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MARUTI SUZUKI INDIA LIMITED

Quality Assurance Business Vertical
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VENDOR en
QUALITY ASSURANCE
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Fourth Edition
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COPYRIGHT MARUTI SUZUKI INDIA LIMITED. All rights reserved.

All information provided herein is solely the Intellectual Property and Proprietary of
Maruti Suzuki India Limited and cannot be produced,
reproduced or copied in any manner or form without the prior written consent of
Maruti Suzuki India Limited

MARUTI SUZUKI INDIA LIMITED

Quality Assurance Business Vertical
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 PREFACE

The Indian automobile industry is moving towards achieving sustainable growth amid challenges like
Covid and global supply issues. Government is focusing more on regulations for safer, fuel efficient and

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cleaner automobiles and at the same time customers' preferences & requirements are evolving rapidly

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which needs to be addressed by the industry.
MSIL has taken many initiatives to identify such challenges like regulatory requirements to address
them across the value chain. These requirements will bring dynamic changes across our business
processes, and it is very essential to continually upgrade systems.
Also, we have witnessed the use of advanced technologies, which has increased electronics & software
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content, that makes vehicle systems more vulnerable to cyber-attacks. It is our responsibility to protect our
products and customers from such an external threat.
Keeping this dynamic scenario in mind, MSIL has reviewed the current 'Vendor Quality Assurance
Manual'. This revision mainly focuses on requirements like Maru-AR (regulatory), Cyber Security and
Change management. Benchmarking with SMC manual has also been done and changes incorporated as
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per the requirement.
MSIL requests all vendors to disseminate this VQM contents to all concerned in their organization.
Utilize this manual as a guide and move together on the path of continual improvement for providing high
Quality products to customers. Also, all vendors are requested to extend the requirements prescribed in this
manual to their suppliers to ensure that the Quality is consistent throughout the supply chain.
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The journey to Zero Defect will require high level of teamwork, commitment and engagement and we
request the support of our vendor partners in this endeavour by ensuring 100 percent adherence to the
requirements of this manual in letter and spirit.
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VIPIN GARG T. SUMINO P. PANDA

Executive Officer Executive Officer Executive Officer
(Quality Assurance) (Quality Assurance) (Quality Assurance)

MARUTI SUZUKI INDIA LIMITED

Quality Assurance Business Vertical

VENDOR QUALITY ASSURANCE MANUAL i

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 CONTENTS
CH. NO. DESCRIPTION PAGE NO.

1 Introduction .......................................................................................................................... 1
2 Management Responsibilities ............................................................................................ 15
3 Starting Development of Parts............................................................................................. 23
4 Preparation & Control of Drawings...................................................................................... 33
5 Production Preparation....................................................................................................... 39
6 Establishment of Process Control Standard........................................................................ 43
7 Submission of Samples & Evaluation by MSIL..................................................................... 51
8 Peak Production Verification Trial......................................................................................... 59

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9 Agreement of Quality Specification & Preparation of MIS-P................................................ 65

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10 Establishment of Operation Standards................................................................................ 75
11 Initial Flow Control & Part Sendai........................................................................................ 85
12 Inspection Reports & Data to be Submitted to MSIL During Mass Production....................... 93
13 Systems to be Implemented after starting Mass Production............................................... 99
14 Revalidation of Parts & Raw Material................................................................................ 111
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15 Packaging Requirements...................................................................................................117
16 Lot Control and Traceability............................................................................................... 125
17 Maintenance of Inspection & Production Equipment......................................................... 137
18 Quality System Audit......................................................................................................... 147
19 Process Audit.................................................................................................................... 155
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20 Education & Training.......................................................................................................... 161
21 Skill Development..............................................................................................................167
22 Quality Abnormality Measures...........................................................................................173
23 Horizontal Deployment and Re-occurrence Prevention..................................................... 181
24 Rework Control..................................................................................................................185
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25 Continual Improvement .....................................................................................................189

26 Change Approval...............................................................................................................197
27 Approval of First Production Part ...................................................................................... 213
28 Vendor Rating................................................................................................................... 223
29 Sub vendor (Tier-2) Control............................................................................................... 229
30 Risk Assessment.............................................................................................................. 235
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31 Cyber Security ................................................................................................................. 239

Annexure – I Policy Guidelines for Vendors (Supplying Parts to MSIL)......................... 247
Annexure – II Working Procedure for Inspection of Parts(After Machine/Die/Mould.... . 250
Maintenance or Die Duplication)
Annexure – III Dispatch Suspension System................................................................. 252
Annexure – IV Guidelines for Documentation requirements and its Control................... 253
Annexure – V Guidelines for Sub-Assembly/Process Shifting...................................... 255
Annexure – VI Guidelines for Environment Regulations................................................ 257
Annexure – VII Mandatory Recall Provision .................................................................. 265
QA Manual ...................................................................................................................... 267
List of Acronyms ............................................................................................................... 269

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CHAPTER 1

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INTRODUCTION

1. INTRODUCTION
1.0 The purpose of this manual is to explain the expectations and requirements of Maruti Suzuki
India Limited (MSIL) from its vendors in delivering Quality products and attaining higher level of
Quality by doing continual improvement.

1.1 The basic requirements of MSIL and definitions of key words and phrases have been sum-
marised in this chapter. These would help vendors in conducting Quality Assurance activities
according to the explanation given in each chapter of this manual.

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1.2 The basic Quality specifications of the parts purchased by MSIL from vendors shall be defined
through one or more of the following documents:
a) Standards, Drawings, Specifications, Mutually agreed standards, in accordance with this
manual and / or any other document made by MSIL and provided to the vendors.
b) Drawings, specifications and documents made in accordance with this manual and other
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documents made by the vendors and approved by MSIL.
c) National or International standards such as IS, JIS, JASO, SAE etc. which are mutually
acceptable to the vendors and MSIL (in such cases where items mentioned in a & b) are not
available but National / International standards are available).
The latest version of the manual can be accessed from MSIL’s Vendor Extranet.
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1.3 Definitions of words and phrases used by MSIL.
1.3.1 Symbol:
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is pronounced as ‘Maru A’. The word Maru in Japanese language means circle. Thus Maru A
(or literally Circle A) means the letter A, which is the first alphabet, encircled to emphasize
importance. Thus Maru symbolizes something which is the first in the order of importance. MSIL
uses this symbol to designate safety of its customers, which indeed must be our first
and foremost concern. In other words, Maru parts are such, which if defective can pose
a great danger and safety hazard to occupants and pedestrians causing accidents and/or fire,
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jeopardizing human lives.

1.3.2 Part:
part is defined as, those parts and components which are essential for the safe operation of
vehicles under normal use, and if defective, could result in incidents of personal injury or fatality
by causing loss of vehicle control or fire.
1.3.3 Item:
items are those Quality characteristic of part, which if defective, could result in incidents of
personal injury or fatality by causing loss of vehicles control or fire.

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1.3.4 AR Symbol:
To ensure compliance to laws & regulation requirement and eliminate defects related to
regulations concept of Maru-AR identification has been introduced by MSIL.
All the regulatory Parts, Items & Control points shall be highlighted with Maru- AR symbol : AR .
All the related drawings, standards, rules and checksheet across process shall be highlighted
with symbol of Maru-AR.
All the Maru-A components having regulatory requirements also shall be highlighted by A/AR .
symbol.
1.3.5 AR Parts:

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Parts that need to comply with domestic and overseas laws and regulations.

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All the Maru-A components having regulatory requirements also shall be highlighted by A/AR .
symbol.
1.3.6 AR item/Process and Control points:
Laws/Regulations & Standards which must comply by Maru-AR parts are called Maru-AR items
and the quality characteristics that shall be controlled to ensure Laws/Regulations & Standards
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compliance are called Maru-AR control points.
All the Maru-A item/Process and Control points having regulatory requirements also shall be
highlighted by A/AR symbol.
1.3.7 Operator:
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A person who is working in manufacturing processes/inspection processes to Maru-A Parts
location and who has been educated on the manufacturing standards and rules & regulations of
Maru-A parts, Maru-A location & Maru-A drawing.
1.3.8 AR Operator:

A person who is working in manufacturing processes/inspection processes to Maru-AR Parts

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location and who has been educated on the manufacturing standards and rules & regulations of
Maru-AR parts, Maru-AR location & Maru-AR drawing.
1.3.9 Functional Part:
Functional parts are defined as those parts and components of the engine and transmission
which, if defective, could result in a reduction or a total loss of vehicle motive power and
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performance.
1.3.10 Functional Item:
A functional item is defined as a Quality characteristic of functional parts which, if defective,
could result in a reduction or total loss of vehicle motive power and performance.
1.3.11 General Parts:
All the other parts of a vehicle, which are neither A / AR nor functional, are called general parts.
1.3.12 Parts:
Parts which are having backend traceability are denoted by symbol.

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1.3.13 Process:
Processes having Poka-Yoke are denoted by symbol.

1.4 Quality Assurance of Parts:

MSIL’s Quality Assurance system for bought-out parts has been explained with the help of
a flow chart, which is given in pages 7-11. Vendors are required to plan & promote Quality
Assurance activities for MSIL parts within their companies after thoroughly understanding the
overall flow of activities in all stages of a part’s life cycle.

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1.5 Documents to be submitted to MSIL:
Various documents need to be submitted by the vendors to MSIL at different stages, as
evidence of Quality Assurance activities. These documents are given in Table-1.1 Vendors are
advised to follow this chart. For details of each of the documents, respective chapters of this
manual are to be referred.

1.6 Model Codes:

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Model codes used by MSIL for its products shall be provided to its vendors by respective
Engineering departments of MSIL.
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Note: Status of part i.e. AR , Functional or General for new developments shall be informed during
the specification meeting by MSIL. For parts already under supply, clarifications (if any) may be
sought from MSIL’s Parts Quality department (hereinafter called as MSIL’s QAPQ) for AR &
Functional parts / items.
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1.7 Vendor Acknowledgement:

Vendor Top Management (CEO) shall submit the below signed acknowledgement document to
MSIL (refer Format-1.1).
Vendor Acknowledgement:
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We hereby undertake, declare and confirm:

• That we have read and understood the Vendor Quality Assurance Manual (VQM) and agree
to meet the requirements mentioned therein and to deliver Quality products to Maruti Suzuki
India Limited (“MSIL”);
• That the contents of VQM are subject to change without prior notice and thus we shall at
all times, agree to refer only to the latest version of the VQM which is available at MSIL
Vendor Portal (Extranet Portal);
• That we shall ensure compliance with the VQM in all our dealings with MSIL and shall also
ensure compliance of VQM by our sub-vendor’s and sub-contractors also;

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 INTRODUCTION

• That VQM is the confidential and proprietary document of MSIL and we shall not make any
unauthorized disclosure, reproduction in whole or in part of VQM.
• That MSIL makes no representation or warranties with respect to VQM and shall not be
liable for any damage, losses, costs or expenses, direct, indirect, consequential or special,
arising out of, or related to the use of VQM and any information contained therein.

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INTRODUCTION

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BY MSIL TO MSIL'S ENGG. DEPTT.

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DOCUMENTATION CONTROL

CYBER SECURITY
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CHAPTER 2

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2. MANAGEMENT RESPONSIBILITIES
2.0 It is vendor top management’s responsibility to implement Quality Management System in the
organization. Top management has to communicate, to their organization, the importance of
meeting customer requirements as well as regulatory and legal requirements. They should
conduct regular management reviews and discussion meetings of the Quality System.

2.1 Key Role of Management

The key role of management is to build a Quality organization structure.
This can be achieved
by 3 key elements:

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Quality Planning
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Quality Control
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Quality Improvement & standardization
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Quality Planning:
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Develop and define Quality organization structure
Define vision and Quality policy.
Define Quality targets in line with customer expectations
• Develop Quality Standards, procedures, processes and work instructions in line with the
requirements mentioned in this manual. (Refer Annexure-IV, Guidelines for Documentation
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requirements and its control)
• Focus on human resource development, develop and maintain training procedures
• Give focus on training of manpower and develop system for upgradation of manpower
skills
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• Conduct management review focusing on Quality System

Quality Control:
• Develop customer feedback monitoring and handling process
• Develop and maintain Quality plan and control plans
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• Implement mistake-proofing techniques

• Implement a system of Quality gate i.e. no defect should pass on to next process and in turn,
to end customer
• Implement a system for Quality and process control by individual employees
• Monitor cost of Poor Quality
• Develop and maintain change notification procedure
• Adhere to problem containment and traceability procedure
• Root cause analysis and team involvement

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 MANAGEMENT RESPONSIBILITIES

Quality Improvement
• Develop a system for continual improvement
• Develop a standard system for tracking Quality abnormalities
• Document and adhere the WIS / procedures / standards
• Follow a standardized approach of PDCA to solve Quality issues
• Take feedbacks from customer proactively and introduce improvement in product
• Develop a kaizen team and motivate them by giving recognition time to time
• Implement Quality circles and focus on improvement of Quality culture

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2.2 Management Review
The vendor’s Management with executive responsibilities (CEO/MD/Directors/Presidents etc.)
shall review:
Quality Planning:
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Customer satisfaction
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Quality system requirements of MSIL (as specified in this manual)

MSIL related performance measures

• Process performance & output product
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• Internal / External audits results or findings
Data being generated at the company level shall be reviewed and used to improve the
performance continually. Frequency of such reviews should be defined in a documented
procedure.
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2.3 Nomination of Quality Assurance Incharge

In order to ensure smooth working of Quality Assurance System and its continuing suitability
and effectiveness, vendors are advised to ensure the following:
2.3.1 Nominate "Principal Quality Assurance Incharge" and a "Deputy Quality Assurance Incharge"
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and inform their names to MSIL. The following explains regarding the qualification of Principal
QA Incharge and Deputy QA incharge and the method of informing about their nomination and
change to MSIL.
2.3.2 Qualifications and selection of the QA Incharge:
2.3.2.1 Principal QA Incharge:
The Principal QA Incharge is a person, who has been delegated the overall responsibility and
authority regarding Quality Assurance by the Chief Executive Officer (i.e. President or
Managing Director) of the vendor. In principle, the Principal QA Incharge should be an officer of
a level equal to or above General Manager. In small companies, one of the owners or a senior
person should take this responsibility. In principle, the Principal QA Incharge should be
independent of Production in taking decisions regarding Quality.

