Supplier manual PHOENIX CONTACT E-Mobility GmbH Hainbergstraße 2 32816 Schieder-Schwalenberg Germany In the following referred to as "Phoenix Contact E-Mobility" Page: 1/15
Contents Preface...3 1. Scope of application...4 2. Requirements on the supplier...4 2.1 Supplier self-assessment...4 2.2 Audit...4 2.3 Quality management agreement...4 3. Supplier evaluation...4 4. Logistics...5 4.1 Warehousing and delivery of the products...5 4.2 Delivery note...6 5. Production part approval process...6 6. International Material Data System - IMDS...7 7. Service and maintenance of systems and tools...7 8. Recall and complaint management...7 9. Willingness of the supplier to give development support...7 10. Corporate responsibility...7 11. Declaration of consent of the supplier...8 12. Annexes...8 Page: 2/15
Preface The Phoenix Contact Group develops, manufactures and distributes innovative products and systems in the area of electrical engineering that involves the electronic connection, device connection, interface and surge protection technology as well as the automation worldwide. The company has longtime and comprehensive process know-how in in-house development and production. As a member of the company group, Phoenix Contact E-Mobility is the special supplier for the electric mobility. The company develops and manufactures components and solutions for the electric mobility. In order to meet the permanently increasing market requirements of our customers as regards quality, flexibility and availability, we need suppliers that face these requirements together with us also beyond the basic requirements. This manual is a guideline for the fair cooperation between Phoenix Contact E-Mobility and its suppliers. Both parties are committed to the zero-defect policy by a permanent CIP management and have the joint target to achieve zero defects. This manual is a device to ensure the high quality, to improve the process performance and it supports the continuous ambition to strengthen the competitive position. This requires competitive cost prices on the one hand and compliance with the ISO/TS 16949 standard on the other. The Purchase department of Phoenix Contact E-Mobility GmbH, Hainbergstraße 2, 32816 Schieder-Schwalenberg is the originator and contact for this supplier manual. Page: 3/15
1. Scope of application This manual determines the minimum requirements which shall be met by suppliers as regards production materials, investment goods and services for Phoenix Contact E-Mobility. The responsible purchaser of Phoenix Contact E-Mobility is in charge of cultivating Phoenix Contact E-Mobility s supplier relations. The responsible purchasers have organized the procurement market according to commodity groups. 2. Requirements on the supplier 2.1 Supplier self-assessment The supplier self-assessment includes the most important information about a potential supplier for the first general evaluation. The questionnaire shall be completed within 2 weeks after reception and sent back to the requesting purchaser. 2.2 Audit In advance of the supplier approval, Phoenix Contact E-Mobility reserves the right to conduct a system audit on the basis of the ISO/TS 16949 standard and/or a process audit according to VDA 6.3. Phoenix Contact E-Mobility can also conduct audits of already approved suppliers during serial production after notification and when required by Phoenix Contact E- Mobility. The supplier shall grant Phoenix Contact E-Mobility access to his production sites, warehouses, and administrative areas. Furthermore, Phoenix Contact E-Mobility reserves the right to conduct a potential analysis according to VDA 6.3 for the evaluation/approval of new suppliers in advance of entering into a business relationship. 2.3 Quality management agreement Amongst other things, the quality management agreement regulates the cooperation referring to the management of recall campaigns and complaints, the obligation of the supplier to provide evidence and the duty to furnish information as well as the quality target agreement. The target of the quality management agreement is to ensure the high quality, to improve the process performance and to continuously focus on strengthening the competitive position. This agreement is concluded with the supplier by Phoenix Contact E-Mobility if required. 3. Supplier evaluation Phoenix Contact E-Mobility conducts a permanent evaluation of the suppliers. The evaluation is done for every supplier taking delivery quality, adherence to quantity stipulations and schedules as well as efficiency into account. All cases of complaints will be directly included in the supplier evaluation and are thus an important key figure for the supplier evaluation besides the adherence to schedules and quantity stipulations. Page: 4/15
