Quality Name Plate AS9100 Quality System


QNP AS9100 Main Index

 

 


Review of Contract Requirements

Review of Contract Requirements: OP-722-01 Revision C

Effective Date:10/24/12
Owner Approval by Barry Ralston, Vice President, on 10/24/12
Management Approval by Craig O. Garneau, President, on 10/24/12

Printed copies of this document are for information purposes only and are uncontrolled. Printed copies are not valid after the date of printing. This document was printed on

  1. PURPOSE

    To provide a consistent process for the review of customer requirements and preparation of customer orders through final contract acceptance.




  2. RESPONSIBILITY

    The table below identifies the people and their responsibility relating to this procedure:

     

    Person

    Responsibility

    Vice President

    Customer Service Manager

    Customer Service Personnel

    Engineering Personnel

    Review customer requirements and process request for quotes.

    Document customer requirements.

    Accept and Prepare customer purchase orders for quality planning.

    Compare customer purchase orders with quotations and applicable files for discrepancies.

    Assess and document special requirements or risks

    Resolve contract discrepancies with customer.

    Resolve amendments to contracts

    Department Supervisors

    Assist Customer Service Personnel as necessary in reviewing QNP's ability to meet customer requirements.




  3. APPLICABLE FORMS OR REFERENCES

    The table below identifies the number and the title of the forms and references that are applicable to this procedure;

    Form/Reference Number

    Title

    AS9100

    Quality Management Systems - Requirements for Aviation, Space and Defense Organizations

    OP-710-01

    Quality Planning

    FM-710-01

    Shop Order Envelope

    FM-722-01

    Formal Quote

    FM-722-02

    Verbal Customer Purchase Order




  4. POLICIES

    1. AN INITIAL QUOTE by customer service personnel shall be based on the following minimum information:
      • Material Identification EXAMPLE: Aluminum Alloy
      • Thickness of Material
      • Process EXAMPLE: Screen, Etch, Thermaplot
      • Number of colors
      • Size of finished part
      • Mounting EXAMPLE: Adhesive, holes
      • Quantity

    2. The minimum information required to process a quote is for pricing purposes only, and not necessarily sufficient to accept a customer purchase order. In such cases, it is the responsibility of Customer Service Personnel to obtain the appropriate blueprints, samples, and/or customer supplied reference material to satisfy the Quality Planning process.

    3. A Repeat Order, without changes from the previous production run, is commonly known as an "as before" (AB).

    4. Quotations communicated verbally are written and maintained on quote form, FM-722-01, or another appropriate record of the quotation.

    5. Quotes and purchase orders generated online maintain a record of the creator's name and creation date. Printed quotes and purchase orders that were generated online are traceable back to their creators through online records. Hand written documents, or documents that are not traceable through online records, should be signed or initialed and dated as evidence of Contract Review.

    6. VERBAL PURCHASE ORDERS are acceptable so long as customer requirements are defined and documented on form FM-722-02.

    7. The Vice President, Engineering Personnel, and members of the Customer Service Team, have the authority to perform contract review and accept a customer purchase order for Quality Planning, OP-710-01.

    8. AMENDMENTS TO CONTRACTS OR PURCHASE ORDERS are handled in the procedure documented under 5.3 Amendment Contract Process.

    9. QUALITY PLAN is also known as the shop order, FM-710-01.

    10. Evidence of contract review is maintained electronically within the Price Cards/Shop Order database.

    11. Special requirements or risks determined during the Contract Review Procedure shall be documented on the purchase order or quote request as appropriate.

     



  5. PROCEDURE

    The Contract Review procedure at QNP can involve one or all of the following individual procedures:

    5.1 Request for quote

    Use the steps in the table below to process a request for quote

    Step

    Action

    Person(s) Responsible

     1.

    Customer requests a quote.

    Customer

     2.

    Evaluate the request for quote as appropriate.
    Examples:

    • Is the product to be quoted new, changed, or an "as before"?
    • Is there a price schedule for this or similar product?
    • Does this product have a history of quality problems?
    • Should this request for quote be formally evaluated by management?

    Personnel with the authority to perform Contract Review

     3.

    Ask: Is sufficient information available and is it appropriate to process the request immediately?

    • If YES, go to step 9.
    • If NO, go to step 4.

    Personnel with the authority to perform Contract Review

     4.

    Assemble the appropriate information, and forward the request for quote to Customer Service Manager or Vice President of Sales.

    Personnel with the authority to perform Contract Review

     5.

    Perform further evaluation of the request for quote as appropriate.
    Examples:

    • Can QNP meet product specifications and customer requirements?
    • Does the customer’s history indicate that this and similar products require further review of price schedules and/or manufacturing processes?

    Customer Service Manager
    Vice President

     6.

    Ask: Should QNP proceed with the quotation process?
    Examples for refusal to quote: Cannot meet material requirements or environmental concerns.

    • If NO, go to Step 7.
    • If YES, go to Step 9.

    Customer Service Manager
    Vice President

     7.

    Notify customer of decision not to quote:

    Customer Service Manager
    Vice President
    Customer Service Personnel

     8.

    Sign or Initial the Refusal to Quote, and place in the Quote File by customer’s name.
    Procedure ends here.

    Customer Service Manager
    Vice President
    Personnel with the authority to perform Contract Review

     9.

