 6 Quality Assurance Agreement Appendix 1 Additional comments on the QAA Appendix 2 Contact Persons Appendix 7 Additional 0km -Quality rules Appendix 8 Logistic agreement Appendix 1 Communication Paths Appendix 2 Logistic specification Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 6 von 13

7 2 Field of Application 2.1 Validity This Agreement describes the instructions and general conditions to ensure quality within the company CLAAS and it shall be applicable to the entire product development process and all products that will be developed on behalf of CLAAS or supplied to CLAAS on the basis of a Basic Supply Agreement by the SUPPLIER. 3 Quality Assurance Requirements and General Terms and Conditions 3.1 Quality Management System The SUPPLIER maintains a Quality Management System that meets the general requirements mentioned in this Agreement. He will manufacture and monitor the products and processes in accordance with the rules of this Quality Management System. Any requirements going beyond these rules may be stipulated as additional amendments in Appendix 1 to this Agreement. The SUPPLIER shall make sure immediately that these requirements are in accordance with his Quality Management System. As an additional measure, the Supplier has implemented a structural process of the continuous improvement of all products, processes, operational process sequences and services in his company and he applies this process to all products supplied to CLAAS and to all activities related to their business relationship veritably. He shall furnish proof of the efficiency by a continuous improvement of the quality performance, of the delivery performance and by the conception of robust processes. The related documentations on the Quality Management System and / or on the programs and methods for a continuous improvement will be submitted to CLAAS upon request. The guideline Quality in the Purchasing Process (according to Appendix 4 of the Basic Supply Agreement) is a documentation of the Quality Management elements for the purchasing process applicable to the entire CLAAS group and forms an integral part of this Agreement. 3.2 Milestones in the Product Development Process The Supplier is committed to meet the quality requirements imposed by CLAAS, which are outlined in the individual milestones of the Product Development Process (CPDP) CLAAS Product Development Process) and he has to document them accordingly. 3.3 Quality Assurance with Sub-suppliers If the SUPPLIER purchases any production or test means / devices, software, services, material or components or any other pre-supplies from sub-suppliers for the production or quality assurance of the products, he will include these subsuppliers in his Quality Management System on a contract basis and will secure the quality of the sub-suppliers and document them accordingly. The SUPPLIER is committed to use suitable test methods and means / devices for the control of the essencial quality features. In order to ensure that these test methods and means / devices are ready for use and are accurate, they will have to be monitored and calibrated on a regular basis. Unless otherwise stipulated, the test device s serviceability for the intended test purpose has to be proven. Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 7 von 13

8 For the clear identification of the individual test devices and their calibration status, a clear identification mark on the corresponding test device is required. The monitoring and calibration activities have to be documented appropriately and have to be proven to CLAAS upon request. The management of all test devices has to be documented according to a traceable procedure and has to be proven to CLAAS upon request. The SUPPLIER shall maintain records on the execution of his quality assurance measures, in particular on the measuring values and test results, and he shall keep these records and any samples of the products in a clearly organized manner. He shall further allow CLAAS to inspect the records and product samples to the extent as necessary, and shall agree to hand over to CLAAS copies of those records and any product samples. The kind, scope and retention periods of those records and samples are described in chapter 5 of this Agreement. 3.4 Machine and Process Capability By using suitable statistic procedures, the SUPPLIER makes sure that the machines, tools and processes in which they are applied are appropriate and operational for the products supplied to CLAAS. 3.5 Analysis of Risks If the SUPPLIER is responsible for the engineering and development work, he will have to carry out an analysis of risks, report about any features that are critical to safety and, as outlined hereinafter in chapter 5, will have to provide suitable identification marks as stipulated in chapter 5, and will have to monitor and document the production process. 4 Supplier s Obligations to Provide Information and Proof 4.1 Control of the Documentation and Archiving The SUPPLIER shall verify each time immediately whether any documentation submitted by CLAAS is obviously faulty, unclear, incomplete or deviating from the sample supplied. If the SUPPLIER recognizes that this is definitely the case, he will inform CLAAS accordingly in writing without delay. The products must be in accordance with the documentation agreed (e.g. specifications, data sheets, drawings) and / or with the samples agreed. No guarantee on the state and condition of the products supplied shall be constituted when providing the documentations of the products and when submitting samples, unless otherwise agreed. 4.2 Feasibility Check When submitting the offer and within the framework of the CPDP, the SUPPLIER confirms the feasiblity in accordance with the specifications and properties determined in CLAAS enquiry. 4.3 Quality Check on-site The SUPPLIER shall allow CLAAS at appropriate time intervals to convince themselves of the execution of the quality assurance measures mentioned in chapter 3. For this purpose, the SUPPLIER shall concede to CLAAS access to his production sites and premises after previous agreement on a deadline, and shall, during such visit, provide assistance by a professional qualified employee. Insights into manufacturing procedures and other business secrets subject to confidential treatment may be denied. Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 8 von 13