The total evaluation results from single valuations that are done for every delivery over the last 12 months. The supplier will be regularly provided with the evaluation by the responsible purchaser. If the supplier was not evaluated with at least A or B, qualification measures will be agreed upon. These measures are individually agreed upon with the supplier. 4. Logistics 4.1 Warehousing and delivery of the products The first-in-first-out principle (FIFO) applies to every batch that is removed from the warehouse of the supplier and delivered to Phoenix Contact E-Mobility. Upon request of Phoenix Contact E-Mobility, the supplier is obliged to deliver in a Phoenix Contact E-Mobility loading device or in otherwise specified loading devices. If not otherwise required by Phoenix Contact E-Mobility, the OEM products to be delivered (Original Equipment Manufacturer / article of trade) are neutrally packed. The goods tag / package label shall be created according to the company standard of the Phoenix Contact Group (CS 25) as specified in the annex. The supplier has to ensure that the products delivered by him meet the requirements of Phoenix Contact E-Mobility to 100% and that they are delivered in a batch-managed way. Respective records shall be provided and handed out if required by Phoenix Contact E- Mobility. The products are subject to the zero-defect policy. Phoenix Contact E-Mobility requires partners that deliver reliably and on time. The adherence to the delivery dates is a principal component of the supplier evaluation (see chapter 3).For this reason, all suppliers are requested to immediately inform Phoenix Contact E-Mobility by e-mail or fax if there are possible delays of the delivery. Examples which shall be communicated: To the purchaser in charge / contact person on the order form: Changes in the delivery schedule or delivery time Changes in the shipment type / loading type Potential damage / potential loss of products due to the transport Possible concerns about the transport company or means of conveyance All changes in the route that could imply possible risks for the consignment Over-deliveries / under-deliveries that are not agreed upon To the Purchase department of Phoenix Contact E-Mobility: Deviations mentioned above if they apply to more than one delivery If the supplier is not able to completely deliver the ordered quantity at the agreed delivery date, he shall pay the costs for the partial deliveries resulting from this. Page: 5/15
4.2 Delivery note Every delivery shall be provided with shipping documents that include basic information. The delivery shall be clearly relatable to an order number. The following basic information shall be specified on the delivery note: Delivery note number (numerical and if possible as bar code) Name of the supplier Address of the supplier Supplier number at Phoenix Contact E-Mobility (numerical and if possible as bar code, stated in the order) Supplier ID (D&B if available) Delivery date Date of manufacture Place of production Phoenix Contact E-Mobility order number Destination/consignee Phoenix Contact E-Mobility order number (numerical and if possible as bar code) Phoenix Contact E-Mobility order designation Packing unit Delivery quantity per batch number (numerical and if possible as bar code) Weight (net and gross) Number of packages Batch number (numerical and if possible as bar code) Package number Freight information The bar code shall comply with the VDA 4902 specification. For further explanations referring to the implementation of these requirements please refer to CS 25 Phoenix Contact E-Mobility. 5. Production part approval process The production part approval process ( PPAP ) shall prove that requirements agreed upon with Phoenix Contact E-Mobility are met. The production part approval process especially considers the processes regarding the production and transport of products. For this reason, the approval includes the evaluation of processes and products by means of relevant documents, records and initial samples in order to ensure that the conditions for the batch delivery of products that comply with the specification are met by the supplier. The target of the PPAP is to enable the supplier to conduct all tests of his processes on his own responsibility to ensure that he can deliver the agreed quality and number of pieces to Phoenix Contact E-Mobility. The completed PPAP proves that the customer requirements, specifications and other requirements (e.g. laws, standards, etc.) have been correctly understood and implemented. Accordingly, the PPAP is the final verification of the product, production, and transport planning process and leads to a production release (see VDA volume 4.3) in the case of a positive result. The process describes the framework conditions that allow Phoenix Contact E-Mobility and its suppliers to create the PPAP practicably. For further relevant information please refer to VDA volume 2. Page: 6/15
6. International Material Data System - IMDS The IMDS entries shall be available 30 days before the delivery of the C-samples or initial samples (see annex 1). In doing so, a sufficient period of time for possible complaints about the material data sheets (MDS) shall be considered (possible complaints are carried out via the IMDS status management of the MDS and shall be considered immediately by the supplier). Contact persons: IMDS-related questions are asked to the IMDS Helpdesk. The contact person of Phoenix Contact E-Mobility can be found in the IMDS under the Phoenix Contact E-Mobility org. ID of the: 129492. Annex 1 IMDS provides detailed information on this. 7. Service and maintenance of systems and tools The supplier is responsible for the regular and preventive service and maintenance of tools and systems that are applied in the production of products as well as for the substitution of common wear parts. The parts supply may neither be delayed nor interrupted due to service, maintenance, and repair. The supplier shall develop and save records and documents of the preventive maintenance to forward them to Phoenix Contact E-Mobility upon first demand. All test devices shall be registered and included in the inventory. The test equipment that has direct or indirect influence on the quality of the products is regularly monitored and calibrated. 