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MANAGEMENT RESPONSIBILITIES

2.3.2.2 Deputy QA Incharge:

The Deputy QA Incharge is a person, who has the functional responsibility regarding Quality
Assurance in the company. In principle, he should be an officer of Manager level or above.
2.3.3 Method of informing MSIL regarding QA Incharges:
The format "Quality Assurance Incharge Nomination/Change Notification Form" (refer Format
2.1) for first nomination is to be used and submitted to MSIL's QAPQ. In case of organizational
changes in the company etc, the form is to be filled once more with the updated information and
submitted to MSIL’s QAPQ in duplicate within one month of the change.
2.3.4 How to fill up the “Quality Assurance Incharge Nomination/Change Notification
Form”:

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(1) Purpose of Submission:

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If the form is being submitted for the first time, "Nomination" is to be encircled and "Change"
is to be struck out. Vice-versa needs to be done in case of change.
(2) Vendor Name:
Enter the name of the company and also the Vendor Code assigned by MSIL. Also mention

(3) Address:
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the company's Email ID, Telephone No. / Fax No. along with the S.T.D. Code.

The company's full address, where the vendor’s QA Incharge is normally available is to be
written.
(4) Type of business:
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Write the main business of the company, e.g. sheet metal parts, rubber parts etc.
(5) Date of nomination/change of new Q.A. incharge(s):
Write the date of nomination or change of the Q.A. incharge(s).
(6) Principal Quality Assurance Incharge:
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The name and designation of the person nominated as the "Principal QA Incharge" is to be
written. He should put his specimen signature in this column above the word "Signature".
(7) Deputy Quality Assurance Incharge:
The name and designation of the person nominated as the "Deputy QA Incharge" is to be
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written. He should put his specimen signature in this column above the word "Signature".
2.3.5 Duties of QA Incharges:
The Principal QA Incharge and Deputy QA Incharge have to be explained that they, besides
discharging their other duties, are expected to ensure the following:
(a) Receiving, safekeeping, proper control and timely updation of Quality related documents
received from MSIL.
(b) Participation in Quality Specification meeting and understanding MSIL’s Quality
requirements.
(c) Timely submission, safekeeping, proper control and prior intimation regarding modifications
to MSIL for those documents which are prepared by the vendor and approved by MSIL.

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(d) Timely and proper corrective action in case of Quality abnormalities and intimation of the
same to MSIL.
(e) Adherence to the provisions of these manual and other instructions from MSIL regarding
Quality Assurance.
(f) Establish system of conducting VQM training and its effectiveness check
(g) Regularly monitor the AR A/AR & functional items of the parts & the processes, & ensure
that the same are in proper order.
(h) Prepare SMIR (as specified in ‘Submission of documents’ Table-1.1) & maintain a record in
plant & also send a copy to MSIL; (refer 12.1 of Chapter 12).
(i) Present Quality data to Management for review.

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2.4 Organisation Chart
An organisation chart shall be made & maintained which defines clearly the responsibilities &
authorities of different personnel who are involved in assuring the Quality. This chart includes
not only the personnel from Quality but also from production, inspection, purchasing,
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despatching, engineering etc. The chart must show the Inter relation of the personnel, their level
and reporting level. (i.e. which person is reporting to whom) clearly.

2.5 Communication of Requirement

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Vendor should implement a system to communicate MSIL requirements and change in MSIL
requirements within their organisation and at sub vendor's end. ( Refer Chapter 29).

2.6 Quality Management System Expectations

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Vendors shall have effective Quality management systems and must ensure adherence as per
this Manual provided by MSIL.

Area Requirement
Quality Management Systems Latest Version of IATF 16949 / ISO 9001
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Customer Specific Manual and Standards communicated by

Requirements MSIL time to time

2.7 Emergency Contact Information

A contact list shall be provided by vendor to MSIL. This list shall contain name of person,
designation of person and his contact number that can be contacted if required during non-
production hours or in case of extraordinary situation.

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CHAPTER 3

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3. STARTING DEVELOPMENT OF PARTS

3.0 A Letter of comfort (LOC) / Letter of Intent (LOI) will be issued to the vendor by Supply Chain
department of MSIL. Part development activities shall be started after the receipt of the LOC /
LOI.

3.1 Part Development Stages

Normally, a new part shall undergo following stages of new model development in MSIL:

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The stage wise status and requirement of MSIL are explained in Table 3.1
The following documents / items shall be issued by MSIL to vendor:
(a) MSIL Drawing or Specifications (in case of new concept design or proprietary parts)
(b)
(c)
(d)
3-D CAD Data (if required)
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Applicable standards (in the form of SES / International standards)
Applicable inspection and testing standards (if available, for reference)
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3.2 Technical Review Meeting
In principle, a Technical Review meeting shall be held by Engg / SC department of MSIL with
vendors (before or after issuing LOC / LOI). The agenda and requirements of Tech. review
meeting will be informed to vendor, normally, 7 days in advance.
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Tech. review meeting, in principle, shall be held for all proprietary parts / parts which have
AR A/AR functional / performance requirements. However Engg. may request for Tech.
review meeting for other parts also in case of need. Vendor shall submit all relevant details and
presentation to engineering 3 days prior to technical review meeting.
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3.3 Specification Meeting:

3.3.1 After the LOC / LOI is received, it is very important to understand clearly the function,
specifications and other requirements of the part to be developed.
3.3.2 A specification meeting will be held with vendor’s new product development team and MSIL’s
Supply Chain (SC), Engineering and Parts Quality departments soon after the issuance of LOC/
LOI. In principle, this meeting shall be held within 15 days of receipt of specification / concept/
final drawing from MSIL.
The items to be discussed in this meeting are given below
o Function of the component (purpose of the component, use conditions, its relation with
mating parts)

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o Criticality of the component: AR A/AR , Functional or General part / characteristics

o Requirement of vendor drawing / prototype approval
o Design FMEA requirements
o Rig testing and other performance testing requirements to be conducted by vendor
o MSIL Testing requirements
o Regulatory requirements if any (i.e. CMVR, AIS, ECE / EEC, TRIAS, ADR etc.)
o Indication method and location of vendor identification marking and batch code on parts
o Previous part development history
o Process FMEA requirements

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o Process capability requirements
o Measurement system analysis (MSA) requirements
o Appearance approval requirements
o Details of Sub Vendor for child parts including special outsourced Processes like Heat
Treatment, Plating etc. en
- Die/ Mould information & their source selection
- List of approved raw material/outsourced vendors & Sub-Vendors
- Vendor’s control plan on Sub Vendors
o Discussion on Traceability Information sheet (TIS-P) for Traceability Level for items i.e. up
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to Tier-2 or up to Tier-1
o Manufacturing requirements (i.e. accuracy desired, production techniques etc.)
o Flow of manufacturing process and important process control parameters
o Inspection & test methods and equipment to be used for inspection of important Quality
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characteristics
o Development schedule to be followed (i.e.for dies, tooling, jigs, fixtures, equipment, training
of manpower etc. for production of new part)
o Submission of Process Control Standard (PFD (Flow Diagram) & PCS (Control Plan))
o No. of samples to be manufactured and inspected by the vendor and inspection and test
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reports to be prepared
o No. of samples and test specimens to be submitted to MSIL for evaluation by vendors of
critical inner parts & A / AR raw material.
o Evaluation of child parts in case of proprietary parts
o Peak Production Verification Trial (PPVT) requirements
o End of life vehicle (ELV) requirements (Refer Annexure-VI, Guidelines for Environment
Regulations)
o Classification of AR A/AR , functional & general parts / items

o Requirement of limit samples

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o Raw material vendor finalisation

o Inputs for making proper jigs & fixtures required for manufacturing
o Identification / Marking (special tags / bar code / Yellow colour bin tag etc.) of trial part shall
be decided in spec. meeting.
o Past failures in similar parts and their countermeasures
o Packaging and handling requirements (to be discussed with OPC department of MSIL, for
details refer Chapter 15)
o New Design/New System/New Vendor/New Process parts to be clearly identified during
Spec Meeting.
o Identifying foolproofing (Poka-Yoke) areas and their schedule for implementation MSIL shall

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decide a mutually convenient date and time for these meetings.

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Note: On the basis of discussion done regarding laws and regulations, vendor shall ensure that
the products fully comply with all the applicable laws and regulations. The vendor shall ensure
that all the parts supplied to MSIL, conform to requirements that define the structure, function
and performance of parts with respect to regulation, environment and safety.
In case, if some child parts of regulatory parts are procured from Tier-2 vendor, then regulatory
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compliance of parts and child parts supplied by Tier -2 vendors shall be ensured.
3.3.3 Documents required during Specification meeting:
• Drawing of dies, jigs and manufacturing facilities.
• Schedules of various activities (e.g. design of dies, jigs, fixtures, their manufacturing
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schedules, trial production schedule etc.)
3.3.4 The items discussed shall be recorded in the 'Specification Meeting Record' and the part
development schedule shall be recorded in the 'Part Development Activity Chart' by concerned
Engg department.
A copy of the Specification Meeting Report and Part Development Activity Chart shall be
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provided to the vendor by MSIL.

3.4 Development Monitoring

3.4.1 Vendors shall constitute a project team comprising of personnel from Engineering, QA, Process
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Engineering and Production in their organisation for carrying out development activities of
MSIL. This shall be informed to MSIL at the time of Specification Meeting. In due course of
development stage, if there is any change in the structure of key vendor’s person, then same
should be communicated to MSIL.
3.4.2 Vendors shall plan & align their development schedules to meet MSIL development milestones
(such as production proto trial, mass production proto, Pilot and SOP etc.) as decided in the
specification meeting.
3.4.3 An internal monitoring system shall be devised by the vendor’s project team to monitor & review
the progress of activities against MSIL development milestones at fixed intervals.
3.4.3.1 These internal reviews shall be conducted by the project / development head of the vendor.

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3.4.4 Vendors shall have a joint development review with MSIL before MSIL landmark milestones.
3.4.5 Vendors shall adhere to the initial development schedule, as agreed with MSIL, and shall inform
MSIL in case of any delay along with the reason and salvage plans.
3.4.6 CAD data shall be submitted to MSIL and approved before the start of tooling process at the
vendor’s end.
3.4.7 Vendors shall carry out process design simulations to the extent possible to minimise process
related defects at later stages of development.
3.4.8 Development activity must be reviewed by the vendor’s top management after completion of
each stage/phase.

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3.5 Part Development Problem History
3.5.1 Vendors shall keep a chronological track of all major problems / defects encountered during
various stages / phases of the part development (till SOP at MSIL) along with the
countermeasures taken, the implementation date of countermeasure & status of the

3.5.2
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effectiveness of the countermeasures.
(An example of a format to be utilised for this purpose is presented in Format-3.1)
This chronological summary shall be utilised to check the criteria for termination of initial flow
control (refer chapter 11) and as a knowledgebase for minimising trial stage defects for similar
part developments in the future.
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3.6 Proper Storage of Trial Parts & Handling of Pre –ECN Parts
3.6.1 Vendor shall identify the separate storage area for trial parts. They should have identification
system for Trial Parts & Production Parts like Tag / Colour marking (Yellow colour) / Bar code.
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Identification method for trial parts should be discussed in specification meeting.

3.6.2 In case of any ECN received during development trial, Vendor shall properly scrap the Pre- ECN
Part (as per ECN). Also, vendor has to add this checkpoint in his internal monitoring. Vendor
shall establish internal guidelines for handling of Pre ECN part and their scrapping (based on
ECN).
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3.7 Colour and Grain Approval

3.7.1 All color and grain approvals must be achieved prior to mass production and in accordance to
the schedule agreed with MSIL’s QAPQ.
Any change from the approved schedule and plan must be communicated and approved by the
MSIL’s QAPQ.

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STARTING DEVELOPMENT OF PARTS

3.8 Record Retention

All the records shall be retained till 11 years from date of model discontinuation.
Note: Vendor shall ensure that tool / die / jig / mould drawing, CAD data etc. are preserved and
controlled till the part number is active in OEM & spares supply. The same shall be ensured for
Tier-2 and lower supplier tool / die / jig / mould.

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Pilot / Mass Production

Complete evaluation of parts (Fitment

& Functional related dimensions/items
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AR A/AR
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STARTING DEVELOPMENT OF PARTS
STARTING DEVELOPMENT OF PARTS

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4. PREPARATION & CONTROL OF DRAWINGS

4.0 Drawings are required to be submitted to MSIL in the following cases:
(i) When the part to be supplied by vendor is of proprietary design as per SOR (Statement of
Requirement)
(ii) When any change requested from the MSIL in Drawing / specifications is required
(iii) When specifically requested by MSIL to submit drawings or as discussed in specification
meeting.
(iv) When design countermeasure / design change is done by a proprietary design vendor.

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4.1 “Design Failure Mode & Effect Analysis”, shall be carried out as per “AIAG Manual for FMEA” for
proprietary parts / concept design parts or as discussed in specification meeting.
Note: FMEA shall be carried out by a cross functional team (Cross functional team (CFT)
means a team which have members from different areas like Engg, QA, Production, Production
Engineering and Purchase etc.).

4.2
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If required, detailed drawings for parts shall be prepared. The drawings required by MSIL for
checking include:
(1) Vendor Part Drawing:
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Drawings showing the basic details of a part’s assembly e.g. drawing should have, in
addition to the full detail dimension of the outside surface and fitment dimensions,
Regulatory Compliance Notes, AR A/AR marking as applicable a cut section showing
the arrangement of internal parts, a bill of material giving name and material of each part
and performance specs which the part is required to meet.
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(2) In case of concept design, any outside shape / form developed jointly shall be the property of
MSIL. This shall not be passed on to any other party without prior approval of MSIL.
(3) Assembly / Parts Drawings:
Part Drawings: Drawing of internal parts as mutually agreed between vendor and MSIL.
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4.3 Vendors shall prepare their drawings based upon the spec. drawing / 3-D CAD data / concept
sheets and other items mentioned in 3.1, issued by MSIL and their own technical know-how and
experience.
Vendor shall prepare the drawing as p3er MSIL “SES D2335” and get it checked by MSIL.
4.3.1 Identifying Maru-A / Maru-AR parts drawing
All the drawings of Maru-A / Maru-AR parts shall be clearly indicated by / AR in the title
column. Apart from indicating / AR symbol for Maru-A / Maru-AR part drawing, / AR para-
meters like, / AR welding / / AR spots, / AR torque etc. should also be clearly identified in
consultation with MSIL Engg. department & as per MSIL Drawing.

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 PREPARATION AND CONTROL OF DRAWINGS

4.4 Drawings shall be submitted through MSIL approved platform already informed to vendors.
In principle, vendor shall submit the copy of DFMEA (wherever required) to MSIL’s Engineering
department.

4.5 Vendor shall submit child part drawings based on MSIL Engineering’s requirement. These child
parts drawings shall be received by concerned engineering department.

4.6 After registration, a copy of the registered drawing shall be shared with vendor by MSIL. This

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drawing is to be controlled as the original and any modification in it shall be done only with the
consent of MSIL.

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In case of set part, F-Drawing along with set part structure shall be shared by MSIL to set part
supplier

4.7
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MSIL Engineering is authorized to make necessary changes in the drawing submitted by vendor
in accordance to MSIL requirement and mutual agreement with the vendor. All such changes
shall be specifically marked by MSIL and the revised accepted drawing shall be shared with the
vendor for necessary action.
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4.8 Samples can then be made based on the drawings and submitted to MSIL for evaluation.

4.9 Modification in MSIL approved drawings:

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4.9.1 Modifications initiated by MSIL:

4.9.1.1 If a design modification is proposed by MSIL which requires a change in the MSIL approved
drawing, then the concerned Engineering department of MSIL will prepare an “Engineering
Change Request (ECR)” and it will be discussed with the vendor. After coming to an under-
standing regarding feasibility and time frame for implementation of the modification,
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Engineering department will issue the Engineering Change Notice (ECN). In some cases ECN
can be issued directly.
The ECN will contain:-
o Contents of Modification
o Reason in brief
o Current and new part numbers
o Likely date of implementation
o Interchangeability of new and current parts
o Whether sample approval or First production parts evaluation is required or not required

36 VENDOR QUALITY ASSURANCE MANUAL

PREPARATION AND CONTROL OF DRAWINGS

o Advice regarding old parts usage

For set part, updated F-drawing with revised set part structure shall be shared by MSIL with set
part supplier.
4.9.1.2 In case the modification is minor, i.e. for which sample approval is not required or which can be
implemented in a short time, modifications is proposed by MSIL based on the agreement with
vendor. Modified drawing (denoted by “S” mark) shall be registered in the MSIL system and
officially shared with vendor.
4.9.2 Modifications initiated by Vendor:
In case the vendor wishes to make a change in the approved drawing, the format “Change
Approval Request from Vendors” should be used to intimate the proposed changes to MSIL

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(refer chapter 26).This form is to be submitted to the concerned Supply Chain department of
MSIL. If MSIL agrees to the proposal, concerned Engineering department will issue an ECN.

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4.10 For Proprietary parts, drawing updation is mandatory in case of design countermeasure taken
by vendor.

4.11 Record Retention

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All the records shall be retained till 11 years from date of model discontinuation.
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CHAPTER 5

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PRODUCTION PREPARATION

5. PRODUCTION PREPARATIONS
5.0 Before the start of mass production, the following activities need to be carried out for ensuring
smooth running of production line and manufacturing of defect free components.

5.1 Process design:

While designing manufacturing process, “Process Failure Mode and Effect Analysis (PFMEA)”
(refer AIAG Manual for FMEA) shall be conducted, as decided in the specification meeting. In
case of process changes also, PFMEA shall be carried out. Following points should also be
taken care in order to avoid problems during mass production.

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Note: PFMEA shall be carried out by cross functional team at vendor (CFT-Engg/QA/Prod/

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Production Engineering and Purchase).
(a) Vendors shall carry out process design simulations using standard simulation software to
extent possible to minimise process related defects at later stages of development.
(b) The accuracy requirements of the part should be clearly understood and it is to be ensured
that adequate process capability is achievable for meeting them.
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(c) Quality problem history of similar parts shall be reviewed and fool-proofing methods (Poka
Yoke’s) shall be considered in the process design stage itself.
(d) Proper consideration should be given to the process flow. As far as possible, the length of
process flow should be less and in-process inventory should be minimum possible.
Vendors should, in principle, have a single piece flow process. The flow should be so
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arranged to avoid mix up of parts and to minimise the material movement and
transportation.
(e) Proper location should be defined for inspection points, placing visual aids, repair station,
rejected & OK parts.
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5.2 Schedule monitoring

5.2.1 In order to produce and deliver parts at the required time without delay in mass production and
to stabilize Quality at the earliest, it is very important to carry out thorough planning and control
of the schedules of procurement and installation of machinery, dies, jigs, fixture, inspection
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equipment etc.
5.2.2 In order to adhere to the “Part Development Activity Chart” (refer 3.3.4), it is advisable to use
schedule monitoring techniques like gantt charts, network analysis etc. This will help in checking
the progress during meetings and on other occasions.

5.3 Communication of information within the company:

A fail safe system (refer 2.5) should be established by the vendor for communication of Quality
related information like control items, inspection items etc. which have been discussed with
MSIL during Specification Meeting and also modifications etc. to the concerned departments/
personnel within their organisation. For this purpose:

VENDOR QUALITY ASSURANCE MANUAL 41

 PRODUCTION PREPARATION

(a) Information flow routes shall be clarified using flow charts etc.
(b) A documented system should be established whereby it is possible to confirm whether
required information has been properly communicated to the necessary departments/agencies
without fail.

5.4 Vendor shall submit the Design & Process Poka Yoke’s in AR A/AR & Functional Parts based
on Past learnings/ Process FMEAs (refer 3.3.2).

5.5 Vendor shall carry out the validation for tools, jigs & fixtures etc, used for production, during

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development stage.

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5.6 Contingency Plan to handle risk
Vendor shall have a contingency plan for handling any unexpected abnormality / extraordinary
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situation / circumstance like manpower shortage, key equipment failure, process insufficiency
etc. This plan should be communicated to all the concerned people so as to handle any
abnormal / extraordinary situation within time and to control the extent of impact.

5.7 Record Retention

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All the records shall be retained for a period of 11 years.
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ESTABLISHMENT OF
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STANDARD
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CHAPTER 6

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A / AR / A/AR

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ESTABLISHMENT OF PROCESS CONTROL STANDARD

6. ESTABLISHMENT OF PROCESS CONTROL STANDARD

6.0 Why is Process Control Standard necessary?
6.0.1 Quality can never be achieved only through inspection of finished parts. It has to be built into the
process. For building Quality in the process, it must be carefully planned and controlled. This can
be done by establishing standards for controlling the process in all stages from receipt of raw
materials to shipment of parts. A properly planned and effectively implemented process control
standard will help in:
(a) Achieving stable Quality by controlling variations
(b) Knowing if stable Quality is being maintained or not
(c) Knowing if defects are being detected quickly or not

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(d) Knowing if further processing/dispatch of defective product is to be stopped or not after
detection.
6.0.2 Verbal instructions to workers, making judgement by intuition and working with only common
sense are some of the basic reasons for generation of defects. The method to avoid defects is to
make a Process Control Standard or operation standard and implement it thoroughly.
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Process control standard shall be prepared before sample production. As it is difficult to meet all
conditions during sample production, the process capability shall be studied and carefully
examined. The process control standard must be modified suitably on the basis of sample
production results.
6.0.4 Check sheets should be carefully designed to record data of various checks on the basis of the
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Process Control Standard. The check sheets should contain check items, specification,
measuring instrument/equipment used etc. so that they provide handy data which can be used
for investigation in case of defects and also for up-gradation of process.

6.1 Procedure for formulation and approval of Process Control Standard

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6.1.1 Enactment & Revision

6.1.1.1 The route and persons responsible within the company for formulation, approval, enactment,
control and revision of Process Control Standard should be clearly specified by the vendor.
6.1.1.2 In principle, Process Control Standard should be approved by the Principal QA Incharge or in
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his absence by the Deputy QA Incharge of the company.

6.1.1.3 It shall be ensured that whenever a standard is revised / newly made based on Quality problem,
feedbacks etc all the requirements of drawing should be captured. Also, latest drawing shall be
referred while revising or preparing new standard.
6.1.2 Process Control Standard shall consist of two parts, Process Flow Diagram & Process Control
Plan. Both the parts of Process Control Standards i.e. Process Flow Diagram & Process Control
Plan should be prepared by vendor for all parts ordered by MSIL, including inner parts, sub-
assemblies. Process control standard shall specify, A AR A/AR , functional and critical para-
meters (identified in specification meeting and FMEA) for each part. In case of raw material for
A AR A/AR parts affecting A AR A/AR item and critical inner parts, bought-out by the vendor,

VENDOR QUALITY ASSURANCE MANUAL 45

 ESTABLISHMENT OF PROCESS CONTROL STANDARD

sub-vendors should be guided by the vendors to make Process Control Standards and include
their important control parameters in the main Process Control Standards made by the vendor.
Also, the important items to be checked during receipt inspection by the vendor should be
included.
6.1.3 For carrying out the inspection of both raw material and child part, at incoming stage and in
process stage, the inspection frequency and equipment to be used, shall be discussed with
MSIL’s QAPQ.
6.1.4 Submission to MSIL:
6.1.4.1 Vendor is advised to submit Process Control Standard (Flow Chart & Control plan) to MSIL for
approval in case of A AR A/AR , functional parts and those general parts, for which MSIL’s

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QAPQ requests during specification meeting.

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6.1.4.2 The following documents must be submitted to MSIL’s QAPQ (refer to the flow chart):
(a) For new parts, draft Process Control Standard copy along with samples shall be submitted.
(b) After finalisation of the Process Control Standard (at the time of sample production) the
original Process Control Standard should be submitted with one copy for approval of MSIL
before/with supply of new part or changed part sample.
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(c) In case of design changes initiated by MSIL through “Engineering Change Notice” or
changes in process or sub-vendor approved by MSIL through the “Change Approval Request
from Vendors” (refer Chapter 26) submitted by the vendor, the Process Control Standard should
be updated and submitted to MSIL up to one week before the supply of new parts or change
part.
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(d) For revisions other than the above mentioned, submit one copy giving clear explanation of
the reason for revision, along with the “Change Approval Request from Vendors”.
(e) In case of complete revision of the Process Control Standard, vendor to submit the original
with one copy to MSIL for approval.
(f) Revision history of Process Control Standard should be maintained. E.g. Change in PCS
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because of ECN, CARV, process change etc. along with revision date. All these type of changes
should be traceable.
6.1.5 Approval by MSIL:
For new parts or complete revisions, the original Process Control Standard submitted by the
vendor shall be returned to the vendor with approval signature after the details are checked by
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MSIL’s Parts Quality department.

6.1.6 How to prepare Process Control Standard?
6.1.6.1 Format
The Process Control Standard should be prepared as per the format 6.1 and 6.2. If the vendor
wants to use their own format (Format shall meet minimum requirement), MSIL’s format should
be attached to the Process Control Standard of the vendor as the cover page.
First sheet of Process control standard is a Flow chart, (Format 6.2) , which explains the entire
manufacturing sequence along with the flow of bought-out parts / subcontracted processes. It is
to be noted that this first sheet is a mandatory requirement of MSIL in the Process control
standard.

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Serial number 1,2, etc., should be given to each part/sub part (child part) on the PFD (Process
Flow Diagram), PCS (Control Plan) of each part /sub part (child part) shall be made on
individual sheets giving the same serial number to the corresponding sheet.
6.1.6.2 Process Control Standard - Flow Chart (refer Format - 6.2)
Items to be recorded:
1) Vendor Name: The name of the company to be written
2) Model: The name(s) of the MSIL model(s) (in which the part is to be used) to be written.
3) Issue Date: Issuance date to be written.
4) Part Number: MSIL part number as indicated on MSIL drawing/MSIL approved drawing

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should be recorded. For assemblies, it is not necessary to write part number of each
inner part, if the serial number has been written as per the flow chart. For Maru-A /

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Maru-AR parts, A / AR is to be written and for Functional parts, “F” is to be written at the end
of part number. A/AR symbol to be used when part is both A & AR .
5) Part Name: Part name as indicated in MSIL drawing/MSIL approved drawing should be
written.
6) Process Flow Description: en
(a) All the activities / steps should be captured against Sr. no. 1, 2 etc. The same
serial numbers should be used on the corresponding sheets of the main Process
Control Standard (Control Plan) for the part/sub part.
(b) For each step indicated, in case the process is carried out by a sub vendor, provide sub
vendors name. Tier-2 / Sub-Vendor check points should be added in beginning of
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process control standard of A / AR / A/AR and functional parts.
(c) Write A / AR / A/AR or “F” at the end of process name, for processes which are related to
Maru-A / Maru-AR and Functional items respectively.
(d) Write “Sub-contracted” within brackets below the Process name, if a process is
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subcontracted / outsourced.
(e) Write for processes having Poka-Yoke.
(f) Write for processes having backend traceability.
(g) Critical to Quality parameters to be clearly highlighted in PCS.
6.1.6.3 Process Control Standard - Control Plan (refer Format - 6.1)
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1) Items to be recorded:
Items vendor name, Model & part number, should be filled in the same ways as described in
respective sub clauses 1), 2), 3) & 4) of clause 6.1.6.2.
2) Process Description: Write the name of each manufacturing process in sequence and
also indicate if it is carried out in-house or by a sub-vendor. Please write A / AR / A/AR or F at
the end of process name, for such processes which are related to A / AR / A/AR and Func-
tional items respectively. If a process is subcontracted / Outsourced, write “Sub-contracted”
within brackets below the Process name.
3) Process Machine: Write the name, type and capacity etc. of machine/equipment used
for the process.

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 ESTABLISHMENT OF PROCESS CONTROL STANDARD

4) Control Parameter: Enter process parameter(s) and also Quality characteristic(s) of the
part, which need to be controlled in that process.
5) Standard and Control Specifications: Write the specification values and also tolerances
without fail for each of the control items. Control specifications shall be tighter than the
standard or engineering specifications.
6) Inspection Method: Write briefly the method of checking the control parameter e.g. visual,
gauging etc. Also write the name of measuring instrument/test equipment used for checking
e.g. micrometer, plug gauge, thermometer etc.
7) Transportation Method: Write mode of transportation of part from & to other stations.
8) Control Incharge: Write level of the person who is incharge of checking e.g. operator,
supervisor, inspector etc; use the codes explained in the format.

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9) Sampling Scheme/Frequency: Write check frequency in the manners explained in the
following examples:
a) n=5, c=0, if start up (i.e. check 5 pieces at the time of process setting and start only
if none is defective)
b) n=3, c=0/hour (i.e. check 3 pieces every hour and continue if none is defective)
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c) n=100, n=3, C=0 (i.e. check 3 pieces for every 100 pieces produced and continue only if
none is defective)
d) n=10, c=0/lot (i.e. check 10 pieces in each lot and accept only if none is defective) and so
on.
10) Recording: Write the name of format used for recording check data e.g. register, shift
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report, control chart, automatic recording etc. If data is not recorded, write “Not recorded”.
11) Remark: Write remarks e.g. for what to do in case of abnormality etc.
12) Poka–Yoke: Identify the critical operations while establishing the process flow and indicate
the operations where poka-yoke will be used for fool proofing. Indication of Poka-Yoke
operation shall be done with .
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6.2 While preparing operation standards, it should be ensured that all the operations and their
sequence are defined as per the process flow chart.
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6.3 Record Retention

All the records shall be retained till 11 years from date of model discontinuation.

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Maru AR / Maru A/AR / functional
items, write A / AR / A/AR or F
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 ESTABLISHMENT OF PROCESS CONTROL STANDARD

Write assembly parts (in case of Maru A / Maru AR /

Maru A/AR parts, Write A / AR / A/AR at the end of
part number)

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To be tested at vendor end or
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7. SUBMISSION OF SAMPLES AND EVALUATION BY MSIL

7.0 This chapter explains the necessary activities to be done for sample evaluation and approval.

7.1 Preparation of Sample Parts

7.1.1 After the Specification Meeting, Drawing Approval and preparation of draft Process Control
Standard, the next step is to prepare sample parts (or samples).
7.1.2 The raw material and grade to be used for preparation of samples must be procured from the
sources from which it is intended to procure for mass production and/or as decided in
Specification Meeting with MSIL.

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Material test certificates from the raw material vendors should be obtained without fail.
7.1.2.1 In case raw material affects the AR A/AR and functional items of the part, raw material for all
these parts shall be procured from the sources as agreed with MSIL in specification meeting.
Also, the child parts for all AR A/AR and functional parts shall be procured from the sources
as agreed with MSIL in Specification meeting. (Refer Annexure – 1, clause 5.3)
7.1.3
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Samples shall be produced on the fully tooled up line and samples shall be submitted as given in
7.3. 100% readiness of Tools, Jigs, equipment or as per the tooling condition / level agreed in the
specification meeting for each stage of development, should be confirmed by the vendor at the
time of sample submission.
In case samples are not produced on the mass production line i.e Off Tool/ Off Process sample
submission (refer 7.3), then the reports related to mass production line shall be submitted at
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Mass production stage or Pilot production stage with a prior approval of MSIL’s QAPQ.

7.2 Inspection of Samples

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7.2.1 Before/Along with the sample inspection report, vendor shall prepare the validation report for
jigs, fixtures and tools used for production of samples.
7.2.2 The raw material used for preparation of samples must either be tested by the vendor or shall be
tested from a recognised laboratory as provided by MSIL in specification meeting.
7.2.3 Samples for all Quality characteristics; appearance, dimensions, material (i.e. chemistry,
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hardness, microstructure etc.) and performance should be inspected. The decisions taken in
the Specification Meeting regarding the number of samples to be manufactured and inspected
should be followed. The inspection shall be done on the basis of the MSIL approved drawing
(inspection of 100% parameters as per drawing), related standards and items decided during
the Specification Meeting. Inspection report of samples shall be prepared giving the actual
values of characteristics for individual pieces. When using multiple dies or multi-cavity dies,
die/cavity numbers on each piece shall be marked and also this shall be mentioned in the
inspection report against the inspection result of the piece. In case of proprietary parts, detailed
evaluation of each and every child part going into the main component shall be carried out.

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7.3 Submission of samples to MSIL

7.3.1 The no. of samples shall be submitted as per specification meeting. Followings are the
guidelines for minimum number of parts, inspected by MSIL:-
ITEMS TO BE INSPECTED NUMBERS
(a) Dimensional inspection/appearance inspection 3
(At least 1 no. for each cavity)
(b) Plating thickness, welding penetration, heat treatment 1
(c) Rubber, plastics, glasses, metal (specimen) 1
(d) Mechanical properties 1

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(e) Salt spray, Ozone resistance, Weatherometer 1

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(f) Each Function / Performance check 1
7.3.2 Kindly submit the following documents along with the samples to MSIL:
(a) Parts drawing (trial/final) approved by MSIL 1 Copy
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(b) Draft process control standard
(c) Material certificate test reports
(d) Dimensional inspection report of samples
1 Copy
1 Copy each
1 Copy
(Min. 5 samples)
(e) Process FMEA and Design FMEA Reports 1 Copy
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for parameters requested during specification meeting.
(f) Appearance inspection reports 1 Copy
(g) Process capability report as per the discussion done during 1 Copy
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Spec. meeting
(h) Measurement system analysis report 1 Copy
(i) Contingency plan 1 Copy
(j) Indigenisation report 1 Copy
(k) List of sub vendors supplying raw material & parts 1 Copy
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(Approved bill of material, child part & raw material)

(I) Any other document as asked by MSIL
These documents shall be signed/approved by vendor side by and to be submitted.
7.3.2.1 The vendor shall be asked to send atleast 5 parts or number of parts as decided by QAPQ
department. Vendor shall send FPP lot alongwith request for FPP Lot evaluation (E002-3),
appearance, dimensional, Material, Performance & any other as reqd. by respective QAPQ
dept. Balance parts (ifavailable) to be kept at separate location by Vendor and to be supplied
only after clearance / approval of FPP lot by MSIL. If FPP lot is rejected at MSIL, all the parts
produced by vendor shall be rejected or necessary action shall be taken as per feedback from
QAPQ.

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7.3.2.2 If process capability reports/MSA reports cannot be submitted along with the samples, a plan
should be provided for carrying out process capability study/MSA study at a date not later than
Pilot lot submission date. Process capability study should include minimum 100 parts (refer
AIAG Manual for SPC).
Note: The requirement of Process capability index Ppk > 1.67 shall be applicable to all newly
selected vendors and new processes/new machine setup at the existing vendors. (For others
the requirement of Ppk > 1 minimum along with the contingency plan will be accepted).
7.3.2.3 Measurement system analysis study shall be carried out (refer AIAG Manual for MSA) for
parameters listed in the process control standards or as decided in Specification meeting.
MSA shall also be carried out for Attribute type parameters (Visual defects or Appearance) as
decided in Specification meeting.

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7.3.2.4 Contingency / Risk Plan is required when process capability (Ppk) or measurement system’s

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repeatability and reproducibility (R&R) are not satisfactory. Also, a contingency / risk plan
should be available in case of bottleneck or critical machines / tools i.e. the machines / tools,
which will affect the MSIL production line in case of breakdown.
7.3.2.5 In case the sample is not for a new part but for process/design change in a part which is already
under supply, the reference of the corresponding change document (i.e. ‘Engineering change
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notice’ of MSIL or the ‘Change approval request’ made by the vendor) should be mentioned in
the sample inspection report. A copy of change document should be attached to the inspection
report.
7.3.3 Samples and Others
7.3.3.1 Other than above reports (refer 7.3.2) the following should be submitted:
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(a) Number of Samples: 5 set minimum or as decided by MSIL’s QAPQ.
(b) Master Sample: One number (on which measurements have been made) to
be identified as master sample.
(c) Raw Material Sample: One number or as decided by MSIL’s QAPQ.
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(d) Test Slabs: If required by MSIL’s QAPQ.

(e) Checking Fixtures: If required by MSIL’s QAPQ.
(f) In case of assemblies: Samples of inner parts / Child Parts shall be submitted to
MSIL’s QAPQ
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7.3.3.2 The sample parts, test specimens and documents should be submitted to the MSIL’s QAPQ.

7.4 Process Audit

7.4.1 After submission of samples and related documents, MSIL’s QAPQ shall visit the vendor’s
plant and conduct the process audit (refer chapter 19) as per the process control standards and
process flow chart, for all AR A/AR and functional parts. For other parts, it will be at the dis-
cretion of Department Manager MSIL’s QAPQ.
7.4.2 If process audit could not be conducted after sample submission then it will be done at the time
of Pilot production (if required).

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7.4.3 While performing the process audit MSIL’s QAPQ shall also verify the jigs and fixtures used in
production.
7.4.4 For the issues / Problem found during Process audit, Vendor has to provide the action plan to
MSIL’s QAPQ along with timeline. In principle, all points shall be closed by Vendor before Start
of Mass production.

7.5 Evaluation of Samples by MSIL

7.5.1 The MSIL’s QAPQ will evaluate samples for material, dimensions, appearance and
performance characteristics. If necessary, Parts Quality members will visit the vendor’s

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premises to witness performance tests and/or to check tooling and inspection fixtures.

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7.5.1.1 In parts where functional / performance evaluation is necessary, samples will also be required to
be submitted to Engg department of MSIL for performance evaluation. This requirement may
be concurrent to the evaluation of samples by MSIL’s QAPQ and will normally be explained in
the initial Spec. meeting. However, extra samples may be requested from vendor later on by
Engg during course of development.
7.5.2
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MSIL’s QAPQ will check the reports submitted by the vendor (refer 7.3.2) in relation with sample
submitted and inspection done by MSIL’s QAPQ to ensure that inspection at vendor’s end is
correct.
If Ppk is <1.67 then a contingency plan /improvement plan needs to be submitted by the
vendor to bring the process in desired Ppk limits. These plans will be reviewed / verified during
specification review meeting or when MSIL’s QAPQ person visits the vendor’s premises.
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7.5.3 If MSIL’s QAPQ judges that the samples or reports are not satisfactory, the vendor will be given
a Copy of the “Sample Evaluation Report” indicating the improvement items and it will be asked
to re-submit samples. Necessary improvements in tooling etc. should be made and samples
resubmitted with inspection reports at the earliest keeping the development schedule (refer
Chapter 3) in mind.
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7.5.4 If samples are accepted and reports are satisfactory, vendor shall prepare a draft Maruti
Inspection Standard for Part (MIS-P) and a Specification Review Meeting will be held with the
Q.A. incharge of the vendor. The primary purpose of this meeting will be to finalise inspection
standard of part (i.e. MIS-P). The details regarding MIS-P and other items to be discussed in
the specification review Meeting are given in Chapter 9.
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7.5.5 Meanwhile, MSIL’s QAPQ will hand over the samples to Engineering department for endurance
testing (if it is necessary) along with necessary documents. MSIL shall carry out endurance
testing on vehicles/engines and evaluate performance of the part under actual use. If
performance is not satisfactory, the vendor shall be asked to make improvements in the
samples. In such cases, samples are to be re-submitted by the vendor to MSIL’s QAPQ after
necessary improvement.

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7.5.6 If the Evaluation of samples is found satisfactory, the vendor shall be given a Copy of “Sample
Evaluation Report”. Then vendor shall be asked by MSIL to:
(a) Submit drawings for final approval, if required (details have been explained in Chapter of 4)
and
(b) Proceed for ‘ Peak Production Verification Trial’(PPVT) evaluation.
(refer Chapter 8).

7.6 Record Retention

All the records shall be retained till 11 years from date of model discontinuation.

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8. PEAK PRODUCTION VERIFICATION TRIAL (PPVT)

8.0 The purpose of “PEAK PRODUCTION VERIFICATION TRIAL” or PPVT is to capture Quality,
Production and Process related problem, which may arise during ramp up of production at SOP
or major volume increase, so that these problems can be identified and countermeasures are
taken well in advance.
In principle, PPVT shall be carried out after approval of mass production samples by MSIL or
line readiness within MPP ± 1 month subject to Off Tool Off process readiness.
MSIL’s QAPQ & SC members can choose to participate & observe PPVT at vendor’s premises
at their discretion.

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8.1 SCOPE
PPVT needs to be conducted for :
i) All parts of new model (uncommon parts)
ii) New line established
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iii) New plant established or location shifting
iv) Mass production parts where volume has increased more than 20 % of peak volume.

8.2 This trial shall be an exact replica of Mass production conditions i.e. the conditions in which this
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trial is done, must be same under which the Mass Production of parts will be carried out.
Few examples of these conditions (which needs to be same as those during Mass Production)
are as follows-
o All the Tooling / Equipment and Facilities used
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o Man Power or Operators (It should cover operators for all the shifts)
o Process Flow & Sequence / Production Method
o Operation Standards & Quality & Productivity Targets
o Product Quality Assurance System
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o Raw Material
o Gauges etc.
8.2.1 Also, the rate at which the parts are to be produced (i.e. parts / hour) shall also be calculated.
This rate indicates the maximum no. of parts that can be produced under given condition by the
vendor. This production rate (ok parts only) must match MSIL’s maximum production
requirement.
In principle, the rate of production for PPVT shall be calculated as follows-
o PPVT Rate = MSIL’s peak daily requirement /
[Net operating time available per day for the part (in hours)]
o MSIL Peak Daily Requirement = Monthly Peak Volume shared by MSIL

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o Net Operating Time = Total production time available for the part in a day–[Time for
breaks (lunch, tea, rest etc) + Time for planned maintenance
activities + Time for Quality Checks]

8.3 MSIL shall decide that for how many hours (in principle for 2 hour/200 parts whichever is
minimum), this run has to be carried out.
If the rate is not achievable or at the PPVT rate it is not possible to match MSIL’s requirement for
Quantity specifications as set in drawings/ MIS- P/ Process control standards etc., then the
vendor along with MSIL shall review the conditions and shall take the necessary
countermeasures. After taking the countermeasures, parts have to be produced again and

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PPVT rate has to be re-validated.

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8.3.1 Judgement criteria for PPVT
OK if ----- [OK parts hourly production achieved*] X 0.80 > PPVT Target rate
NG if ----- [OK parts hourly production achieved*] X 0.80 < PPVT Target rate
80% Operational efficiency to take care of Change over time,
setup approval,
breakdown etc)
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* repair OK parts will not be considered in calculation of aforementioned formula
PPVT report will be prepared in “PPVT observation Sheet” (refer Format 8.1)
If PPVT is judged as NG,
then countermeasure will be taken by vendor and submitted to MSIL
for verification.
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8.3.2 Process Capability studies should be carried out during Peak Production Verification Trial for
important parameters as decided in Specification meeting or listed in Process control
standards.
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8.4 PPVT shall be conducted for all the parts produced in one plant by running all production lines
together covering all shift operations. Objective of this activity is to identify critical Quality,
Productivity & Delivery concerns along with confirmation of adequacy of resources like
manpower, Storage space, Bins and Trolleys etc.
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8.5 The vendor shall submit the PPVT reports along with the countermeasures taken (if any) and
the process capability study results to MSIL’s QAPQ.
Note: 1. All the OK parts produced during PPVT trials may be shipped to MSIL after 100% inspection
(visual, EOL etc.).
2. All the NG parts produced during PPVT shall be scrapped with proper Identification.

8.6. Requirement of PPVT shall be extended to new Line/ Plant/ Location shifting/ Addition of model
supply.

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8.7 Record Retention

All the records shall be retained for a period of 11 years.

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Verify process parameters all critical / Maru-A / Maru-AR /

Maru-A/AR operation
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OK NG

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SPECIFICATIONS &
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9. AGREEMENT OF QUALITY SPECIFICATIONS &

PREPARATION OF MIS-P
9.0 Before start of supply of parts to MSIL, it is important that a clear understanding is reached
between the vendor & MSIL regarding the Quality of parts and the methods of measuring and
judging various Quality characteristics and also regarding the method of assuring Quality
during trial and mass production. This is necessary not only to ensure supply of good Quality
parts but also to avoid unnecessary confusion and disagreements later on. Such an agreement
regarding Quality of parts is made by establishing “Maruti Inspection Standard for Parts” (MIS-
P) and for such Quality characteristics, judgement for which is subjective, by establishing limit
samples.

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9.1 MSIL Inspection Standards for Parts (MIS-P)
As explained in Chapter 7, the vendor shall prepare MIS-P immediately after the evaluation of
samples and this shall be finalised before pilot trial. Here, the procedure of preparation, approval
and revision of MIS-P is explained in detail. The other items to be discussed in the Specification
Review Meeting are explained in 9.3 of this Chapter.
9.1.1 Scope
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MIS-P shall be made for all indigenised parts delivered to MSIL & must be submitted to MSIL.
9.1.2 Enactment & Revision
The route and persons responsible within the vendor’s company for formulation, approval,
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enactment, control and revision of MIS-P standard should be clearly specified in a documented
procedure.
9.1.3 Approval of MIS-P
MSIL’s QAPQ will call vendor’s representatives to discuss and finalize the draft MIS-P, before
clearance is given for supply of the First Production Parts lot. In principle, the Principal QA
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Incharge of the vendor must approve the MIS-P on behalf of the vendor. However, the Deputy
QA Incharge of the vendor can approve in the absence of the former. From MSIL’s side, the
Department Manager of QAPQ will approve the original copy of MIS-P & it will be given to the
vendor. MIS-P shall be produced whenever asked by MSIL.
9.1.4 Revision of MIS-P
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All MIS-P should be reviewed and revised, whenever there is a change in part due to design
modification, Quality problems reported, process changes etc.
In all such cases, the revised MIS-P should be submitted by the vendor to MSIL’s QAPQ clearly
indicating appropriate issue number, reason for revision & revision number marked. MSIL’s
QAPQ shall scrutinize the revised MIS-P and return to vendor after approval.
Alternatively, if there is a need for revision in MIS-P felt by MSIL, MSIL’s QAPQ shall make a
revision and send a copy of the revised MIS-P to the vendor. Vendor shall sign the MIS-P and
share with MSIL’s QAPQ.
9.1.5 Contents of MIS-P and how to use it
9.1.5.1 MIS-P shall be made in the format - 9.1 (a,b,c)

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9.1.5.2 MIS-P shall contain the following information:

1) Vendor Name and Vendor Code
Fill the name of the company and the vendor code assigned by MSIL.
When the part is manufactured in two or more plants, enter the name of the plants. When the
tier 1 supplier is a trading company and the part is manufactured in a tier 2 supplier, enter the
name of the tier 1 supplier alongside the name of the tier 2 supplier enclosed in parentheses.
2) Part Name and Part Number
As given in MSIL drawing or drawings approved by MSIL, if the part is Maru-A / Maru-AR,
A / AR / A/AR stamp is to be affixed at the end of the part number.

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3) Batch code

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This space should be utilised to indicate whether batch code requirements are there for the
part or not (as decided in specification meeting with MSIL). It can be indicated by mentioning
“Yes” if batch code is required & “No” of it is not required.
Further, in case batch code is required, an annexure shall be provided to MIS-P indicating
the drawing & exact location of the batch code on the part.
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4) Serial Number and Inspection Items
Quality characteristics of the part are classified in the following major categories and are
listed serial number wise.
a) Appearance
b) Dimensions
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c) Functional or Performance characteristics
d) Durability tests
e) Material
f) Others.
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For dimensions a simple sketch is drawn and dimensions are marked on it, giving
corresponding serial numbers on the sketch.
5) Judgement Criteria
The specification values of Quality characteristics giving tolerance limits or clear criteria for
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judgement of acceptance/rejection are to be mentioned.

6) Inspection method
The method to be followed for inspection of a characteristic is specified briefly giving the
reference of applicable standards (e.g. IS, JIS, JASO etc), if available, or by specifying
inspection, reference points, surfaces, location etc.
7) Inspection tool
The inspection instrument, equipment, jigs, fixture etc. used for inspection are specified.
8) Sampling Plan
The sampling plan to be followed by the vendor is to be written (e.g. n=5, c=0, per lot).

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9) Inspection Stage
The stage at which inspection is carried out at vendor’s end e.g. receipt of raw material, in
process inspection, final inspection, pre-dispatch inspection etc. should be mentioned.
10) Requirement of BOM
Bill of Material containing Child Part and Tier-2 Sources shall be attached.
11) Remarks
(i) For Maru-A / Maru-AR items of Maru-A / Maru-AR parts, A / AR / A/AR will be marked in
the remarks column.
(ii) Similarly, for functional items “F” will be written.

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(iii) For traceability items, of which recording is to be done by vendor will be written.

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(iv) For Poka-Yoke items, where poka-yoke is installed, will be written.

9.2 Limit Samples

9.2.1
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For those important Quality characteristics, which are subjective and their judgement criteria
cannot be described precisely in inspection standards for example, texture of surface, colour,
profile, etching pattern etc; limit samples will be established, as decided in Specification
meeting, to facilitate uniformity in judgement by the vendor as well as in MSIL.
9.2.2 When it is necessary to establish limit samples, MSIL’s QAPQ shall ask the vendor to prepare
limit sample(s) and submit them to MSIL. Limit samples will be approved by MSIL’s QAPQ by
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fixing “Limit Sample Tag” to each of the sets. The tag will have part name, part number, vendor
name, vendor code, and Quality characteristics to be judged, validity period of the limit sample
and approval signature and date & will be given back to the vendor. (refer Format-9.2).
9.2.3 Particulars of the limit sample shall be recorded by the vendor in a register and the sample
should be displayed at the final inspection area or at a place where actual judgement of the
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characteristic is done. The inspection area shall have proper lighting. The person carrying out
this inspection shall be trained properly.
9.2.4 Proper control of the limit sample is very necessary. The limit sample should be protected from
dust, heat and any other kind of damaging condition. Periodic inspection at the end of the
indicated validity period must be carried out and it should be re-approved by the Principal or
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Deputy QA Incharge of the company. In case the limit sample has deteriorated or is damaged it
must be abolished and a new limit sample must be established after getting the required
approval from MSIL’s QAPQ. In such cases, new entry should be made in the control register.

9.3 Record Retention

All the records shall be retained till 11 years from date of model discontinuation.

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TIER-2 & LOWER SUPPLIER

NAME AND LOCATION

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Indicate A / AR / A/AR in the standard / WIS if operation
has a Maru-A / Maru-AR / Maru-A/AR item or
Maru-A / Maru-AR / Maru-A/AR part
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Put up A / AR / A/AR display boards at processing &

inspection stations (dispatch area & storage racks) of
Maru-A / Maru-AR / Maru-A/AR parts & items

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10. ESTABLISHMENT OF OPERATION STANDARDS

10.0 The primary objective of making operation standards is:-
• Provide correct work instruction to operators
• Prevent Defects due to ignorance
• Maintain Quality level in case of operator change
• Facilitate training of operators easily
• Establish Control

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10.1 Scope

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In principle, operation standards must be made for all process stations for such operations
where their absence would adversely affect product Quality .However, in the interest of good
management, operation standards can be made on various aspects e.g. control of machines,
good workmanship practices, safety precautions during work, control procedures,
administrative procedures, in process inspection, material handling etc.
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10.2 Enactment and Revision of Operation Standards
The vendor shall make a clear documented procedure for enactment/revision of operation
standards so as to avoid any oversight in their enactment/revision. In principle, Operation
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standards shall be prepared before manufacturing mass production Proto parts and the head of
the concerned department should formally approve operation standards and their revisions.

10.3 How to make Operation Standards?

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While making operation standards, it should always be ensured that all the requirements (like
drawing requirements (latest approved drawings), process sequence, measurable parameters,
etc.) mentioned in process control standard are addressed properly.
10.3.1 Format
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Vendor can choose any suitable format for making Operation standards which gives detailed
information of performing operation and pictorial references. However, A / AR / A/AR should be
indicated in the title column, if the operation has a bearing on Maru-A / Maru-AR / Maru-A/R item
of Maru-A / Maru-AR / Maru-A/R Part. An Operation standard format shall have, among other
things, the columns for enactment date, revision records, and control number, place of usage
and copy distribution. If a poka-yoke is installed on station then details of poka-yoke shall also be
captured. A control register should be made for Operation standards and Original operation
standards should be kept in safe custody. A suggested format of Operation standard / Work
instruction sheet is Format-10.1 (a,b), 10.2 (a,b) for reference.

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10.3.2 Contents
Operation Method:
Ø
Write the operation condition, operation procedures and describe the correct way of
performing an operation in a simple manner preferably through sketches.
Identification:
Ø
For Maru-A / Maru-AR Parts, enter A / AR / A/AR in the heading column. For Functional
Parts, enter the description “Functional Part” in an easy-to-see space.
Caution Points :
Ø
Explain in an easily understandable way using pictures, sketches etc. the caution points and

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“dont’s” regarding the operation.

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Operation standards should be made in English and Hindi or language easily
understandable by operators.
It is always better to use pictorial description, sketches or photographs liberally to make
operations standards more effective. An example is shown in Format-10.1 b.
The operation standards are made in such a way which is easy to follow by operator and
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should take care of their convenience and ergonomics aspects also.
Process/Machine parameters:
Ø
Write the control parameters of the process/machine and their control specifications for that
station. The control parameters given in the standard shall conform to MIS-P/ Process
Control Standard.
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Quality Check Points :
Ø
Write the Quality check items, judgement criteria and check frequency etc. for that station.
Abnormality Handling :
Ø
Write instructions for the operator, as to what he should do in case of abnormalities
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(e.g.Stop: Call: Wait).

Defect History:
Ø
Write details and causes of occurrence of critical Quality problems, which have occurred at
the station or at similar stations, so as to prevent recurrence of these problems.
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10.4 Points to be noted while making Operation Standards

10.4.1 The basic objective of making an Operation standard is to produce good products and not just to
check products already made. Therefore, past experience of defect investigation & prevention
must be used to prepare operation standard.
10.4.2 All the critical operations defined in the operation standard, should be identified by suitable
means and details of fool proofing used at these operations should be listed in operation
standard.

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10.4.3 Whenever an operation standard is revised or newly made it should be ensured that it is in line
with the latest drawing.

10.5 Implementation of Operation Standards

The work method defined in operation standard should be followed by operators performing the
task. The supervisory officers of the vendor should continually check if the standards are
followed by the workers or not. In case workers don’t follow the operation standards, the
supervisors must educate them. Also, abnormality handling procedure to be initiated for
suspected parts where operation standard was not followed. They must also review the
standards and revise them to eliminate any short comings. Workers should be encouraged to

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give their suggestions for upgrading these standards.

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10.6 Review of Operation Standards
Whenever there is a Quality abnormality or a feedback about Quality problem, it shall be
thoroughly investigated and during this time all related operation standards must be critically
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reviewed. Based on investigation results, not only the directly relevant operation standards, but
also the ones related to similar operations must be revised and upgraded. The dictum “if a
standard is not upgraded periodically, it gradually becomes useless” should never be forgotten.
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10.7 Job Set Up Instructions
The instructions (set up and verification of set up) for all major job changes (die change, major
tool change, model change), affecting critical Quality characteristics etc. shall be made and
record for the same should be maintained.
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10.8 Work instruction Sheet

A Work instruction sheet could be used for describing various aspects of the operation done at a
station. The work instruction should contain step by step details of the operation being done at
the station, characteristics of the part achieved at the station, criticality of the part ( A / AR / A/AR ,
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Functional, General); safety & Quality details and a list of anticipated problems apart from
station name, model name and part name. Use of photographs is highly advisable. An example
of Work Instruction sheet is given on in Format-10.2 b.

10.9 Maru-A / Maru-AR operators / inspectors

10.9.1 A / AR / A/AR Operator / inspector is a person, who performs an operation which affects Quality
level of item / Regulatory item. However, if all stations in a process affect Quality levels of A / AR .
items, then the last operator, who, assures Quality will be called A / AR operator. In case, the
operations affecting A / AR item are carried out by fully automatic machines, then the person,
who controls the operating conditions (i.e. settings) of the machines will be called A / AR .
operator / inspector.

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10.9.2 Vendor must nominate only the senior most and the ablest workers as A / AR operators / inspec-
tors. Their names should be entered in a register with date of nomination as A / AR operator /
inspector. Whenever A / AR operator / inspector is absent, his work should be carried out by an-
other A / AR operator / inspector only. Multiple persons should be trained to handle A / AR sta-
tion, in case of any requirement. A / AR operators / inspectors must be distinguished by
making them wear special cap or A / AR badge or A / AR arm band etc. Also the photographs of
all A / AR operator / inspector should be displayed at the work stations.

10.10 Expression in the work place:

10.10.1 In principle, the following expressions must be used in the work stations:

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(1) Put up display boards with the following expressions written on them, at the processing

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station of Maru-A / Maru-AR / Maru-A/AR parts (Including casting, forging, heat treatment
etc. here after indicated as ‘Process’) and at the assembly process.

A / AR / A/AR

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(2) Put up display boards with the following expressions written on them at the process stations
and assembly process of Maru-A / Maru-AR / Maru-A/AR items.

A / AR / A/AR
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(3) Put up display boards with the following expressions at the dispatch inspection stage:

A / AR / A/AR
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(4) Put up display boards with the following expression written on them, on Maru-A / Maru-AR /
Maru-A/AR parts storage racks or boxes:

A / AR / A/AR
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10.11 Record Retention

All the records shall be retained till 11 years from date of model discontinuation.

Additional Information:
For additional information on operation standard adherence and operator observance
refer “MSIL Guidelines for operator observance for 10 Cycles”

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11. INITIAL FLOW CONTROL & PART SENDAI

11.0 This chapter covers the details of special / extra control which should be exercised during the
initial phase of mass production when the following occurs:-
1. New Product / Engineering Change
o A new part is manufactured
o Modification in parts
2. 4M Condition Change
o Installation or change in machineries / equipment
o Major change in process,

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o Start of manufacturing after a long lay-off (12 months)

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o Raw Material Change
o Sub Vendor Change
o Operator Change (refer 11.5)

11.1 Objective
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Special control needs to be exercised during the initial phase of mass production when one of
the above items occurs, with the purpose of collecting sufficient data in order to judge whether
the mass production can be continued using the existing process or not.
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11.2 E stablishment of Initial Flow Control

11.2.1 Vendor must clearly determine the parameters to be controlled during the initial stage and the
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duration of such control. In this, vendor should formulate clear documented guidelines by
enacting procedures and necessary standards to establish all the requirements of Initial Flow
Control as entailed in this chapter. Some of the requirements for Initial flow control are as
mentioned below:
The following activities related to the part (for which Initial Flow Control is being observed) shall
be carried out during this period:
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Special inspection / Process Controls that is higher than normal controls. These could be
Ø
either added inspection points or inspections at higher frequencies.
Establishing Lot Control & Traceability (refer Chapter 16)
Ø
Sub vendor audits (if the change happens to be from sub vendor)
Ø
Process Capability check (important points to be specified: check items, check method,
Ø
check frequency should be decided along with MSIL’s QAPQ and implemented).
Systematic observation and recording of problem and taking counter measures and
Ø
improvement actions quickly without undue delay.

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Systematic confirmation of effects of countermeasures for the problems which were

Ø
observed during the trial stages prior to Mass production & during the production of mass
production lot.
Establishment and confirmation of proper inspection methods during the initial flow period.
Ø
A / AR / A/AR , Functional & other critical points as applicable to the parts.
Ø
11.2.2 The initial flow period must be fixed:
In principle, the initial flow period should be 3 months or Quantity of parts as decided
Ø
mutually with stakeholder (whichever is later) for new parts.
Termination condition shall be decided before start of Initial flow control.
Ø
The Initial Flow Control can be terminated, if at the end of the initial flow period, the following
Ø

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conditions are satisfied:

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If it is confirmed that the capability of the process can fully satisfy the specified tolerance
Ø
accuracy requirements.
If it is confirmed that the countermeasures taken for the problems occurred during the
Ø
production of production of mass production lot are effective.

found to be effective.
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If the countermeasures taken against problems observed during initial flow period itself are
Ø

If it is confirmed that no repeated defect has been reported at customer end for 3
Ø
consecutive days during initial flow period.
If all criteria listed above are met, vendor shall take approval for initial flow control
Ø
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termination from MSIL’s QAPQ.
If any of the criteria listed above are not met, Initial Flow Control period shall be extended till the
time all criteria are met.
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11.3 It is essential that the person who shall declare & authorise the start & termination of Initial Flow
Control period is clearly defined in the organisation. In principle, it shall be QA Incharge of the
organisation.
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11.4 Also, there should be clear identification & display on the process in the shop floor that Initial
Flow Control is being observed for the part in question along with the name of the customer, part
name, duration of initial flow control etc. This shall help the people on the shop floor to exercise
the added controls on the part as required during Initial flow control.

11.5 Out of the 4 type of 4M changes (Man, Machine, Material, Method), Man (operator) related
changes are the one which is often taken most lightly leading to serious consequences later on.
Initial flow control must be observed for even this type of change. This becomes all the more
important for operator related changes occurring in A / AR / A/AR stations & processes.

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The added or extra controls for such type of changes could be :

o Thorough training of the operator about the job, its Quality and safety aspects
o Educating operator about the criticality of his job and impact of its failure
o Skill assessment of the operator before putting him on the job
o Special extra check of operation carried out by new operator at some defined frequency in a
day by his supervisor
However, the period for which initial flow control is observed (especially the last control), in
operator related changes, could be of shorter duration, say, a few days.
NOTE: Any man (operator) related change shall be recorded in 4M control register (refer Format-16.1)

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11.6 All records of Initial Flow Control shall be retained by the vendor as agreed or conveyed by MSIL.

11.7 Reports to MSIL on Process Capability

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Process capability studies shall be carried out (refer latest 'AIAG Manual' for SPC) for all
A / AR / A/AR items & Functional items of part and for those characteristics as decided by Parts
Quality department and these should be submitted to MSIL along with 'Summary of Monthly
inspection report' (SMIR). At any stage if the process show sign of instability or show less
capability (Cp<1.67 and / or Cpk<1.33), corrective actions shall be taken and the plan shall be
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submitted to MSIL. Till the corrective action is implemented effectively, the inspection process
should be strengthened in order to ensure right Quality of the products. 100% check shall be
ensured by the vendor for all such items till the corrective action is implemented.
The report shall have the following also:
Analysis of Quality characteristic data/parameters
Ø
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Sampling plan (size and interval)

Ø
Duration & lot size of the study
Ø
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11.8 Deputation of Vendor Quality Representative at MSIL

For A / AR / A/AR and Functional parts, during the start of Mass Production at MSIL and till the
time Initial Flow Control is exercised by MSIL, it is required to have a “Quality Representative”
from vendor’s Production department or QC department, at MSIL.
The 'Quality Representative' shall be
o Well aware of the process
o Capable of taking immediate actions
o Implementation of Countermeasures at the vendor’s end
The purpose of having a 'Quality Representative' is to have a faster resolution of problem faced
during initial stage after SOP at MSIL.

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Note: Vendors, whose ‘Quality representative’ is required, shall be decided & informed by MSIL
Timeline for IFC can be understood from below defined process:

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11.9 Part Sendai
The objective of this process is:
• To introduce a system of extra checks / inspection done on the initial 1000 parts produced by
the vendors at the start of mass production and supplied to MSIL.
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• To prompt initiation of countermeasure for the defects observed during evaluation of first
1000 mass production parts.
This process is applicable to:
• New part, Part change
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• Other causes - Based on the discretion of MSIL’s QAPQ (Department Head).

11.10 Vendor shall prepare a 'Sendai Check Implementation Plan'. While preparing implementation
plan, following points shall be defined:
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i) Evaluation criteria
ii) Evaluation method
iii) Sequence of Evaluation
iv) Manpower
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v) Checking area etc.

Sendai Check Implementation Plan shall be approved by Head of Production and QA, and
submitted to MSIL’s QAPQ.
If any feedback is provided by MSIL’s QAPQ, then the feedback shall be incorporated in plan and
then Sendai check shall be started for parts.
11.10.1 Defective parts identified during Sendai check shall be separated from OK parts and proper
marking shall be done for identification.
All the defect data shall be consolidated and responsibility shall be defined for performing the
corrective actions.

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11.10.2 In principle, a meeting shall be conducted on daily basis with all concerned departments like
production, QA maintenance etc.

11.11 Countermeasures initiated against defects shall be verified by Sendai inspector by performing
relevant checks. Effectiveness of countermeasure/s shall be monitored, and if, counter-
measure/s are not effective then corrective actions taken should be reconsidered till counter-
measure are effective.
11.11.1 Once the countermeasures are effective, prepare the 'Sendai Check Completion Report'.
Approved report from Head of QA and Production shall be submitted to MSIL’s QAPQ.

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11.11.2 Once the approval is granted by MSIL for releasing Sendai check on basis of completion report,
information shall be given to all concerned departments.

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11.12 Record Retention
All the records shall be retained for a period of 11 years.
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12. INSPECTION REPORTS & DATA TO BE SUBMITTED TO MSIL

DURING MASS PRODUCTION
12.0 After SOP of new model at MSIL, MSIL shall issue schedule for regular supply to the vendor. As
a part of assurance by the vendor to MSIL regarding the Quality of parts supplied during mass
production, vendor will be required to submit inspection reports and test data monthly to MSIL.
In this chapter, the manner of submission and contents of such reports have been explained.

12.1 Submission of Inspection Reports

12.1.1 For A / AR / A/AR Functional Parts, consolidated Summary of Monthly Inspection Report

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(SMIR), shall have to be submitted to MSIL, for all the lots supplied during the previous month for

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those Quality characteristics of the parts, which have been mentioned in MIS-P. However, if the
periodicity of check for a characteristic is more than a month, submit the report in that month in
which that characteristic is checked.
12.1.2 Submit Inspection reports to MSIL’s QAPQ by the 7th day of the each month.
12.1.3 For General parts, SMIR shall be submitted for parts as decided by MSIL’s QAPQ.
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12.1.4 It shall be ensured that the data submitted in form of Inspection Report / SMIR is authentic and
no alteration has been done in inspection results. While inspection it shall be ensured that all the
dimensions have been inspected as per drawing specifications.
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12.2 Contents of Inspection Report
12.2.1 Format of the inspection report can be decided by the vendor in consultation with MSIL’s QAPQ.
12.2.2 The inspection report should include the following information:
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(i) Name of the vendor’s company.

(ii) Part Name and Part Number: as given in MSIL drawing/MSIL approved drawing.
(iii) Part Classification i.e. A / AR / A/AR / Functional or General.
(iv) Judgement criteria: as given in MIS-P
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(v) Inspection Sampling Plan: as given in MIS-P (i.e. 100% or sampling)

(vi) Inspection results: Give total rejection %. In case of 100% check items, give number of
defective products found during the month and total numbers inspected. In case of
sampling inspection of variables, give actual data as decided in the Specification Review
Meeting.
(vii) Judgement: Write judgement for each of the lots.
(viii) Signature of person who prepared the report and signature of Principal or Deputy QA
Incharge.
(ix) Batch Number or batch Code: If the inspection data pertains to more than one batches,
write batch codes of all of them.

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(x) Space should be provided for vendor’s remarks and the remarks by MSIL’s QAPQ and
their signatures.
(xi) The month for which the report is pertinent.
(xii) Test method & observations with photograph, shall be clearly recorded for better
judgement.

12.3 Preservation of Inspection records

12.3.1 Inspection records have to be preserved for the purpose of facilitating:
(a) Evidence of Quality Assurance activities performed.

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(b) Investigation in case of Quality abnormalities or market complaints for taking corrective
actions.

12.4 Submission of 4M Report

12.4.1
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Vendor shall submit the 4M report to MSIL’s QAPQ, for all the 4M changes carried out at
vendor’s end during the previous month. In case there is no 4M change in previous month at
vendor’s end then also he has to submit this report by mentioning –No 4M change.
12.4.2 Any 4M change at vendor’s end should be tracked properly; Plant head level/ Manger shall
approve the 4M report
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12.4.3 Vendor shall submit 4M Report every month to MSIL’s QAPQ by the 7th day of the month forthe
4M activities done in previous months.
12.4.4 In case Vendors fail to submit the 4M Report /SMIR as per the schedule then vendor rating will
be impacted according to detail given in next section.
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12.5 Linkage of Document Submission with Vendor Rating

12.5.1 Submission of SMIR & 4M report is linked to Vendor rating marks. In vendor rating 50 marks
are allocated for Submission of documents with respect to timeline, details are given in table
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below:
12.5.2 In case vendors fail to submit the 4M Report /SMIR as per the schedule, then their vendor rating
shall be impacted.

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12.6 SMIR of Pass through Part Vendor

Vendor shall submit a monthly Quality performance report to MSIL along with report of pass
through part vendor. Report must include total number of parts received, the total number of
non-conforming parts and a description of non-conformances / defects.

12.7 Record Retention

All the records shall be retained till 11 years from date of model discontinuation.

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13. SYSTEMS TO BE IMPLEMENTED AFTER STARTING

MASS PRODUCTION
13.0 MSIL expects its vendors to be certified to latest ISO 9001/ IATF 16949, as a minimum
demonstration of a model for Quality Management System. Apart from this, the vendor shall
also ensure the implementation of the following systems.

13.1 System for Development of Sub Vendors

A documented system should be established for ensuring proper Quality Management System
at sub-vendor’s (Tier-2 vendor’s end). Vendors shall clearly define its requirements to the

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sub-vendors in line with MSIL’s requirements and establish mechanism to ensure their

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compliance. A list of sub-vendors should be established, whose selection shall be done on basis
of clear guidelines laid out by the vendor. An evaluation mechanism should also be established
for sub-vendors to ensure their eligibility for supplying parts. Whenever required by MSIL,
arrangement shall be done by the vendor for audit to be conducted by MSIL at sub-vendor’s
end to verify that sub vendor is in conformance to the specified requirements provided by MSIL
(For more details refer Chapter 29).

13.2
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System for Maintaining Quality History of parts and its Analysis
13.2.1 There shall be an established documented system for maintaining Quality History of each part
by means of a control register or in soft form. The Quality History shall contain information about
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the problems encountered in the part right from development stage till the part is active, in a
chronological order. The Quality history shall be analysed at regular interval & used as a tool for
providing inputs for subsequent development & monitoring the effectiveness of previous
countermeasures.
Quality History of each part shall have the following information:
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o Part Name & Part No.

o Description of defect / abnormality -Batch code
o Stage of part (i.e. Development / Sample / Mass Production)
o Date of Occurrence
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o Acceptance / Rejection trend

o Type of rejection {in-house / MSIL (Line/SRV) / Market }
o No. of parts returned/rejected.
o Cause of failure / Root Cause Analysis (e.g. Why-Why, Fish Bone Etc.)
o Details of the immediate countermeasures taken.
o Details of permanent countermeasures taken
o Date of countermeasure implementation
o Effectiveness status of the problem

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13.2.2 For each part, trends shall be maintained month wise for each type of rejection. On a monthly
basis analysis of all the rejections shall be carried out, to see whether there is any increasing
trend, abrupt increase, also understanding improvement status after countermeasure and
taking suitable countermeasure based on the analysis. Records of monthly analysis and the
countermeasure taken shall be maintained. Whenever asked by MSIL the same shall be
submitted. A monitoring sheet should be made to monitor and effectively handle the reoccurring
defects.

13.3 Monitoring Delivery Performance

Vendor delivery schedule will be communicated electronically on a daily basis by MSIL through

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extranet (e-Nagare). Vendor shall monitor the delivery performance of their company against

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the schedule of supply lots given by MSIL.In case of any default (Both time and quantity default)
in the schedule, Supply Chain of MSIL will raise DPCR (Delivery Problem Countermeasure
Report) / NDCR (Nagare Default Countermeasure Report) as per the devised criteria. Vendor
should reply within a week of receiving the DPCR / NDCR with proper investigation and
countermeasure. Format-13.1, 13.2, shall be used for replying DPCR / NDCR.

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Ongoing Process Capability Studies
During mass production for A / AR / A/AR items of A / AR / A/AR part and/or for those characte-
ristics as decided by MSIL Parts Quality department, on-going process capability study shall be
carried out, which includes control charts to be maintained for these characteristics. For these
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characteristics control limits shall be calculated and be used for their control charts. In case any
non-control of the process is observed, corrective action shall be taken.
For calculating the control limits, data should be taken for sufficient period so that all possible
variations are included (e.g. variation of man, machine, method, measurement environment,
material etc.), refer latest 'AIAG SPC manual'.
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The control limit calculated shall be verified on a regular basis and shall be changed in case
of process change.
13.4.1 Process Capability (Cp) & Process Capability Index (Cpk) for all the & A / AR / A/AR F characte-
ristics shall be calculated every six months. Capability Index (Cpk) for all the characteristics
shall be more than 1.33. In case it is less than 1.33 improvement in the process shall be taken up.
The reports of the capability studies, if asked by MSIL, shall be submitted to MSIL.
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13.5 Observance of Operation Standards

13.5.1 There shall be periodic (preferably monthly) check carried out to ascertain if the operations on
the shop floor are being performed by the operators exactly as per various set standards of
Quality & Safety. This is to ensure that products are manufactured with consistent Quality &
adequate Safety.
13.5.2 The 'Observance of Operation Standard' check is quite different from a process audit in the
sense that it specially focuses on observing carefully how an operator is working on line &
whether he is adhering to all the set standards.

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13.5.3 This check shall be used not only for determining the compliance level of the operation
standards but also as a tool to continually & proactively identify Kaizens & Poka Yokes on the
shop floor & amend the standards accordingly.
13.5.4 This check usually is carried out by the Supervisor but shall preferably be carried out by a CFT
involving people from non-manufacturing related areas also. This is particularly important as
'out of the box' ideas for improvements may often be received from personnel from non-
manufacturing related areas.
13.5.5 It should always be ensured that the operation standards cover all the requirements as per
drawing and are formulated on basis of latest version of drawings.
13.5.6 Each vendor shall develop their own checklist for the items to be checked during this process.
The checklist may include but not be limited to the items given in the Format-13.4.

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13.6 Role of Managers & Supervisors and Job Mapping
13.6.1 Daily roles & responsibilities of Managers & Supervisors on the shop floor shall be clearly
defined by means of a checklist.
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These roles & responsibilities checklist shall give consideration to the activities to be performed
& supervised on the shop floor during the time of new model trial production, initial flow control,
change management, normal production, crisis situations like customer complaints, discovery
of Quality abnormalities, accidents etc.
13.6.3 These job responsibility check sheets shall be regularly filled up by the Supervisors & Managers.
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13.6.4 The check sheets serve the purpose of keeping a self check, that none of the important activities
on the shop floor are missed. Also they can be used for re-allocation & distribution of workload
amongst Supervisors & Managers in the case of special events like new model launch etc.,
when additional responsibilities have to be taken up.
An example of such a checklist is shown in Format-13.3.
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13.7 Periodic Coherence Check of Various Related Standards

13.7.1 It has been observed that often with the passage of time, related chain of standards (Drawings,
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FMEA, PFD, Control Plan, PCS, Work Instruction Sheets, Checksheet etc.) start losing
harmony. That is to say, whenever standards are updated as a consequence of any design
change, process change, Quality problem etc. updation of related standards are missed out.
This can be quite a serious issue & vendors should ensure that there is a proper system in place
(by means of suitable checksheet/ formats/ IT system etc) to control updation of all linked/
related standards in the case of any event necessitating updation of standards.
13.7.2 Additionally, vendors shall have a system of periodically checking all related standards of a part
picked randomly, by means of an audit to ensure that the chain of standards are coherent.

MIS-P / TIS-P Operation Standard / WIS

DFMEA-PFMEA

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13.8 Tool Management

Vendor shall have the proper facilities for maintenance, repair of tools & their storage. A system
shall be implemented:
- To record the details of tool, change of tool, repair of tools and tool life.
- To change the tools as per the specified frequency.
- To ensure that only standard tool is used for all the processes

13.9 Part Level Conformity of Production

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Vendor shall ensure the Conformity of Production [COP] for Safety Critical Components as per

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AIS-037 Standard.

13.9.1 Type Approval or Homologation Approval (TA)

Homologation approval (Type Approval) is done by Government agency for regulatory parts in a
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model. Obtaining part level homologation is the responsibility of Vendor.
During vehicle homologation, along with vehicle testing reports, Part level homologation
certificates / COP certificates are submitted to test agency.
13.9.2 Vendor shall carry out the Conformity of Production (COP) for Safety Critical Component,
subsequent to part homologation approval.
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13.9.3 Vendor shall define a system or set up a control mechanism to ensure continuous monitoring of
COP certificates.
13.9.4 MSIL has introduced online System for monitoring COP certificate Validity.
Vendor shall upload the latest valid copy of COP certificate in MSIL portal before expiry of the
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previous certificate.
13.9.5 Supply of any Safety Critical Component, without a valid COP compliance certificate is a
regulatory non-compliance on part of the vendor.
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13.10 Whole vehicle Safety Conformity of Production [WVSCoP]

Government of India has introduced Whole Vehicle Safety Conformity of Production (WVSCoP)
regulation as per AIS-037 Standard.
• Based on directions from Ministry of Road Transport and Highways (MoRTH), Whole
Vehicle Safety Conformity of Production (WVSCoP) has already in India.
• As per guidelines, Every OEM has to ensure conformance of all produced & imported
vehicles as per Automotive Industry Standards (AIS)-017 Part 6.
• The foundation principle of this standard is that every vehicle, system(s), or part approved
under Central motor vehicle rule (CMVR) must be so manufactured as to conform to vehicle
type approved by meeting the applicable requirements under CMVR. Conformance test
required to comply WVSCOP regulation are.

