Commercial Auto Products

Pvt. Ltd., Lucknow RD-PR-074-00

Effective date 6-3-2023
COMMERCIAL RADIATOR Title: Engineering Change Note Procedure
PAGE 1 of 1

Purpose:
To define the required activities in the generation, processing and implementation of an
Engineering Change Note (ECN).

Scope:
This procedure summarizes the activities involved in the Change Control Process
Authorities & Responsibility:
Components engineering is responsible for verifying ECN technical content, material
disposition, effective date and incorporation into manufacturing operations.

Definition:-

Change requests come from many sources both internal and external. Change
requests can be verbal or in writing and should be directed to the engineer responsible
for the particular design, product, or document which may require change.

ECN Review team meeting - ECN coordinator arranges and chairs the ECN review team
meeting. The ECN review team conducts a technical review of the proposed change and
verifies that all issues relative to the change are properly addressed. Material disposition,
rework instructions.

ECN Coordinator corrects and redistributes ECN - ECN coordinator acquires needed
corrections and redistributes to team members for review if needed. If additional review is not
needed coordinator presents ECN in team meeting.

Reviewed by: Approved by:

Date:
Commercial AutoDate:
Products RD-PR-074-00
Pvt. Ltd., Lucknow
 Effective date 6-3-2023
Title: Initial Process Control Procedure
PAGE 2 of 13
COMMERCIAL RADIATOR

The duration of initial supply control is listed below:

• 3 months or 3000 nos. (1000 nos. in case of low schedule) for New products which ever will be
later.
• 1 Month or 1000 nos. (500 nos. in case of low schedule) for Major Change which ever will be later.
• 15 days or 500 nos. (200 nos. in case of low schedule) for minor change which ever will be later

Special controls during Initial Supply/Initial product control:-

Increased frequency of inspection: Frequency of in process inspection
Two times during a shift in place of One times as compare to regular check &
record to be maintained.
Special Controls at Supplier supplied parts (Whenever reqd.)-
Frequency of in process inspection Two times during a shift in place of One
times as compare to regular check & record to be maintained during initial
control at supplier end.
Outsourced parts are identified with “INITIAL PRODUCT TAG” along with INCOMING INSPECTION
TAG.
Handling Quality Abnormalities: - For any quality problem observed at in process,
addressing, correction on corrective action plan within 48 hours against the 72 hrs.
In the case of normal quality problems.
Availability of Information at Production Shop Floor: - The following
information’s are ensured at the respective machines where the initial supply control
are being carried out:
Control Plan, Process Sheet, Skill matrix of operators, work instruction, Identification of
Material during initial supply Control.

Reviewed by: Approved by:

Date: Date:
 Commercial Auto Products PR-DC-213-00
Pvt. Ltd., Lucknow
Effective date 17-2-2023
Title: Supplier Management Procedure
COMMERCIAL RADIATOR PAGE 3 of 13

Termination condition of Initial supply control period:-

a)Customer complaint should be zero.
b)Incoming Rejection PPM should be zero.
c)Defect rate should not exceed 0.1%. Meeting above targets for 3
continuous months and results should have improving trend.

At the end of period if the above conditions are met, then the
termination of ICP is announced & the mass production
preparedness report is made for readiness of production .

Extension of initial supply control:

If any of the above conditions are not met, the Initial supply control will be
extended further for two months to meet the above said requirements.
Further correction / corrective action as per the procedure for corrective &
preventive action will be initiated.

Reviewed by: Approved by:

Date: Date:
 Commercial Auto Products PR-DC-213-00
Pvt. Ltd., Lucknow
Effective date 17-2-2023
COMMERCIAL RADIATOR
Title: Supplier Management Procedure PAGE 4 of 13

General Requirements:

Identify New Supplier:

Request departments shall identify the necessity of qualification on new part or

supplier. In general, the requests are come from the new project, production volume
concerns and second sources, etc.

Recommend the potential supplier name or list:

Engineering, Purchasing will recommend the potential supplier name list for
pre-view.
For specified parts, a Project Team shall be assigned by management to handle
the new supplier selection and qualification process. The team members will
come from Engineering, QA and Purchasing.
If there is no special team assigned for this project, Purchasing shall be the
owner to make the pre-view on the list.

Collect the Information Of Potential Supplier:

A Supplier Survey Questionnaire shall be forwarded to the potential supplier via
Purchasing.
Once the Survey Questionnaire was collected, a desk review on the above
information by Engineering & QA, the final candidate(s) shall be decided
after preliminary screening. The screening criteria will include the technical
competences, quality of products or services, logistics, prices, etc.

