PQR / PPAP
GUIDE
Teaching Aid
(SCARs are not addressed in this guide)
Last Revised March 17, 2014
PPAP Requirements
are Based on the
AIAG Blue Books
“Blue Books” (PPAP-4, APQP-2, SPC3, FMEA-4, MSA-4, TS Rules-3) which
are used by Polaris Industries can be
purchased at:
www.aiag.org if you are an AIAG
member or Amazon.com
Supplier Quality Assurance Manual
 The Polaris Supplier Quality Assurance Manual (SQAM) is an online
guide which defines supplier expectations. Please refer to this
manual for information and helpful links.
 http://www.polarissuppliers.com/polcy_procedure/Quality/SQAM%2
0.pdf
Web Address to
Supplier Quality
Assurance Manual
via the Supplier
Portal*
* www.polarissuppliers.com (Supplier
Portal) provides suppliers with access to
many helpful tools and downloadable forms
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http://www.polarissuppliers.com/
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http://www.polarissuppliers.com/polcy_procedure/Quality/SQAM%20.
pdf
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SQAM Table of Contents
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Content within the SQAM
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Label for PPAP/FAIR Samples
Be sure to ship
samples with the
proper label per the
instructions in the
SQAM (recommended
label color is orange)
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Default Level 4 PPAP Request
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Polaris PPAP Manual
 Image below is a link to the Polaris PPAP Manual
PPAP Manual
Last Revised March 14, 2014
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FAIR and PPAP Requirements (dual dates)
Typically used for Production
Tooling Approval.
Product run on Production Tooling
but not run at rate and/or by
production procedures.
Evidence that all customer Design Record
requirements are properly understood and
that the manufacturing process
(encompassing the entire production
process – production tooling, gaging,
process, materials, and operators) has the
potential to produce product consistently
meeting these requirements during an
actual significant production run at the
quoted production rate.
Note: Click on any
link (in blue) for a list
of requirements
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Sample Part and Required Documentation Submission as Noted on the PQR
Per the SQAM please place the
shipment method of your sample
part and tracking number here (this
will help if your sample submission
is lost)
Hard copies may
accompany submitted
samples but electronic
copies must be sent for
PQR submissions to the link
above
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Most email systems will
support this link to the
QE’s email address for
the electronic portion of
your submission.
Please note in the Supplier Issues
section the date electronic
documents were submitted,
method, and to whom. If
documented here and submitted
correctly the accountability is now
with Polaris.
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Polaris Comments Section of the PQR
The Comments section of the PQR has a limit to the number of characters we can
use when addressing the submission. We want to communicate as much as we
can in our responses and because of this we often abbreviate our responses. We
thought it might be helpful to explain some of these abbreviations…
rec’d = Received
lvl 4 = Level 4 (referring to PPAP level)
s/b = Should Be referring to the design record requirement (print)
is = The actual measurement
bal = Supplier balloon print number associated with the feature
sub = Submit or submitted
req = Requirements
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Data Compression for Submission
Electronic PQR submissions
can be quite large. In order to
submit the documents via
email to the appropriate QE
please compress by using
PDF, ZIP or PowerShrink
(preferred is PowerShrink)
Note:
Regarding zip files in order for zipped files
to pass through the Polaris firewall the
name Polaris must be in the file name
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www.powershrink.com/
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PQR Performance Rating
Supplier Performance –
Quality
Policy Statement: Quality will have a
30% weight toward the overall GPA in
2012. PPM Performance will make up
20% of the Quality Performance. PQR
(Part Qualification Request)
Performance will make up 10% of the
Quality Performance
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Recap

Send all data electronically (in .xls, .pdf, .tif or .doc format) to the e-mail link of
the appropriate Quality Engineer listed in the PQR system.
–
Please be sure to include a numbered (bubbled or ballooned) Polaris print with any Dimensional Results
(including FAIR) submissions.
•
–
–
A submission will not be approved based on electronic data alone. A sample part is required.
If the files are “zipped”, please make sure that “Polaris” is included in the name of the .zip file or the e-mail
will be quarantined by the Polaris Firewall (‘sometimes’ the POLARIS needs to be bold).
Please only send one e-mail for each PQR with the PQR number AND part number in the “subject” line of
the e-mail.

Dimensional Results (including FAIR’s) shall include 100% measurement of a
print (including notes) unless otherwise requested in the PQR.

If any dimensions do not meet the print/specifications, a Polaris Approved DCR
or Deviation shall be included with the submission.

Make sure that the revision of the part measured matches the revision of the
print AND the revision listed on the PQR.

Please ensure that the print revision states “Released”…NOT “Prerelease” or
“WIP” in the left hand lower corner of the Polaris Title Block (on the print). Only
Polaris Released Prints will be accepted for submission of a PQR.
–
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If you don’t have the Polaris released print, please contact the Polaris Purchasing agent.
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Recap (cont)

Ship the sample part(s) to the attention of the responsible Quality Engineer
listed on the PQR. Also, include the tracking number on the PQR in the
appropriate area.
–
Sample parts are required for any PPAP or FAIR submission. The sample part(s) must be shipped shortly
after the electronic data is submitted.

PPAP PQR sample parts shall be produced (from production tooling, using
production personnel, and run at rate) off of production tooling.

FAIR PQR sample parts should be produced from production tooling unless
otherwise specified by the QE

Do not ignore a PQR due date or submit late. If you can not meet the PQR due
date, please notify the responsible Quality Engineer through the PQR under
Supplier Issues.
–
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Make your request noting to whom (QE), when (date) and why.
The Sample Part Tag shall be fixed to the shipping containers. The samples
shall be free of charge. DO NOT SEND SAMPLE PARTS WITH INVENTORY /
PRODUCTION SHIPMENTS. DO NOT SHIP THE SAMPLE PARTS AGAINST ANY
PURCHASE ORDERS. The bill of lading AND/OR the Invoice must clearly state
that the parts are “samples” at NO COST TO POLARIS. If samples are shipped
against a purchase order, they will be received into inventory and will not be
considered as PQR samples.
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Example of a Data Submission
Example of a PPAP submission
(in Excel format) with embedded
.pdf files in each of the required
element cells.
This method of PQR assembly
ensures the supplier and assures
Polaris that all requirements were
met (at a glance)
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PQR Received Status
Suppliers are responsible until their PQR is
received. PQRs aren’t received until both electronic
submissions AND sample parts are received by QA.
Once received, the received date will display here.
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FAQ

If a supplier submits the PQR on the due date and Polaris does not select
received on that day, will the supplier get penalized?
–

When there are two due dates in the system (for example 1 for a FAIR and 1
for a PPAP) and we receive the FAIR data on time, does the due date
automatically move out to the later due date once the first on has passed?
–

Each requirement date is viewed independently however a PQR is only counted once in a given month.
For example if the FAIR is due in December and the PPAP in January. The FAIR is approved in
December. It counts positively for the supplier in December. The metric does not look at the PPAP date
until January.
Confirming the time stamp for calculating “on time” PQRs based off checking
“received”, correct?
–

It must be flagged as at least received within the calendar month that it is due PQRs are expected to be
submitted prior to the due date on the PQR.
Suppliers should try to make sure their submission reaches the plant at least 48 hrs prior to the due date
to allow for it to be processed by plant QA. Plant QA should at least flag it as received within 48 hrs of its
arrival at the plant.
If a supplier submits a late PQR (and they get dinged) and we conditionally
approve the PQR submission when received a new date is set for the
conditional approval – will the supplier get dinged again for being late to the
conditional approval date?
–
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If a PPAP is due in December and the supplier has not submitted it by December 31st, they would get
dinged. If we came back in January and conditionally approved the PPAP to be due in January and by
January 31st we had not received the resubmission the supplier would have received two hits. One for
December and one for January.
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FAQ (cont)

Why will Polaris not accept hard copies of submission data in lieu of
electronic data?
–
–

Why does data need to be submitted in .xls, .pdf, .tif or .doc format?
–

It is a good idea to copy the Purchasing Agent and the SQE on submissions
Who approves PQRs and what limits do they have?
–
–
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The numbered print is used to correlate dimensional data from the supplier
When submitted data to the appropriate QE per the PQR request should
anyone else within Polaris be copied?
–