8. Recall and complaint management In the case of recall campaigns or complaints by Phoenix Contact E-Mobility or customers of Phoenix Contact E-Mobility that have been caused or partly caused by defective parts of the supplier, the supplier is obliged to support Phoenix Contact E-Mobility in implementing necessary measures and to provide all necessary information that is required by Phoenix Contact E-Mobility for the process. 9. Willingness of the supplier to give development support In all cases, the supplier is considered to be the technical expert of his product. He is responsible for the provision of technical resources to support all phases of the conception, development, construction and market introduction. Phoenix Contact E-Mobility relies on the production of highest quality products. In order to achieve this target, all suppliers shall offer development support and technical support for Phoenix Contact E-Mobility if this support is requested. 10. Corporate responsibility The supplier admits his social responsibility within the scope of his worldwide business activities. In this respect, he undertakes to comply with the contents of the respectively valid Code of Conduct of the German Electrical and Electronic Manufacturers' Association (ZVEI). As an industry guideline, this Code of Conduct documents what social responsibility means, Page: 7/15
especially with regard to working conditions, social and environmental compatibility as well as transparency, reliable cooperation and communication. Phoenix Contact E-Mobility will provide its suppliers with this Code of Conduct upon initial request. 11. Declaration of consent of the supplier This supplier manual is part of the contractual relationship between Phoenix Contact E- Mobility and its suppliers without the necessity of signing this supplier manual. The confirmation of receipt of the supplier manual and the acceptance of the contents results automatically from entering into the contractual relationship with Phoenix Contact E-Mobility. It already applies in the request for quotation stage. 12. Annexes The following annexes are part of this manual: Annex 1: IMDS Explanations on the IMDS process Annex 2: Definition of the sampling process of Phoenix Contact E-Mobility Annex 3: CS 25 Directives regarding the development of packing labels for products Page: 8/15
Annex 1 of the supplier manual of Phoenix Contact E-Mobility Explanations on the International Material Data System (IMDS) process 1. General information 1.1 Time of provision of the MDS 1.2 Send vs. suggest 1.3 Transmission allowed 1.4 Changes 2. MDB-Structure 2.1 Materials 2.2 Structure 2.3 Deviations / tolerance 2.4 Classifications 2.5 Fluctuation ranges 2.6 Weight 2.7 Application-Codes / Application-ID 3. Formal requirements 3.1 Part number 3.2 Part description 3.3 Drawing number / drawing version 3.4 Supplier number 3.5 Correlation IMDS-ID part number DUNS number 4. Indications and contact 5. Applicable documents Page: 9/15
1. General information The material data sheets (following named MDS) sent to Phoenix Contact E-Mobility GmbH are mandatory for fulfilling the legal requirements concerning material related legislation worldwide (especially prohibition of the use of heavy metals in Europe, Korea, Japan etc., chemical directive REACh, prohibitions in USA etc.). The existence and formal and content-related correctness of MDS for all components will enable appropriate monitoring of these legal requirements. Therefore the suppliers of Phoenix Contact E-Mobility GmbH are obligated to secure that the MDS provided by them to Phoenix Contact E-Mobility GmbH are depicted truthfully and according to the specifications of the IMDS recommendations. This document serves as support in creating MDS for Phoenix Contact E-Mobility GmbH. The legal regulations as well as the IMDS recommendations still apply. 1.1 Time of MDS provision to Phoenix Contact E-Mobility GmbH The IMDS entries must be available 30 days before dispatch of the first samples. Ample time for potential complaints of the MDS should be considered (possible complaints are carried out via the IMDS status management of the MDS and need to be immediately considered by the supplier). The MDS is sent to the IMDS-ID of the Phoenix Contact E-Mobility (Org-ID: 129492). 1.2 Send vs. suggest Please always try to use the option send for transmitting an MDS to Phoenix Contact E- Mobility GmbH. This will prevent unnecessary versioning of IMDS-IDs in the event of a refusal which can no longer be corrected. The term suggest should only be used if you want to transmit an MDS to Phoenix Contact E-Mobility GmbH. The MDS is sent to the IMDS-ID of the Phoenix Contact E-Mobility (Org-ID: 129492). 1.3 Transmission allowed Principally it should be allowed to transmit all MDS that were sent to Phoenix Contact E- Mobility GmbH. On account of the organizational structure of Phoenix Contact E-Mobility GmbH and the use of same parts a transmission of MDS is frequently required. 1.4 Change Management Changes of the delivery item will require a new data sheet which has to be sent to Phoenix Contact E-Mobility GmbH. Changes may include among others: exchange of materials changed composition of a material (e.g. substitution of pure substances) installation of additional materials changes in the GADSL list which affect components or a material it contains Page: 10/15