Reviewed by: Approved by:

Date: Date:
 Commercial Auto Products PR-DC-213-00
Pvt. Ltd., Lucknow
Effective date 17-2-2023
COMMERCIAL RADIATOR Title: Supplier Management Procedure
PAGE 5 of 13

Conduct Onsite Audit on Potential Candidate:

For the potential supplier who make the critical parts an on-site audit shall be
conducted before submitting the initial samples.
The audit teams may include the persons from Engineering, QA and
Purchasing. The audit result shall be recorded and signed off by review (audit)
teams.
The conclusion from the Supplier Survey Questionnaire and audit report shall
be reflected on the New Supplier Evaluation Report.
If the production site of potential supplier is on the overseas,
representative(s) from the audit teams or local representative will join the
activities.

For the supplier with multiple production sites, the audit shall be
performed on the location that will make the parts during the mass
production stages.
Prepare and collect The NDA from Potential Supplier:
For the assurance of technical concerns, a Mutual Non-disclosure Agreement
form shall be signed from both customer and supplier before the engineering
information is forwarded to potential supplier for quotation or other usages.
Perform The Engineering Specification Review By Supplier:
Once the supplier had received the Quotation package information
(Drawing, BOM, specification, etc.) from customer, potential supplier shall
start a review on that information immediately.
Contd…

Reviewed by: Approved by:

Date: Date:
 Commercial Auto Products PR-DC-213-00
Pvt. Ltd., Lucknow
Effective date 17-2-2023
COMMERCIAL RADIATOR Title: Supplier Management Procedure
PAGE 6 of 13

If there are any concerns or questions from supplier, a Design for

Manufacturing (DFM). Engineering Department shall review the DFM from
supplier, the review results (Such as further explanations, drawing
clarifications, approve/reject of the proposals, answer the questions, etc.)
shall be replied to supplier.
When necessary, few rounds of back and forth are needed to close all of the
concerns.

Release the Sample P/O for Potential Supplier:

The P/O shall be released for the samples for qualification use.
The total quantity of samples shall be defined by Engineering or QA based
on the qualification tests, pilot run tests (If any) or other pre-defined
standards.
Initial samples request for qualifications apply to the following situations:
Brand new supplier to customer, (Second source or new request.)
New part number for current suppliers,
New revision after design changes,
Others.

Prepare/Submit the Initial Samples to Customer :

Based on the requests of customer P/O, supplier shall make the initial
samples (First Articles) for the qualification process in customer.

The full Outgoing Inspection Reports shall be prepared by supplier and

submitted to customer together with the initial samples. Customer shall
request the qualification test reports or similar documents (e.g. reliability
reports) from supplier for references.
Reviewed by: Approved by:
Date: Date:
 Commercial Auto Products PR-DC-213-00
Pvt. Ltd., Lucknow
Effective date 17-2-2023
COMMERCIAL RADIATOR Title: Supplier Management Procedure PAGE 7 of 13

Perform the Tests/Inspections on Samples:

Engineering or QA of customer shall make a preliminary inspection on the

initial samples and review the inspection report that provided from supplier.
After the above preliminary inspections, the assigned departments shall
conduct the tests or other verification methods on the initial samples.
For some of the key functional parts or components, if necessary, a pilot run
in the production line shall be conducted by the supporting of Production.
Engineering or Production department in advance shall decide the quantity
and the method of pilot run.
QA/SQE shall coordinate the qualification process and monitor the status.
Those records shall be collected and kept.

Skip the Qualification Tests From Similarity or Assembly:

If the similar parts that made by supplier had been qualified before and the
new parts have (share) the similarity in design platforms and workmanship,
in such condition, the new parts may skip some (or portion) of the
qualification and tests.
If the parts or components had built into the assembly in customer, the
qualification test on the individual components or parts may get skipped if
the qualification on assembly can fully reflect the individual component or
parts.

Reviewed by: Approved by:

Date: Date:
 Commercial Auto Products PR-DC-213-00
Pvt. Ltd., Lucknow
Effective date 17-2-2023
COMMERCIAL RADIATOR Title: Supplier Management Procedure
PAGE 8 of 13

Prepare the Qualification Test Reports and Announce the Results:

QA or assigned departments shall prepare the qualification test plan based on

pre-defined standards.
If the case is complex and a team from Engineering, Production will join the
final decision on the test reports.

Result Of Qualification Remarks

Approved/ Qualified Test result meet the pre-defined test plan and
criteria.
Certain minor parameters are on the
Conditional Qualified
boundary of criteria. FA reports of further
actions
(Improvement) are requested from supplier.

Not Qualified Test result failed to meet the requests and

criteria.

Add to the Approved Supplier List After Qualification:

If the initial samples had passed all of the qualification processes, the results
including the supplier name and part number, the qualification (inspection)
report shall be forwarded to QA/SQE by related departments. An ECN
process shall be processed and the part/supplier information will be updated
on the Approved Supplier List by QA/SQE.
A current Approved Supplier List shall be kept and maintained by QA/SQE.

