Guide for starting a new PPAP

To create a new PPAP, go to the PPAP module in the portal’s left-side menu and click the green New PPAPs button at the top right corner of the page.

Supplios supports two standard versions of the PPAP workflow, each with slight differences.

• If the pop-up window asks you to select only the vendor and item, you are using Version A of the workflow.
• If the pop-up also includes a field for PPAP Level, you are using Version B.

The step-by-step instructions for each version are outlined below.

Version A

Choose the vendor and the item from the dropdown menus, then click Submit.

If the vendor or the item that you want to use are not on these drop-downs, you will first need to create them in the database by going to the Vendors (or Items) section on the left-side menu of the portal.

After you have entered the basic information to start the process, a draft for a new PPAP will be created. Here, you should select the deadline and the specific PPAP elements for supplier response.

You can also allow the supplier to upload a full report so they can submit all the information together.

Optionally, you can add additional instructions or requirements for the supplier.

You will then have to select which supplier contacts to involve in this PPAP. Contacts who have been marked as default for Quality will be pre-selected here, however, you can easily change these selections and add new contacts if needed.

Once the setup is ready, simply click Complete Task. The supplier will receive an email notification and be directed to the portal to submit the PPAP.

The internal people involved in each PPAP (the owner and collaborators) will be able to see supplier’s progress, communicate with the supplier using the built-in messaging tool, and send reminders.

Once the supplier has submitted the whole PPAP, the request will be sent to the internal approver(s) for review.

If the PPAP is rejected, the approver must provide a comment to the supplier. This allows the supplier to update or add the necessary information before re-submitting the PPAP.

If the PPAP is approved, the approver can add an optional comment for the supplier.

Once approved, the PPAP is closed.

Depending on the PPAP approval or rejection, Supplios can automatically trigger additional workflows, such as:

• Initiating a Supplier Audit
• Requiring specific compliance documents from the supplier
• Updating or adding supplier tags.

Version B

Choose the vendor, the item and the PPAP level from the dropdown menus. Selecting the PPAP level will automatically pre-select the requirements for that level, but the required items can be adjusted in the further steps.

If the vendor or the item that you want to use are not on these dropdowns, you will first need to create them in the database by going to the Vendors (or Items) section on the left-side menu of the portal.

After you have entered the basic information to start the process, a draft for a new PPAP will be created.

In the first tab Basic Setup, you will be able to select the deadline, add additional supplier instructions and include internal collaborators to be involved in this PPAP.

You will then have to select which supplier contacts to involve in this PPAP. Contacts who have been marked as default for Quality will be pre-selected here, however, you can easily change these selections and add new contacts if needed.

In the second tab, PPAP Item Configuration, the items required for supplier response are pre-set based on the PPAP level chosen when creating the PPAP. However, here you can adjust the requirements and select which response items are required, optional or not needed for this PPAP.

Additionally, you can add special instructions or comments for the supplier about each item.

Once the setup is ready, simply click Complete Task. The supplier will receive an email notification and be directed to the portal to submit the PPAP.

The internal people involved in each PPAP (the owner and collaborators) will be able to see supplier’s progress, communicate with the supplier using the built-in messaging tool, and send reminders.

Once the supplier has submitted the whole PPAP, the request will be sent to the internal approver(s) for review.

If the PPAP is rejected, the approver must provide a comment to the supplier. This allows the supplier to update or add the necessary information before re-submitting the PPAP.

If the PPAP is approved, the approver can add an optional comment for the supplier.

You can also interim approve the PPAP by providing some comments and extending supplier deadline for the PPAP submission.

Once approved, the PPAP is closed.

Depending on the PPAP approval or rejection, Supplios can automatically trigger additional workflows, such as:

• Initiating a Supplier Audit
• Requiring specific compliance documents from the supplier
• Updating or adding supplier tags.