2. MDB structure The MDS sent to Phoenix Contact E-Mobility GmbH always must be in line with the current IMDS recommendations and corresponding Phoenix standards. Below please find some information on our main inspections. 2.1 Materials Materials must be depicted truthful (according to reality), homogeneous and in hardened condition. The use of liquids, reactive substances, base products and gases is only allowed if these are actually part of the end product. When using standardized metallic materials the MDS of IMDS-Committee [423], IMDS- Committee / ILI Metals [18986] und Stahl und Eisen Liste (steel and iron list) [313] should be used preferably. 2.2 Structure The structure of the MDS (base parts) has to be in line with reality. In case of base parts with a Phoenix part number, this should in ideal case be listed under details. 2.3 Deviations / tolerance The indicated tolerance of the MDS must correspond to the real tolerances during production. As a result, the deviation detected by the IMD system between measured and calculated weight will be below this tolerance. Since the MDS reflects a real component, the deviation of the MDS should be as low as possible. Tolerances of more than 5% will generally be rejected. 2.4 Classifications The classifications should be selected according to recommendation 001 or the annex I of this recommendation and must correspond to reality. 2.5 Fluctuation ranges The fluctuation ranges of the various node types must correspond to the IMDS recommendations. 2.6 Weight The indicated (weighed) weight in MDS must correspond to the indications in the Phoenix sampling system (BeOn). Since both weights are entered by the supplier manually, there may be no differences. 2.7 Application Codes / Application ID It is mandatory that the used application codes / application IDs are in line with legal specifications. Page: 11/15
3. Formal requirements 3.1 Part number On the MDS the Phoenix material number has to be entered on the page Information recipient status. preferred format: 123456 / 00 (no blanks) Material number / revision index 3.2 Part description The description of the part / semi-part according to Phoenix drawing or CAD file has to be entered exclusively in German or English language on the MDS on page information recipient status. 3.3 Drawing number / drawing revision The material number and material change version (status/date) according to Phoenix drawing has to be entered on the MDS on page information recipient status. The drawing revision has to be entered in format DD.MM.YYYY (thus for example 01.02.2003). 3.4 Supplier number DUNS number The DUNS number of the supplier has to be entered on the MDS on page information recipient status. In order to activate the DUNS number, the supplier must have status active in the Phoenix supplier database. The DUNS numbers must be entered in following format: 34-264-9858 3.5 Correlation IMDS-ID part number In each IMDS-ID (irrespective of the version) only one part number may be documented to make the assignment of part number/imds-id unambiguous. If for example material number is changed from 123456 / 00 to 123457 /00, it is not allowed to create a new version, but instead a new IMDS-ID has to be created. If a part is changed which makes an update of the MDS necessary, but no new part number, (if for example material number is changed from 123456/00 to 123456/01 a new version of the already existing IMDS-ID has to be created, but no new IMDS-ID. The drawing number and the drawing version have to be entered in the MDS according to the Phoenix Contact E-Mobility drawing. In case a drawing number and version exists, this field may be left blank. - Page: 12/15
4. Indications and contact Phoenix specific questions: Email: emobility@phoenixcontact.com Please always state the IMDS-ID and MDS as well as your contact data in case of detailed questions. IMDS specific questions: The IMDS recommendations are available on your IMDS account on the left side under menu item regulations. The official IMDS pages provide additional help. Material specific questions: The material experts of the IMDS helpdesk (contact via the respective user helpdesk) will be pleased to help you in the event of non-existent standard materials or failures in materials from the IMDS committee. 5. Applicable documents IMDS recommendations EU directive 2000/53/EG with corresponding current annex II Global Automotive Declarable Substance List (GADSL) Page: 13/15
Annex 2: Definition of the sampling process of Phoenix Contact E- Mobility Page: 14/15
Annex 3: Directives regarding the development of packing labels for products (CS 25) See separate document CS 25: Company standard goods tag E-Mobility Page: 15/15