Guide for starting a new PPAP

Create a PPAP

To create a new PPAP (Production Part Approval Process), simply choose PPAP module in the portal’s left-side menu, then click the green New PPAPs button at the top right corner of the page to start a new PPAP.

Choose the vendor and the item from the dropdown menus.

If you can’t find the vendor or the item that you want to use on these lists, 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 will be able to select the deadline and the specific response items (PPAP elements) for supplier response. You can also allow the supplier to upload a full report so they can submit all the information together. Typically, the supplier response format consists of file uploads or text inputs.

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

You will also 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 but you can change these selections manually and also add new supplier contacts if needed.

Once the setup is ready, simply click on Complete Task. The supplier will receive an email notification and be directed to the portal to submit the PPAP. The supplier will only be able to view and submit the PPAP items assigned to them.

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

Once the supplier has completed all required tasks and submits the PPAP, the request is sent to the internal approver(s) for review. If the PPAP is rejected, the approver must provide a comment explaining the reason for rejection. 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.