9 4.4 Modifications to Products and Processes Before modifying any manufacturing procedures, materials or supply parts for the products, before displacements of manufacturing sites, and before modifying any procedures or facilities for the examination of the products or other quality insurance measures, the SUPPLIER will notify CLAAS in advance as early as possible providing them with a detailed risk assessment, so that CLAAS will be in a position to verify whether such modifications can have a negative impact. The obligation to notify will be omitted if the SUPPLIER is able to exclude any such negative impacts upon careful examination. Further details can be seen from Appendix 5 of the Basic Supply Agreement (terms and conditions for the first product sample submission). 4.5 Monitoring of the Process for Development of an Own Quality Management System If the SUPPLIER observes that the number of deviations between the actual condition and the agreed specifications of the products has increased (declines in quality), he shall notify CLAAS of this phenomenon and any immediate remedies without delay. As a general requirement, the SUPPLIER shall be committed to concede access to CLAAS upon their request to get an insight into his internal reject rates and his efforts to avoid errors and defects. 4.6 Traceability By providing his products with identification marks or, if this is impossible or inappropriate, by taking any other appropriate measures, the SUPPLIER shall make sure that, in case of any defects or damages on products, he will be in a position to determine without delay which other products could be affected (retraceability). Any details to this provision have to be fixed in Appendix 1 to this Agreement. The SUPPLIER shall notify CLAAS about his identification system or any other measures taken in a way that CLAAS will be in a position to draw their own conclusions to the extent as necessary. 5 Security-Relevant Features and Components 5.1 Identification / Marking of Security-Relevant Components Features in which a deviation from the required properties can lead to a situation critical to safety, are either provided with a special mark or identification sign (by the identification KCA (old) or (new)) or the SUPPLIER will make aware of this specifically by a written notice (e.g. if compliance with certain material properties is required). Observation of the related parameters of the features has to be ensured very carefully in order to definitely avoid any failure. The way of proceeding has to be agreed upon with CLAAS for each particular case. The papers and documents have to be recorded and filed appropriately to ensure the documentation for the entire test results and other data recorded. The instructions and guidelines outlined in the VDA volume 1 Documentation and Archiving ( have to be applied. 5.2 Requirements for the Production Process and Quality Assurance In all particularly marked and safety-related features and in all critical features crucial to the downstream production process, the SUPPLIER will have to furnish proof of and document the manufacturing processes by means of detailed capability analyses (also see chapter 3). Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 9 von 13