Data must be submitted in acceptable formats which Polaris can open conveniently
Why are bubbled/ballooned prints required with each Dimensional Results
or FAIR submission?
–

Hard copies cannot be entered into our system and thus viewed by the many people who need
access to the data
Electronic submissions can also be traced verifying date of submission
Polaris QEs are responsible for final approval of PQRs (in MTY SQEs approval PQRs)
Polaris QEs are not authorized (alone) to make decisions outside of the Design Record for noncompliant submissions unless supported by an approved DCR or Deviation
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FAQ (cont)

Why must the submitted data be against a RELEASED Polaris drawing?
–
–
–
–
–

Polaris Purchasing Agents and Engineers provide suppliers with pre-released drawings for quoting
purposes or early discussion
Preliminary, Pre-release or WIP drawings can change at any time with no notice and are exempt
from the Polaris Release Cycle
The Released drawing is a contractual agreement as noted on the PO
PQRs are automatically generated after a print is released
Only production POs and production drawings can be PPAPd
What if multiple revisions exist in the PQR system for the same P/N?
–
–
–
Previous revision requirements can be moved forward to the latest PQR upon supplier request
This is not done automatically and subject to certain conditions
Examples:
•
If the earlier revision has never been purchased the earlier PQR can be retracted
•
If the elements of the next revision has earlier been met the later PQR can be retracted or approved
–
–

•
The PQR may be a SCAR
•
It may be a supplier change PQR
Other examples/conditions may exist. Please contact the QE listed on the PQR
What if the due date on the PQR cannot be met?
–
–
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Earlier PQR included an approved DCR
DO NOT ignore the PQR – your metrics will be negatively affected
Notify the QE through the PQR as noted earlier PRIOR to the PQR due date and provide a reason
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FAQ (cont)

How important is the PPAP/FAIR sample label and sample submission
information in the Supplier Information section of the PQR?
–
–
–
–

How will I know if the sample part ship location been changed?
–

Always check the Quality Engineer section of the PQR under Ship To: (4th panel right side)
Why must I ship a sample part for a FAIR submission and why must it be
made from production tooling?
–
–

Polaris has many locations and departments. Unless the samples are routed correctly with the
correct information the submitted samples can be delayed or even lost
Providing the Shipper Name, Tracking Number and when shipped in the Supplier Information
section of the PQR allows for:
Tracking if deliveries are lost or delayed
Provides evidence that the supplier complied with the request – on time
FAIRs are used for tooling approval. Unless submitted parts are made from production intent
tooling the production tooling cannot be verified.
Notify the QE through the PQR as noted earlier PRIOR to the PQR due date
What happens to submitted samples after auditing at Polaris?
–
Samples are scrapped after approval
•
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Sometimes samples may be used for destructive testing and could be destroyed in the process
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FAQ (cont)

What if I receive a Conditional Approval and the Req Date on the PQR does
not match the Conditional Approval date?
–

What common problems to we see regarding PQR submissions?
–
–
–
–
–
–
–
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The QE should move the Req Date out to match the Conditional Approval date. It is a manual
process so if the QE failed to adjust the date please contact the QE and request the date be
changed. Do this to avoid a negative metric for being late.
KPCs are not addressed on Control Plans and PFMEAs
Tier II supplier documentation not submitted
Submission is not in English
Results must be submitted in the same format as the Polaris drawing – mm not inches
PSW is filled out incorrectly
Requested elements and/or samples not submitted
Submissions are past due
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Drawing Status for Submission
DO NOT SUBMIT PQR
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SUBMIT PQR
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DCR & Deviation Submissions
Do Not Submit
Do Not Submit
Submit
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PSW Minimum Requirements

The two most common reasons for rejections upon receipt are:
– Improperly completed PSW
– Failure to submit the requested documentation and/or sample parts

PSW (minimum requirements)
Include the P/N
and Rev Level
found on the
Released
production
drawing (not a
WIP or
Prerelease
drawing) Note:
Non-Production
orders may
require a FAIR
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PSW Minimum Requirements
Be sure to select at
least one box for
each section –
Reason for
Submission,
Requested
Submission Level
and Submission
Results
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