    Decide what references should be used to develop quotation:

    • Previous sales & marketing quoting experience
    • Reference Price Cards schedules
    • Workbook
    • Other

    Customer Service Manager
    Vice President

     10

    If appropriate, use Quotation Worksheet,
    FM-722-01 to develop quotation.

    Customer Service Manager
    Vice President

     11.

    Issue quotation to customer:

    • On Quote Form, FM-722-01
    • On customer’s request for quote
    • Email
    • Verbal

    Customer Service Manager
    Vice President
    Personnel with the authority to perform Contract Review

     12.

    Place in Quote File filed by customer’s name.

    Personnel with the authority to perform Contract Review



    5.2 Preparation of a Customer Order for Quality Planning

    Use the steps in the table below to prepare a customer order for quality planning.
    Reference:
    OP-710-01, Quality Planning

    Step

    Action

    Person(s) Responsible

     1.

    Customer purchase order received.
    Note: For phone orders, form FM-722-02, Verbal Purchase Order is used to record customer order information.

    Personnel with the authority to perform Contract Review

     2.

    Ask: is the customer purchase order new or an order confirmation?

    • If NEW, go to Step 8.
    • If CONFIRMATION, go to Step 3.

    Personnel with the authority to perform Contract Review

     3.

    Retrieve purchase order from the purchase order file and verify order information.

    Personnel with the authority to perform Contract Review

     4.

    Ask: Is order information in agreement?

    • If NO, go to Step 5.
    • If YES, go to Step 6.

    Personnel with the authority to perform Contract Review

     5.

    Contact customer and reconcile differences.
    If applicable, reference 5.3, Amendment to Contract.

    Personnel with the authority to perform Contract Review

     6.

    Attach order confirmation to the customer purchase order, and file as appropriate.

    Personnel with the authority to perform Contract Review

     7.

    Procedure ends here

     

     8.

    If available, reference the following and attach to purchase order.

    • Quotation from open quote file
    • Shop Order, FM-710-01, from previous order of same or similar part.
    • Customer Blueprint
    • Customer Supplied Reference Material
    • Price Card Record, if applicable
    • Other

    Personnel with the authority to perform Contract Review

     9.

    Review purchase order against assembled documents, considering customer requirements and applicable issues:

    • Price
    • Quantity
    • Requested Delivery
    • Special requirements
    • Identifiable Risks
    • Other

    Personnel with the authority to perform Contract Review

     10.

    Ask: Is it necessary to provide a quote to the customer?

    • If YES, go to Procedure 5.1, Request for quote.
    • If NO, go to step 11.

    Personnel with the authority to perform Contract Review

     11.

    Ask: Are the conditions of the customer purchase order acceptable?

    • If YES, go to step 13.
    • If NO, go to step 12.

    Personnel with the authority to perform Contract Review

     12.

    Contact customer and reconcile differences.
    If applicable, reference 5.3, Amendment to Contract.

    Personnel with the authority to perform Contract Review

     13.

    Use the Price Cards/Shop Order database software to record evidence of contract review.

    Personnel with the authority to perform Contract Review

    5.3 Amendment to Contract

    Use the steps in the table below to amend a contract already in production.

    Step

    Action

     

    Person(s) Responsible

     1.

    Amendment to contract received from customer.

    Personnel with the authority to perform Contract Review

     2.

    Reference applicable documents to review order information.
    Examples:

    • Customer Purchase Order
    • Shop Order, FM-710-01
    • Job Tracking Card, FM-710-02

    Personnel with the authority to perform Contract Review

     3.

    Ask: Is contract amendment acceptable? Is QNP able to meet the new requirements? Are the identifiable risks still

    • If NO, go to Step 4.
    • If YES, go to Step 5.

    Personnel with the authority to perform Contract Review

     4.

    Contact customer and negotiate an agreement.

    Personnel with the authority to perform Contract Review

     5.

    Ask: Is it necessary to notify the customer of amendment approval?

  6. If NO, go to Step 7.
  7. If YES, go to Step 6.
  8. Personnel with the authority to perform Contract Review

     6.

    Notify customer of contract acceptance.

    Personnel with the authority to perform Contract Review

     7.

    Identify the information to be amended.

    • Shop Order, FM-710-01
    • Customer blueprint
    • Customer Purchase Order
    • Job Tracking Record, FM-710-02
    • Price Card Online Record
    • NDS Order Online Record
    • Other

    Personnel with the authority to perform Contract Review

     8.

    Document the amendment to the contract in the appropriate entries. Note date of change, customer contact, and initials/signature of personnel who accepted the amendment to contract.

    The information recorded should be sufficiently detailed to ensure that relevant personnel are made aware of the changed requirements. Note: the primary method for recording evidence of contract review is within the electronic records. However, information written on a customer purchase order, blueprint, or shop order is also acceptable.

    Personnel with the authority to perform Contract Review

     9.

    Release order to the appropriate point of production.

    Personnel with the authority to perform Contract Review



  9. RECORDS/OBJECTIVE EVIDENCE

    The retention duration for records referenced in this procedure are available on-line in the FM-423-01 Master Document List with Revision History.
    Records are maintained in accordance with OP-424-01 Control of Quality Records.


  10. REVISION HISTORY

    Revision, approved date, effective date, and a document change summary for this document is located on-line in the FM-423-01 Master Document List with Revision History.