10 If the minimum value imposed to ensure machine capability or process capability (Cmk 1,67; Cpk 1,33 unless otherwise agreed; also refer to the guideline Quality in the Purchasing Process ) is not achieved, the process will have to be optimized, and the evaluation has to be carried out once again. If the values imposed are not achieved despite optimization measures taken, the SUPPLIER will have to make sure by carrying out 100% tests that no faulty or defective parts are supplied. In features that are not directly measurable and important to the function, the process capability has to be proven using fault collecting cards. All quality data and optimization activities have to be documented. The SUPPLIER shall concede to CLAAS the right to get insight into these documents. The SUPPLIER has to monitor the quality of his processes and operational process sequences, as well as the quality of his products on a permanent basis and by taking suitable measures (maintenance of machinery etc.) and carrying out suitable inspections while taking into account an appropriate testing frequency and security. In parts with features that are critical to safety, a consistent proof has to be furnished about the fact that the safety measures agreed within the framework of quality assurance have been carried out completely, and that the specifications on the entire manufacturing period have been fulfilled and can be proven by test results. A clear assignment of the test results to the products supplied is imperative. Any further legal provisions applicable remain unaffected thereby. 5.3 Documentation and Archiving Archiving of all documents (such as drawings, manufacturing schemes, test and audit plans, test and audit results,.) about features critical to safety (which all have to be marked with the identification sign DmbA ) has to be carried out in a way that, apart from the assignability of those parts, a safe protection against fire, water, theft and illegibility is ensured. The duration of archiving for documents subject to a particular archiving duty is 15 years from the date when the document becomes invalid, this being applicable to standard documents, and 15 years from the date of launching of the product, this being applicable to declaration of compliance. An archiving period of at least 3 years from the creation has to be ensured for documents that are subject to normal archiving processes. CLAAS shall be entitled to take insight into the manufacturing and test and audit records at any time in the form of a monitoring audit within the framework of the SUPPLIER s duty to keep and maintain records. The SUPPLIER shall be committed to determine how the results of the quality and audit checks and of the manufacturing supervision are documented, how the assignment to the deliveries - if need be according to the Agreement with CLAAS - is ensured and how archiving of the test and audit results is carried out. To the extent as necessary from CLAAS point of view, the SUPPLIER will include Q-records on specific features to the deliveries. 6 Notification of Defects by CLAAS 6.1 Notification of Defects upon Receipt of Incoming Goods, during Production and when the Products are on the Market CLAAS will, against the background of the process-controlled quality assurance system maintained with the SUPPLIER, check the products supplied during the incoming goods inspection just for any apparent defects and faults, that is check them for quantity, wrong dekuveries and transport and packaging damages. Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 10 von 13

11 Apart from that, CLAAS shall examine the products supplied according to the actual circumstances of a proper course of business during the production process, and shall notify any defects occurred to the SUPPLIER without delay upon their detection. Insofar the SUPPLIER shall waive the right of objection to a delayed notification of defects. In the event any defect or deficiency should occur to the product at a later date during the warranty period, such defect or deficiency will have to be notified to the Supplier by CLAAS immediately upon its detection. Any additional costs arising in conjunction with a notification of defect shall be charged to the originating party. CLAAS will demand payment of the costs to be borne by the Supplier and the payment of the compensation of damages according to the contractual terms and conditions. If any defects or deficiencies are detected on the part of CLAAS (e.g. within the framework of further processing; due to problems in mounting and assembly work, laboratory checks, customer complaints or any other investigations or examinations), the SUPPLIER will be informed about this in writing by a notification of defects. However, he will also launch the required measures for a quick clarification and elimination of the defect or deficiency upon receipt of the first information by telephone. Any deviations determined may be related to initial sample (prototype) parts, serial parts or any other samples. To the extent as the partners should consider any tests or inspections by CLAAS as being necessary, they can be seen from Appendix 1 to this Agreement. 6.2 Processing of Complaints and 8D Report The SUPPLIER shall respond to any complaint by establishing an analysis and taking remedial measures. The Supplier shall be committed to respond to any complaint immediately. CLAAS further expect to receive from the SUPPLIER an expressive 8D report. Intermediate reports will have to be prepared and submitted upon request. The SUPPLIER shall further be committed to examine the products complained about very carefully (analysis of errors and causes) and to summarize in an 8D report the corrective measures that have been initiated and planned. Proof of the efficiency of those corrective measures will have to be furnished to CLAAS. CLAAS reserves the right to carry out an audit at any time if any defects or deficiencies have occurred and the SUPPLIER has failed to respond on time. 6.3 Permission to Deviate If the SUPPLIER plans to supply Products that are not in compliance with the specifications prescribed, as is known, this shall be made only upon previous approval by CLAAS in writing. For this purpose, an application for a permission to deviate has to be submitted to the purchasing department in charge in writing (minimum information: item number affected, number of pieces, reason for the deviation, evaluation of risks and proposal of deviations). Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 11 von 13

12 7 Basic Requirements of Suppliers Evaluation and Escalation Standardized evaluation criteria and a uniform evaluation software facilitate a regular evaluation of CLAAS Suppliers with respect to their effectiveness and willingness to cooperate. Operative and strategic evaluation criteria of the dimensional features: quality, logistics, costs, innovation and motivation complement each other to form an integral Suppliers Evaluation System. Supplier evaluation Quality Logistic Costs Innovation Motivation Comprehensive evaluation by the specialized sections involved Operative Suppliers Evaluation: Based on process data provided by a suitable system technology, continuously operative criteria, such as compliance with quantities and deadlines required, the product quality (ppm) and the rate of failure are registered, evaluated and analysed. These criteria qualified as hard facts are the basis for decision-making to initiate measures to maintain quality and security of supply. Strategic Evaluation of Suppliers: In addition to the operative evaluation of Suppliers, a comprehensive assessment by all relevant locations and functions is carried out once per year for strategic suppliers of the CLAAS group. This individual perspective of the various product companies of the CLAAS group and their varied corporate sections and departments such as quality management, research and development logistics and purchasing - will be taken into account directly in the evaluation process. In conjunction with the operative hard facts, these so-called soft facts results in an integral evaluation of the strategic suppliers of the CLAAS group. Thus, strong points and potentials for improvement regarding the Suppliers efficiency and willingness to cooperate are shown in a largely objective manner. For the operative implementation of the strategic objective of the zero-defect quality, CLAAS and the Supplier will agree upon measurable objectives for the quality of delivery (see Appendix, as attached hereto). If quality and logistic problems occur repeatedly at CLAAS, a CLAAS escalation procedure will be started. The objective of the escalation procedure is to implement suitable measures with the Supplier to ensure that the quality of the products and logistics meet the requirements of CLAAS again. Depending on the scope and the duration of the problems, the escalation takes place differently and within the framework of a dialogue held with the various corporate levels and departments / sections (purchasing, quality and logistics). Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 12 von 13

13 Basically, an escalation scheme includes the following tasks. Depending on: The analysis of the origin of the escalation and of the problem. The agreement on an action plan to eliminate the origins of the escalation, in order to restore the quality and reconcile it again with the objectives. Implementation of the action plan. Monitoring / Maintenance of the action plan. Depending on the speed of implementation and the efficiency of the measures, an escalation / de-escalation to the next higher / lower hierarchy level is made. Persons to Contact 8 Persons to contact Each partner mentions to the other one an appointed QM coordinator in writing. This QM coordinator shall be committed to ensure coordination of the execution of this Agreement and to take or initiate any related decisions. A change of the coordinator has to be notified in writing immediately. All persons to contact of the SUPPLIER and CLAAS have to be entered into the form of Appendix 2 Persons to contact, as attached to the QAA (QSV). 9 Term of the Agreement This Agreement may be terminated by either party hereto at three months prior notice to the end of a calendar month. The applicable law and place of jurisdiction shall rely on the provisions of the Basic Supply Agreement of that was concluded between the parties hereto 10 Appendices Appendix 1 Additional comment on the QAA (QSV) Appendix 2 Persons to contact Appendix 5 to the Basic Supply Agreement including the Appendix Matrix of the first product sample submission. 11 Signatures Place, Date CLAAS (legal form in detail) Place, Date SUPPLIER Version 0.1 Copyright 2010 by CLAAS KGaA mbh Seite 13 von 13