Sample ISO 9001 Inventory Control Procedure
The following procedure is best suited for manufacturing company. It is free to use and edit but should not be re-published on the web.
1.1. Measuring & Test Equipment
The measuring and test equipment used to evaluate revision-controlled parts must be able to accurately measure the quality parameter being tested. Test equipment should be maintained per the calibration and maintenance procedure and referenced documentation must be maintained in good working condition and made available to the Incoming Inspector.
1.2. Precautions, Hazards
Precautions, such as static control, cleanliness and handling of hazardous materials, must be observed when performing the Incoming Inspection for the following items:
* Active Electrical components
* Passive Electrical components
* Electrical subassemblies
* Electromechanical parts
* Pneumatic components
* Resale parts (computer equipment)
* Hazardous materials
1.3. Identification of Items
When a shipment is received for a Revision Controlled Procurement item, the following key attributes must be inspected and/or verified using the procedure below:
1. Log onto the Acme Manufacturing system.
2. Select item #3 from the Main Menu (Purchasing Support System).
3. Select item #2 from the Purchasing System Main Menu (Purchase Order Processing).
4. Enter the purchase order number from the packing list into the "Purchase Order" field.
5. Verify the Vendor Name against the packing list or invoice.
6. Go to the "Vendor Reference Number" field.
7. Use the F4 key to bring up the Vendor Reference Number Window.
A. If you are entering a new reference number:
1. Select <New>
2. Type in the new reference number and select <Accept>
3. Once back to the Vendor Reference Screen, highlight the new entry and select <Accept>.
B. If you want to use an existing reference number, highlight the appropriate entry and select <Accept>.
8. View the purchase order detail (ALT + 1).
9. Use page up (F7) or page down (F8) to select the appropriate item number.
10. Verify the following for each item received from the vendor.
ACME Part Number: Verified against ACME Purchase Order Screen and packing list
Description: Verified against ACME Purchase Order Screen and packing list
Vendor Part Number: Verified against ACME Purchase Order Screen and packing list.
Quantity Received: Verified against ACME Purchase Order Screen and packing list.
11. View the Parts Specification Window and verify the following:
Revision Controlled: Verify that this field is marked.
BAM Source: If this field is marked the item manufacturer must match the Acme Approved Manufacturer Listed.
Specifications: Read this field and verify the item matches the specifications listed.
If a part specification has not been completed for a part that must be received, enter ?NAV? into the Incoming QC cell database for all attributes that cannot be verified. Notify QA Manager immediately to request completion of the Part Specification for that part.
12. Read the information in the ECR/DCN field to be sure this part is not under ECR.
ECR?s typically affect the ACME drafting documentation used to manufacture or receive a part. Be sure to contact Engineering before receiving a part that is under ECR/DCN.
13. View the Manufacturers Information window. Read the information listed. Each of the items listed below must match exactly.
Manufacturer Field: Part must be produced by a listed manufacturer. Further, if the part requires a BAM source the manufacturer of the part must be one of the manufacturers flagged as BAM in the Manufacturers window.
Manufacturer Part Number: Must match a listed manufacturer part number exactly.
Revision: Must match a listed manufacturer revision exactly. Since all Acme Specified parts are revision controlled, this field will often contain the revision of the current ACME fabrication print for the item.
Vendor: Must be a valid ACME Vendor Code
Vendor Part Number: Must match exactly.
Vendor Letter of Compliance: Must be signed by the vendor, and cite the correct documentation for the part as identified in the Document Set window of the Part Specification. The signed copy is then filed in the Vendor Quality History file maintained by the QC department.
14. View the Document Sets window. Revision controlled items must be verified against all documents listed in this window.
15. View the Order Notes window. Verify that the vendor has complied with all special notes mentioned for this order.
1.4.1. Spot Check
1. Perform a Spot Check of the Dimensions, Finish and Artwork. These qualities must be checked against the Artwork listed in the Document Number field, and any supplementary information in the Specifications field of the Part Specification. Use the Sampling Plan below to determine the appropriate sample size.
Lot Size First Sample Accept No. Rej.No. Second Sample Accept No. Rej.No. Total Sample Accept No. Rej.No.
11-50 10 0 1
51-100 15 0 1
101-500 20 0 2 25 1 2 45 1 2
501-1000 25 0 3 50 2 3 75 2 3
OVER1000 35 1 3 50 2 3 85 2 3
Table 1. Sampling Plan 1
1.4.2. Complete Check
The following qualities will be completely checked on all revision controlled items.
1. View the Document Set window of the Part Specification.
2. Using the AutoCAD viewing utility, open the fabrication print (an '003? drawing or the PPO flagged document) for the current item. Verify the Appearance, Assembly and Function of each item.
Appearance: Damage due to handling.
Assembly (Required Parts): Some assemblies have specific markings or parts that must be present to maintain an approval rating. Any such parts or markings are listed on the fabrication print or in the Specifications field of the Part Specification.
If a required part or marking is missing or substituted, the assembly must be rejected and returned to the vendor.