Reviewed by: Approved by:

Date: Date:
 Commercial Auto Products PR-DC-213-00
Pvt. Ltd., Lucknow
Effective date 17-2-2023
COMMERCIAL RADIATOR Title: Supplier Management Procedure
PAGE 9 of 13

Notify Supplier Switching to Mass Production:

If the initial samples had passed all of the qualification processes, the results
including the supplier name and part number, the qualification (inspection)
report shall be forwarded to QA/SQE by related departments. An ECN
process shall be processed and the part/supplier information will be updated
on the Approved Supplier List by QA/SQE.
A current Approved Supplier List shall be kept and maintained by QA/SQE.

Notify Supplier Switching to Mass Production:

If there is any design change from customer, Purchasing shall forward the change
information to supplier and handle the related disposition plan related to the
changes.

Calculation on the Performance of the Supplier:

The performance of supplier shall be monitored and complied by QA/SQE.

A quarterly supplier performance report shall be made from respective
departments. The result shall be updated and shall be released to Purchasing,
Production, Engineering, etc.
There are three categories are combined/complied by QA for the calculation
of the final performance of supplier. Supplier Performance Rating Scores will
be used. The Categories and weighting are defined as below:
Contd…

Reviewed by: Approved by:

Date: Date:
 Commercial Auto Products PR-DC-213-00
Pvt. Ltd., Lucknow
Effective date 17-2-2023
COMMERCIAL RADIATOR Title: Supplier Management Procedure PAGE 10 of 13

Responsible
Category Definitions Weighting
departments
factor
Quality Defect By Qty. 70 % IQC

Cost Competitive of cost 10 % Purchase

Delivery On time delivery rate by lot 20 % Store/Receiving

The final combination scores are calculated and rated as below:

Quarterly
Grade combination Action plans
rating
results
A Higher or equal to 85 % Continuous improvement recommended

Further improvement requested.

B Between71 % to 85
% The major quality symptoms are
monitored by SQE.
-SCAR will be issued
-Improvement plan from supplier submitted
C Below70 % in monthly meeting with customer are
requested.
-Temporarily hold/decrease the new P/O to
supplier.
-Disqualified notification to
D Below 65 % for two supplier.
consecutive quarters
-Switch the P/O to other suppliers.
-Search for second source if it is
single source.
If the supplier had not met the request on the performance, formal
notification shall be sent out for further improvements.

Reviewed by: Approved by:

Date: Date:
 Commercial Auto Products PR-DC-213-00
Pvt. Ltd., Lucknow
Effective date 17-2-2023
COMMERCIAL RADIATOR Title: Supplier Management Procedure PAGE 11 of 13

Handling the Non-conformity during Mass Productions:

If there are non-conforming products found at customer end, the handling, disposition
and Corrective Action Request process shall be given by SQE and monitored by H.O.D.

Disqualify the Supplier with Low Performances:

[Dis-qualified for the supplier]

If the performance of supplier has grade D, the supplier shall be
disqualified. QA/SQE and Purchasing shall discuss on the implementation
and switching process. Information shall be share with management.

[Dis-qualified for the parts]

If supplier have continually low passed rate on certain products/processes, a
dis-qualified for concerned products shall be on the concern areas.

Perform Regular On-site Audit on Suppliers:

An on-site auditing to major suppliers (CM, key parts or components) shall

be conducted in annually basis. The audit report shall be prepared by leader
of audit and collected from SQE.
The following table defines the criteria of supplier audits. Suppliers
providing critical components and a certain material over 70% are
considered critical suppliers. An on-site audit is required for the critical
suppliers.

Reviewed by: Approved by:

Date: Date:
 Commercial Auto Products PR-DC-213-00
Pvt. Ltd., Lucknow
Effective date 17-2-2023
COMMERCIAL RADIATOR Title: Supplier Management Procedure PAGE 12 of 13

Class Descriptions On-site

Audit
-Provide key critical components,
Critical -Major provider (Over 70% of a certain Required
material)
General Material manufacturers, other than critical Optional

For the suppliers in overseas with access concerns, the other alternatives such as
the performance of delivery review and conference call will replace the on-site
auditing.
Remind the Supplier on Their Product Changes:

Supplier shall notify customer (By documents) for any changes in advance and
get formal approval from customer. Any change from supplier is not allowed
without pre-approval.
The changes include the following conditions:
 Product design
 Components
 Manufacturing process
 Major tool/dies
 Production site changes
 Key sub-tiers such as coating, Zinc plating, etc.
 Production termination, etc.
Reviewed by: Approved by:
Commercial AutoDate:
Products PR-DC-213-00
Date:
Pvt. Ltd., Lucknow
Effective date 17-2-2023
COMMERCIAL RADIATOR
Title: Supplier Management Procedure PAGE 13 of 13

Re-qualify the Supplier after Disqualify:

After the improvement, a previous disqualified supplier can apply for the re-
qualification.
In general, c u s t o m e r shall review the supplier’s improvement plan on
the previous concern areas and verify the effectiveness of action plans.
The re-qualification shall follow the process defined on this procedure. For the
simple case such as disqualified for parts, a re-submit the initial samples is
requested.

Reviewed by: Approved by:

Date: Date: