taken 1558455343 user JohnKreis expires 1558458943%META:TOPICINFO{author="JohnKreis" date="1601934928" format="1.1" version="1.18"}% -- JohnKreis- 30 Oct 2017

Order Processing/Contract Review Procedure

Customer Purchase Order

Customer accepts the quote proposal and submits a purchase order/contract

  • the customer purchase order/contract shall not contain any additional requirements that were not addressed by the original RFQ and quote

Contract Review/ Risk Review

Contract Review and Risk Review are performed prior to acceptance of all contracts. Initial review determines the customer purchase order does not contain any additional requirements not previously included in the RFQ and quote. The Contract Administrator performs contract review.

  • if a discrepancy is found during the review process, the customer shall be contacted and the job placed on hold until the discrepancy is addressed and resolved to everyone's satisfaction

  • time during the resolution process shall be added to the stated delivery date in the contract, unless both parties agree not to add lost time to the delivery date

  • If a print error, parts error, or obsolete material callouts are identified during the review, the customer will be contacted. If the customer has process in place to resolve these items (i.e. Material substitute authorizations or information requests). The documents related to this process are maintained within the corresponding purchase order folder.

Contract review will include, but not limited to:

  • Quantities, Price and Part Number agreed between Quote and PO

  • Serial Numbers and UID requirements are requested from Buyer, if applicable

  • Revision Level agreed between Customer PO and Drawings

  • PO shipment Date is reviewed and agreed as attainable

  • Shipping Instruction and Special Requirements are reviewed and noted

  • Verification that all necessary specifications (drawings) have been provided by the customer
  • DPAS Authority flowdown

Risk Review is performed by the Project Engineer (Quoting Lead Person) who is familiar with the technical and inspection requirements required to execute the build.

** For the risk review portion of contract review, these items are reviewed, -review evidenced by approval in the "Technical,Quality and Risk" review area of the checklist:

  1. Availability of Technical data/Drawings
  2. Revision Levels of Technical data is appropriate
  3. Contract Clause Requirements
  4. Inspection Requirements Capability
  5. Purchasing requirements issues- especially potential obsolescence
  6. Fabrication and Workmanship capability
  7. Sub-Contracting capability
  8. Outside Processing capability and approvals
  9. Special Processes approvals needed (if applicable - "F" jobs)
  10. Delivery - ability to meet contractual delivery date
  11. Shipping/Handling requirements defined

Any risks identified will be explicitly with a note on the contract review checklist.

The contract is accepted or rejected based on the outcome of the contract review.

  • if accepted, the product realization process will continue and an order acknowledgement is sent

  • if rejected, Contract is returned to the customer for negotiations and revisions that are acceptable to both parties

Process Documentation

Upon acceptance of the customer contract and prior to the release of the job, the following documentation points are created, typically by the contract administrator. These are:

  • Assign job# - Job numbers are assigned based on the nature of the items to be manufactured. All Government/aerospace/military level jobs requiring material and processing traceability are assigned an "A" or "F" job number, where "F" designates fly parts only and "A" designates non-flying government level parts.

  • All commercial type jobs that require material or processing traceability will have a regular job number.

  • Create manilla Job folder for all jobs; create electronic job, PO and QC folders on network for all jobs (exception being high volume commercial jobs)
  1. The PO folder contains all contract documents, correspondence, shipping instructions, special packaging and quotation information; the Job folder contains work instructions and stamped drawings; the Quality folder contains the quality plan and quality records, SIR's, other forms of authorized deviations and all certificates of conformance on all material, process, subcontract and hardware items.

  2. The job folder includes basic job details along with the contract revision level on the outside of folder. Drawings placed in the Job folder are verified to the current revision and downloaded each time a new job is entered.

  3. Customer Approval File - This temporary file contains all POs that have been revised by us and resubmitted to the customer for approval. The file is reviewed at least weekly for follow-up with the customer.

Job Folder

The job folder contains all documentation required for production personnel to manufacture the product. The job folder contains, but is not limited to:

  • job router(s) to verify work instructions
  • stamped drawings
  • part lists and DCN's
  • bill of material (for pick and pull)
  • additional specifications, as required
  • all pertinent communications with the customer including AMS's, SIR's, email authorizations to substitute
  • any other additional information related to production or delivery

The job folder is forwarded to the President or Director of Manufacturing for additional processing. They will:

  • assign a project lead
  • verify quoted hours, material and process quotes
  • update risk review date
  • update JobBoss with above data
  • request part drawings and have components, hardware and material entered into job on JobBoss by Admin

Upon completion, the project lead reviews the job folder to determine if all documentation required to manufacture the customer product is available, and:
  • complete planning routers for all operations
  • order material and hardware for job after completing a pick and pull
  • once complete, planning routers are given to Admin for Router creation
  • approved job folders are then put in the queue for shop floor

This topic: QualitySystem > WebHome > OrderProcessingContractReviewProcedure
Topic revision: 11 May 2024, UnknownUser
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