Function: Some revision controlled assemblies may require special functional tests. If special testing is required for an item, a Test diagram (a "009" drawing) will be listed in the Document Set window.
1.4.3. Incoming Inspection Documentation
The results of all incoming inspection procedures will be recorded in both the Acme Manufacturing system and the Incoming Inspection Cell database.
126.96.36.199. Acme Manufacturing System
Only three types of information will be entered into the Acme Manufacturing System. These are:
- Number of Items Accepted
- Number of Items Rejected
- Reason for rejection or rejection code
From the purchase order detail screen, Select <Receive>. In this screen enter the number of items accepted, number of items rejected, and reason for rejection if applicable.
in the "Reason" field, use the F4 key to bring up the rejection code list. Select the primary reason for the rejection. Rejection codes in the manufacturing system are generic in nature and will be detailed in the incoming cell database.
188.8.131.52. Incoming Cell Database
Each quality listed in this Work Procedure will be addressed and quantified on a per lot basis in the Incoming Cell database. Overall vendor performance for each quality specification will be quantified by summarizing:
- Number of items passing criteria.
- Number of items failing criteria.
- Number returned to vendor.
- Specifications used
- Overall Quality Comments.
1. The original Incoming Inspection Report will be filed electronically in the Incoming Inspection Cell database.
2. If an incoming inspection yields rejected items, a Discrepant Materials Report (DMR) will be generated and attached to a copy of the packing list. The rejected items and the paperwork will then be returned to the vendor.
Only items meeting all Quality Specifications can be accepted into stock.
The Incoming Inspector will deliver the accepted, released items to stock area. Accepted items will be released to Stock for shelving. New inventory must be properly stored based on the part requirements. This includes use of Storage boxes, Min cards and FIFO for every part.
4.6.1 Labeling of parts
All parts and assemblies must be labeled to allow error-free retrieval. Larger parts or parts in packaging should be labeled with the part number on the package or on tape applied to the item. This is not possible with smaller parts. All part storage areas must be labeled with a part number that matches the parts or assembles.
First In ? First Out. Stock should be rotated with the most recently received stock placed in the back and oldest stock in front. This is especially critical for any items with a shelf life.
4.6.3 Min Cards.
The min quantity (listed on the min card) should be placed behind or beneath the min card. Based on FIFO, this will always be the just received parts.
In addition, provisions must be made for parts with special requirements including storage temperature, ESD sensitive components, limited shelf life components, and component that require special processes:
4.6.4 Limited-shelf-life items
If the item has a limited shelf life, then add a "Limited Shelf Life: Use before _______" label to the item and write the expiration date on the label in large print.
4.6.5 Temperature Sensitive Component
Components that are sensitive to cold like batteries or liquid filled components shall be stored inside the building or in a temperature controlled area. Items that require refrigeration shall be stored in a temperature controlled area.
Components that are sensitive to electrostatic discharge shall be stored in an appropriate protective envelope or enclosure
4.6.7 Parts that must be cleaned
Any metal or plastic parts that must be clean when they are put into an assembly shall be cleaned before they are placed into stock.
4.6.8 other special requirements
The manufacturing system will list any other special requirements for stocking in the "Doc Sets" for the part number.
1.7. Non-conforming Items
Items that do not conform to all quality specifications will be managed using the non-conforming material system. If possible the part will be returned to the vendor for warranty replacement. Parts returned to the vendor for warranty replacement must be accompanied by:
* a copy of the Packing List,
* an Acme Discrepant Materials Report (DMR).
The DMR requests that the vendor fill-in the type of corrective action taken (i.e., parts repaired, parts replaced, account credited, etc.) On an area of the DMR dedicated to the vendor's comments.
Nonconforming materials may also generate an Engineering Change Request (ECR) if the problem is a result of documentation or the vendor needs additional information to provide a quality product.
1.8. Inspection of Parts Replaced by the Vendor Under Warranty
When the vendor delivers replacement parts, it must be accompanied by the completed DMR detailing the corrective action taken by the vendor. The DMR is then filed in the Vendor History File. If parts are returned, the Incoming Inspection is then repeated on the replaced parts using the procedure and sampling plan outlined in this document.
Trial II Inspection of Replacement Parts
A "Trial II" inspection occurs when a replacement part is returned to Acme after the first quality rejection. The results of a Trial II inspection will be entered into the Incoming Inspection report in the Trial II block associated with the original Purchase Order number. This information will be used to track the quality of a part replaced under warranty.
Trial III Inspection of Replacement Parts
Should a Trial II inspection yield discrepant materials, they must be returned to the vendor for replacement. When the replacement part is again presented for Incoming Inspection, a "Trial III" inspection is performed. The results of a Trial III inspection will be entered into the Incoming Inspection report in the Trial III block associated with the original Purchase Order number. Vendors that do not provide a sufficient number of quality parts to satisfy the original Purchase Order within three Incoming Inspection trials, must be reported to the Quality Assurance Manager for action.