Process Change Request (PCR)
Polaris Supply Chain – Supplier Training Module
Polaris CONFIDENTIAL
Revised: March 1, 2016
Revision Number: 1
Welcome
Welcome to the Process Change Request (PCR):
Polaris Supplier Training Module.
Completion of this training will allow you to
efficiently submit PCRs via the Polaris PCR
module. This training will also tell you what
supporting information will be required.
A brief description of the PCR is available in the
SQAM and the electronic link to complete a PCR
can be found on Polaris Supplier Information
System, under the Doing Business heading.
Process Change Request know hereafter as PCR
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Agenda
Learning Objectives
Why is the PCR Important?
When is the PCR Required?
Flow Chart
Define Training Topic – What is It?
Training Content
Tools and References
FAQ
Thank you!
Process Change Request (PCR): Polaris Internal Training Module
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Polaris Acronyms
Acronyms used in this training:
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Process Change Request = PCR
Production Part Approval Process = PPAP
Automotive Industry Action Group = AIAG
Cross Functional Team = CFT
Supplier Quality Engineer = SQE
Supplier Development Engineer = SDE
Purchasing Agent or Buyer = PA
Not Applicable = NA or N/A
Understanding Polaris Acronyms
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Learning Objectives
At the end of this training, participants will be able to:
• Understand the overall process of a PCR and when you are required
to utilize the PCR process.
• The importance of a standardized method of communication for
suppliers wanting to make a change to the PPAP’d process.
• Understand the guidelines for ensuring the PCR form is complete.
• Understand a supplier is able to ship product on the newly accepted
PCR AFTER the PPAP requirements are fulfilled and approved.
Understand when and how to utilize the PCR form
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Importance of Process Change Management
TO AVOID COSTLY ERRORS
 Unintended consequences are likely to occur if you are unaware of
changes being made and also if your customer is not aware
 Easy to overlook/not recognize how a change may impact Polaris
requirements for form, fit, and function of the part
 Improper change can severely damage equipment in your process
 Safety can be jeopardized for both parties
Accountability
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Supplier Process Change Management
WE RECOGNIZE THE ABILITY TO CHANGE IS REQUIRED
 Change is required to adapt to dynamic environment and Polaris needs
 Is necessary to enable improved performance
 Speed at which change needs to occur is important and having structure
enables quick approval
 Structure allows for you to manage the what and when of change
A STRUCTURE ENABLES THIS TO OCCUR IN A SAFE CONTROLLED
MANNER
How Robust is Your Internal Change Management?
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Polaris Process Change Authorization
When do you need authorization? Anytime there is a proposed change from
a submitted PPAP process or product being supplied to Polaris Industries.
Pre-Authorization is required for CHANGES impacting, but not limited
to:
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•
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•
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Material
Facility/Process Location
New or modified non-perishable tools
Method of manufacture or processing techniques
Production Rates
Subcontractor or Sub-tier Supply Base
Addition of Secondary Processes (Rework)
Drawings (purchased parts)
Testing/Inspection Practices/PPAP documentation
When in doubt, ask your Polaris SQE/SDE/PA contact.
Communicate / Understand / Authorize
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Polaris Process Change Authorization
Communicate / Understand / Authorize
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When is PCR Required?
Simply put, A PCR is required any time a supplier varies from their submitted
PPAP’d process.
• Once the original PPAP requirements, set forth by the Polaris system, have been
submitted for approval by the supplier, the supplier must gain Polaris’ permission to
make a change from that process.
• An approved or conditionally approved PPAP is an agreement between the supplier
and Polaris on how the supplier will be producing product. Polaris has agreed on
the method of producing the parts and thus given it’s approval.
• If a supplier changes any part of that process, it is required that the supplier notify
Polaris of these changes and gain approval of the new process.
Accountability for Both The Supplier and Polaris
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PCR Scenario / Critical Bracket
Process Change
Supplier adds and additional Robotic MIG Weld Cell for period of 3-months to support
additional Polaris demand on a very simple $20 but critical metal bracket.
Supplier does not communicate to Polaris what is required process wise to respond to
additional demand spike and doesn’t enter a PCR.
Easily Avoided with Change Management Process
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PCR Scenario / Critical Bracket
Unidentified Risk
New Robot Cell did not require a change to how part was fixtured – but did require the fixture
to be modified to fit into Robotic cell.
New Robotic Welder was still a MIG welding process – however, it did not have the same
process parameter controls.
Supplier deemed same weld process / same fixture / no changes to control plan – no need to
qualify internally or notify Polaris of the change.
Existing control plan had gaps with regards to detecting cold welds. Since there was
no qualification of first parts – cold welds were never detected until 3 months later.
Easily Avoided with Change Management Process
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PCR Scenario / Critical Bracket
Impact
15,000 affected vehicles are manufactured in this 3 month period. 90% of vehicles are in the
either in possession by consumer or dealers.
Rework Costs 15,000 vehicles x $156.73 per unit (parts, labor, logistics) = $2.35 million
$ Figure doesn’t include lost opportunity costs associated with current and future lost sales,
impact to brand, etc.
Easily Avoided with Change Management Process
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Roles & Responsibilities
Roles and Responsibilities:
Supplier:
• Submits all documentation related to the PCR.
• Cannot ship product until PPAP is approved.
PA:
• Reviews/verifies the submission is a valid change request.
• Sends submission back to the supplier by selecting Incomplete PCR or Reject PCR.
• Advances the PCR to the SQE by selecting Accept PCR.
SQE/SDE:
• Reviews submission for viability.
• Sends submission back to the supplier by selecting Incomplete PCR.
• Advances the PCR by selecting Accept PCR or Reject PCR.
• Defines PPAP
Navigation and approval bar is common to all the roles involved in the PCR process.
Knowing Your Roles
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Process Flow Chart
PCR Approval is a Group Effort.
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Process Overview
Critical Process Steps:
This will be your guide in the presentation to give you an understanding of the PCR
topic and its benefits to you.
Login
Create
Submit
Process Usage:
Supplier
Qualification
Approve
Suppliers shall submit a PCR for all changes that
occur after PPAP approval.
P
P
A
P
PDP
Supplier
Selection …..APQP……
Supplier OnBoarding
Notification
APQP
PPAP
SOP
Supplier Performance
Monitoring
Control
Volume Ramp…. Maturity ………
Safe Launch
…….
Product
Assurance
Improvement
Serial
Production
…….
……
EOL
Quality Event
Resolution
PCR is required after the PPAP documentation has been submitted
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How to Gain Authorization
Login
Create
Submit
Notification
Approve
Simple: Submit a Process Change Request (PCR)
Suppliers can start the PCR process here:
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Navigate to the supplier website and select the PCR (Process Change Request) link. Located on the
website under Doing Business as highlighted below.
CHANGES ARE NOT ALLOWED WITHOUT PRIOR PCR APPROVAL
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Sign into the PCR Site
Login
Create
Submit
Notification
Approve
Supplier sign in (Login) to the PCR site:
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Follow the prompt on the next screen asking for User ID and Password and select the Login
button.
If you have forgotten your password, select the (Forgot your Password?) hyperlink.
Need to Login to Gain Access to the PCR Site
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The New Look of the PCR Site
Login
Create
Submit
Notification
Approve
The PCR website is available to submit your PCR.
New Look, But Same Process
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Functionality of the Site
Login
•
•
Create
Submit
Notification
Approve
PCR view options shown in the RED boxes below.
PCRs can be sorted in ascending or descending order by each of the descriptions in the column row
(highlighted)
at the top of the rows by selecting the header.
Filtering the view of the PCR site is an option.
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Submitting a Process Change Request (PCR)
Login
1.
Create
Submit
Notification
Approve
Select the Create New PCR hyperlink. Highlighted red box.
CHANGES ARE NOT ALLOWED WITHOUT PRIOR PCR APPROVAL
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Submitting a Process Change Request (PCR) (continued)
Login
2.
Create
Submit
Notification
Approve
Required: Type part number into the part number field.
• To initiate autofill – press the tab key on your keyboard. (info auto fills in the part
information section.)
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Submitting a Process Change Request (PCR) (continued)
Login
3.
Create
Submit
Notification
Approve
Complete all the Supplier Information section of the PCR form as indicated by the (*):
CHANGES ARE NOT ALLOWED WITHOUT PRIOR PCR APPROVAL
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Submitting a Process Change Request (PCR) (continued)
Login
4.
Create
Submit
Notification
Approve
Optional information a supplier can provide to complete the Supplier Information field of the
PCR form:
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Submitting a Process Change Request (PCR) (continued)
Login
5.
Create
Submit
Notification
Approve
Required: Supplier to complete
the three Reason For Change
fields:
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Submitting a Process Change Request (PCR) (continued)
Login
6.
Create
Submit
Notification
Approve
Required: Supplier to select one of the radio buttons, Yes, No, or Not Applicable (NA) in all of
the following fields:
Depending on the change to the process, these documents must be updated and Polaris will
require a copy of the updated documents.
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Submitting a Process Change Request (PCR) (continued)
Login
Create
Submit
Notification
Approve
7.
In order to save any documentation to the PCR module, the Supplier must first save the PCR
by selecting the Save PCR button.
8.
Supplier can now upload files into the PCR module by selecting the Upload a file button
CHANGES ARE NOT ALLOWED WITHOUT PRIOR PCR APPROVAL
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Submitting a Process Change Request (PCR) (continued)
Login
9.
Create
Submit
Notification
Approve
Please note the naming convention for the uploaded file should be:
PCR_Number_Name of the Document_Date it was Submitted.
As the example shows the file is named: PCR_92_Control_Plan_4-16-16
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Submitting a Process Change Request (PCR) (continued)
Login
Create
Submit
Notification
Approve
10. Save Attachment
Please Note: Attachment is not saved
until it turns green.
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Submitting a Process Change Request (PCR) (continued)
Login
Create
Submit
Notification
Approve
12. After all documents have been
uploaded into the PCR module,
supplier will select the Submit
PCR button.
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Submitting a Process Change Request (PCR) (continued)
Login
Create
Submit
Notification
Approve
13. Polaris Review
Submit
Purchasing
Review
SQE/SDE
Review
Accept
PPAP
Submission
PPAP
Approval
Approval to
Ship
Polaris Process Flow
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Submitting a Process Change Request (PCR) (continued)
Login
Create
Submit
Notification
Approve
• Requires more information
Incomplete
Submission
Rejected
• Polaris does not approve the change
• Contact Polaris if any questions.
• Polaris accepts submission
Acceptance
• Satisfy all PPAP requirement and Submit PPAP
PPAP
Notification
Approval or
Rejection Notice
from PPAP
• Notification from PPAP System
• Approved to Ship Parts
• Rejection: Complete missing elements for PPAP
Items That Will Generate Notifications
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Submitting a Process Change Request (PCR) (continued)
Login
Create
Submit
Notification
Approve
An accepted PCR only grants permission to proceed with the change under
the control of the supplier.
Polaris PPAP approval is required before any affected product is allowed to
ship to Polaris.
It is the responsibility of the SQE and SDE to ensure the supplier understands and
conforms to that statement.
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DEMO
Let’s go through some examples!
Demo
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Learning Objectives Recap
At the end of this training, participants will be able to:
• Understand the overall process of a PCR and when you are required
to utilize the PCR process.
• The importance of a standardized method of communication for
suppliers wanting to make a change to the PPAP’d process.
• Understand the guidelines for ensuring the PCR form is complete.
• Understand a supplier is able to ship product on the newly accepted
PCR AFTER the PPAP requirements are fulfilled and approved.
Understand when and how to utilize the PCR form
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Questions?
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Thank you!
Thank you for taking the time to complete the PCR Polaris Training Module.
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Please make sure to take the Quiz and provide training feedback.
Taking the Quiz give visibility to us that you have read and understand this
training!
Questions? Please contact your Buyer or Supplier Quality Engineer.
Thank you for attending!
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Appendix
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Tools for determining if a PCR is required
The next two slides are examples of when a PCR are required. These examples are
based off of AIAG PPAP book. Polaris reserves the right to be more stringent that the
examples given in the AIAG PPAP book.
If there is any question on when a PCR is required, contact your PA, SQE, or SQE.
Accountability for Both The Supplier and Polaris
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When is PCR Required?
Case #
Polaris requires PCR for:
Example/Clarification
1
Use of other construction or material than was used in the
previously approved part or product.
Example: The material or construction of a subcomponent not
specified on the design record (black box) changes from what was
originally approved by a PQR.
2
Production from new or modified tools (except perishable
tools), dies, molds, patterns, etc., including additional or
replacement tooling
This requirement applies to tool changes that effect the method
of production or process control plan. Including new methods of
fixturing, change in operation order, change in operation method,
etc.
3
Upgrade means the reconstruction or modification of a tool or
machine to increase capacity, performance, or change its existing
function. This does not include normal maintenance, repair or
Production following upgrade or rearrangement of existing
replacement of parts for which the change will result in no change
tooling or equipment.
in performance after verification.
(Introduction of new or replacement of existing manufacturing
Rearrangement is defined as activity that changes the sequence
machine.)
or creates an additional step to the approved product/process
flow from the documented process flow diagram and/or control
plan.
4
Production from tooling or equipment transferred to a different Production process tooling and /or equipment transferred
plant location or from an additional plant location
between buildings or facilities at one or more sites.
Accountability for Both The Supplier and Polaris
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When is PCR Required?
Case #
Polaris requires PCR for:
Example/Clarification
5
Change in subcontractor for parts , non-equivalent materials or
The organization is responsible for approval of supplier provided
services (such as heat treating or plating) not previously
material and services.
approved through a PQR.
6
Product produced after tooling has been inactive for volume
production for twelve months or more
7
Product and process changes related to components of the
production product manufactured internally or manufactured by
Any changes including changes at the suppliers to the
subcontractors that may impact fit, form, function performance,
organization and their suppliers, that affect Polaris requirements
and/or durability per the Polaris design record of the salable
as defined by the Polaris design record.
product. Additionally, the supplier shall concur with any
requests by a subcontractor before submission to Polaris.
exception: low volume parts for service and specialty parts
For bulk materials only:
New source of raw material with special characteristics from
new or existing subcontractor.
8
Change in product appearance attributes where there is no
appearance specification
Changes that would normally be expected to have an effect on
the requirements of the design record.
Revised parameters in the same process (outside PFMEA
parameters of the approved product, includes packaging).
9
For change in test method, the organization should have
Change in test/inspection method - new technique (no effect on
evidence that the new method has measurement capability
acceptance criteria)
equivalent to the old method.
Accountability for Both The Supplier and Polaris
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FAQ Answers to Why Suppliers need to submit a PCR
1. Can a supplier implement a temporary change to keep production
parts flowing to Polaris? Example: Move an existing fixture to an
identical machine as the PPAPd machine while the original, PPAPd
machine, is being repaired. Temporary changes, such as these, DO
require authorization prior to implementing the change.
2. Why is Polaris making a big deal about the change in process if the
parts are still being supplied to Polaris? Isn’t it important to keep
the line producing product? It is important for the supplier to
notify Polaris of any changes to a PPAPd process. The purpose of
the PCR is to protect you, Polaris, and our customers from
damaging & costly interruptions to the supply and quality of the
delivered product.
CHANGES ARE NOT ALLOWED WITHOUT PRIOR PCR APPROVAL
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FAQ Answers to Why Suppliers need to submit a PCR
3. Do I need a PCR to replace worn, perishable tools? Changes that occur
as part of normal process do not require pre-authorization. [Example]
replacement of cutting tools upon normal wear. The exception to this
is replacing a tool with another style of tool [Example] a standard
reamer replacing it with an inserted reamer. It seems like a simple
switch, but has the PFMEA been updated? Has the control plan been
updated? Has the capability of the process changed? These are the
answers Polaris is expecting the supplier to be able to provide for the
PPAP requirements.
4. What about changing material because we can get a better price and
save Polaris money? Polaris is always will to discuss cost downs for a
product, but the supplier will always need to gain approval before
making any change to a PPAPd process.
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FAQ Answers to Why Suppliers need to submit a PCR
5. This is still confusing for us, the supplier, when a PCR is required.
Polaris understands that this might be a new concept to you, the
supplier, but you, the supplier are probably performing all of the
tasks that Polaris will request thru the PPAP in order to ship parts
off the accepted PCR process. Judgment will still be required on
part of the supplier whether or not to submit a PCR, but Polaris
expects that judgment to err on the side of caution and overcommunicate changes vs. not communicating the changes at all.
If you are not sure what to do ask your Polaris point of contact in
Supplier Quality. If you are not sure who this is then contact your
Purchasing point of contact.
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