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• Dynamic tests:Pass by noise, Steering effort, Brake effectiveness & Speed limiting
function Test
• Static Tests :Horn noise level, Wiper frequency, Type Approval / Part ID / specification
Marking, Dimensional verification of Wiper blade & arm length, fitment check of
headlamp levelling device & passenger handholds
• Compliance adherence to regulation will be verified by test agency by performing both
Dynamic & Static test on randomly selected vehicles from plant.
• Any abnormality during inspection will be a non-compliance to regulation and would call for
a mandatory recall.
• To meet the regulation requirement, Vendors shall define a system or set up control
mechanism to ensure that the parts supplied to MSIL during mass production shall be as per

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type approval or homologation approval.

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• Vendors shall also ensure parts performance, dimension & marking as per design.

13.11 All applicable regulations shall be systematically tracked by supplier and implemented
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13.12 Spare Parts Quality: The vendor is required to maintain the same process controls used during
mass production for spares parts production.
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13.13 Revalidation of Parts & Raw Material : Refer chapter 14
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13.14 Lot Control & Traceability: Refer chapter 16

13.15 Maintenance of Inspection & Production Equipment: Refer chapter 17

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13.16 Quality System Audit: Refer chapter 18

13.17 Process Audit: Refer chapter 19

13.18 Education & Training: Refer chapter 20

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13.19 Skill Development: Refer Chapter 21

13.20 Quality Abnormality Measures: Refer Chapter 22

13.21 Horizontal Deployment and Re-occurrence Prevention: Refer Chapter 23

13.22 Continual Improvement: Refer Chapter 25

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13.23 Change Approval: Refer Chapter 26

13.24
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Sub Vendor (Tier-2) Control: Refer Chapter 29

13.25 Risk Assessment: Refer Chapter 30

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13.26 Cyber Security: Refer Chapter 31
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13.27 Record Retention

All the records shall be retained till 11 years from date of model discontinuation
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14. REVALIDATION OF PARTS AND RAW MATERIAL

14.0 Revalidation is a detailed verification of dimension, metallurgy, appearance, performance,
endurance items as mentioned in drawing or including the MIS-P items which comprise items
for regular check. All vendor shall carry out revalidation of parts and revalidation of raw material
(in case of A / AR / A/AR parts affecting A / AR / A/AR item).
In case of proprietary items, revalidation of inner parts shall be carried out.
Vendors shall carry out revalidation of sub vendor’s parts.
Re-validation of Part and raw material shall be done as per drawing requirement.

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14.1 Establishment of revalidation system

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a) Vendor shall have a documented procedure for carrying out Revalidation of Parts and raw
material.
b) Vendor shall have a trained person/identified person for doing Revalidation activity
c) Vendor shall prepare Yearly / Monthly Revalidation Plan for all parts and raw material that
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are supplied to MSIL through various channels like OE, KDO & Spares, at least once in a
year. If required, revalidation at a higher frequency may also be carried out.
d) Vendor shall carry out Revalidation of Process also.
e) All the parts have to be checked 100% as per drawing parameters, covering MSIL controlled
drawings as well as internal detailed drawings, covering all child parts and additional
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dimensions if any.
The sample size for checking is as per table below:

As per MIS-P parameters

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MIS-P

f) Make a robust internal review mechanism to ensure adherence to Revalidation plan and
effective actions for non-conformities.
g) Information of Non-conformity observed during Revalidation should be promptly shared
with MSIL’s QAPQ along with corrective actions.
h) The Revalidation reports have to be submitted to MSIL’s QAPQ on monthly basis in the
format given in end of the chapter.
All the revalidation reports shall be approved by vendor Quality head and Plant head before
submitting to MSIL.

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14.2 Report of revalidation shall be submitted to MSIL through extranet in online revalidation reports
portal before the 10th of every month for the previous month.
• Refer Format-14.1 for Revalidation Report.
• Refer Format-14.2 for Revalidation NG-Information Report.

14.3 All the material and performance test reports should be submitted by vendor through extranet
on revalidation portal along with dimensional reports and balloon drawing.

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14.4 Record Retention

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All the records shall be retained till 11 years from date of model discontinuation.

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15. PACKAGING REQUIREMENTS

15.0 Packaging of parts is very important in order to preserve Quality of parts during transit from the
vendor’s premises to MSIL and during storage. This chapter gives guidelines for establishing a
system for Development of New packaging, maintaining the existing packaging and
Modifications in existing packaging based on requirement. Before deciding the packaging of
part, it is advised that vendor’s personnel meet the MSIL’s OPC department (Operation Process
Control) personnel for specific guidance.
Packaging of parts shall be done in reusable packaging (bins/trolleys) unless specified by MSIL.
Parts of irregular sizes and weight shall be identified and special purpose packaging shall be
devised for them.
Definitions:

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Packaging- Any Material employed for transport of Parts from its manufacturing location to
MSIL in a defect free condition till a required stage as defined by MSIL.
Example- Trollies, Bins, Separators and any protection sheets etc.
Parts- Semi finished or finished parts supplied by vendors which are to be used after further
processing or direct assembly in any vehicle manufactured by MSIL.

15.1
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Understanding MSIL Requirement related to Packaging:
For new packaging development or Modification of existing packaging: - MSIL guidelines to be
understood in coordination with department responsible for packaging (OPC Department).
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15.2 Preparation of samples
Sample of packaging to be prepared as per defined timelines and approval from MSIL.
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15.2.1 General Guidelines for designing of packaging:

While designing packaging for a part following factors should be considered:
i) Environment protection (Reuse, Recycle, returnable)
ii) Potential damage to parts during transportation & handling (Scratch, tear, deform, stain
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etc.) and required protection

iii) Impact of packaging on part during the required timeline till part will be in packaging
conditions
iv) Interference (between parts, parts and container, etc.)
v) Workability ( Easiness in taking out, easiness in holding, mix-up prevention)
vi) Vibration / Shocks to be undergone during transport- potential effects on parts and
required cushioning.
vii) Total load to be carried on packaging considering Maximum stacking requirements.
viii) Strength analysis for stacking
ix) Packaging ergonomics like part picking, trolley movement etc.

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x) Kind of protection required against weather conditions such as water, heat, air, light,
dust, foreign particles, etc.), during storage and transportation.
xi) Maintainability of packaging in terms of cleanliness etc.
xii) Life expected from wear parts like wheels, paint & Velcro’s etc.
xiii) Prevention of past problems from recurring.
xiv) Efficiency of loading and transportation of parts.
xv) Regulations and policies with respect to containers of parts and products.
xvi) It should be safe while handling and during transportation.
15.2.2 Colour of Packaging

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a. For Bins- Blue

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b. For Trolleys- Off White
15.2.3 Packaging Identification
Unique Trolley no/ Bin no to be mentioned on Trolley’s or Bin’s.

15.3
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Submission of New Packaging Samples to MSIL & Getting approval
In case of new packaging/ improvement in existing packaging, Packaging samples along with
filled Packaging Approval form to be submitted to MSIL as per required timeline in coordination
with OPC department. The sample shall be checked by MSIL. If packing is not found satisfactory,
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vendor shall re-submit the sample after incorporating changes / improvements as proposed by
MSIL. Vendor is expected to carry out the necessary changes in the supply of next lot which
shall again be subjected to evaluation.
Also Vendor shall submit the Preventive Maintenance system proposal i.e. Schedule of
inspection / checks of packaging and applicable Check- Sheets for Trolley / Bin etc. to MSIL.
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In principal all development related activities to be completed by one month before the cut-off
date of Pilot Production start date. After approval, parts shall be supplied in approved packaging
only.
Vendor shall submit the sample lot in the approved packing with each container’s identification
tag marked “PP/MPP/Pilot Stage Material”. The MSIL’s OPC along with MSIL’s QAPQ
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department and Shop shall check the trial lot packing (Packaging chekkai) as per the approved
specification, drawings and photographs.
In case the packaging is found unsatisfactory, the same shall be intimated to the vendor with
required changes/ improvements. Vendor is expected to carry out the necessary changes in
the supply of next lot which shall again be subjected to evaluation.

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15.4 Day wise colour coding of labels:

• Monday – White
• Tuesday – Magenta
• Wednesday – Golden Brown
• Thursday – Vivid Green
• Friday – Orange
• Saturday – Process Blue
• Sunday – Purple
• Trial Parts / NDC Parts – Yellow

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In case of Maru-A / Maru-AR / Maru-A/AR parts, A / AR / A/AR shall be printed on the label.

15.5 Necessary Information to be printed on Packaging Labels

Following information shall be printed on labels which should be pasted / put on Carton / Bin /
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Trolley
i. Part Name
ii. Part Number (of MSIL)
iii. Box Number (Box number/Total no. of boxes in the supply)
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iv. Model
v. Batch Code
vi. Vendor Code
vii. Vendor Name
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viii. Date of Despatch Date of Supply

ix. Quantity (Pack quantity and Lot Quantity)
x. Challan No.
xi. PSL (Plant Shop Line)
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xii. Packing Code

15.6 Routine Supply of parts

During routine packaging of parts, following activities to be followed and implemented
1. Colour coding to be followed as per day-wise schedule described in point 15.4
2. Tag printing and attaching as per items described in point number 15.5
3. Inspection and maintenance of packaging as per approved system from MSIL
(Note-applicable records to be stored at vendor end as evidence of maintenance activities)

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4. Rectification of any problems / abnormalities informed by MSIL on priority

15.7 Maintenance of Existing Packaging: Routine checking and audit of Packaging at

MSIL
Vendor shall have a established system of routine maintenance of bins / trollies. Vendor shall
check if any modification required in Preventive maintenance system i.e. Schedule of inspection
and check-sheet as a countermeasure for Packaging problem and shall discuss with MSIL.
MSIL shall be doing random verifications / checks of packaging at parts receipt stage.
Problematic packaging shall be identified and a VPPCR (Vendor Packaging Problem
countermeasure report) shall be issued to vendor (refer Format-15.1). Vendor shall take

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appropriate Countermeasures and submit the VPPCR to MSIL as per the timeline informed by

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MSIL.
Modified Preventive maintenance checksheet shall be approved by MSIL.

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15.8 Record Retention

All the records shall be retained for a period of 11 years.

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CHAPTER 16

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A / AR / A/AR
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16. LOT CONTROL AND TRACEABILITY

16.0 The concept of traceability and the manner of controlling lots in mass production, to meet
traceability requirements, shall be explained in this chapter.

16.1 Objective
The objective of the traceability management system is to track down the root cause of a critical
defect and identify the exact affected lot at the assembly and manufacturing level. The objective
is also to make sound backend traceability system for MSIL & vendor.
Based on recent amendments in Motor Vehicle Act pertaining to mandatory recall provisions It

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has become more imperative to establish a strong comprehensive traceability system across

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value chain.

16.2 Application of Traceability

All requirements mentioned in this chapter are generic and are applicable to MSIL vendor base,
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regardless of type, size and product provided. Where any requirement(s) of this chapter cannot
be applied due to the nature of an organization and its product, approval for the same must be
taken from MSIL. Such exclusions should not affect the organization's ability, or responsibility, to
provide product that meets basic traceability requirements.
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16.3 Terms and Definitions
16.3.1 Traceability: It can be defined in two manners:
(a) Forward or Downstream Traceability: This means the ability to locate the defective or
suspected defective products in all the stages of product life cycle subsequent to the stage
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in which defect was discovered, with the aim to repair or replace such products. This is
shown in the below
(b) Backward or Upstream Traceability: This means the ability to find out the history of a
defective product in various stages of product life cycle previous to the stage of discovery of
defect, with the aim to investigate the causes of occurrence and to take countermeasures to
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improve processes/systems.
16.3.2 Critical Process
Over the value chain for a Part, there are a large number of processes where many value adding
operations are carried out on input and raw material. A critical process is a process which if done
inappropriately can significantly impact the part functioning, fitment of part, or lead to safety &
environmental hazards, regulatory non-compliance or any other market failures.
16.3.3 Lot or Batch
A lot means the collection of parts, which have been produced with one setting of process
condition. In other words, parts produced during one setting of process belong to a different lot
from the parts produced during another setting of process.

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16.4 Supplier Responsibility

Supplier shall discuss the traceability requirements with MSIL during development process and
ensure appropriate systems well in place before mass production.

16.5 Lot Code (or Batch Code) marking on parts

16.5.1 In principle, Batch code marking shall be done for all A AR A/AR Parts, Functional Parts and
General Items at a location where it is easily visible and where it does not affect function of the
part.
16.5.2 Vendor shall obtain approval of MSIL's QAPQ regarding the method of marking vendor code

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and batch code, its constituents, and the location (on the part).

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16.5.3 Batch code status should also be mentioned in MIS-P as explained in chapter 9.
16.5.4 The batch coding system and the system of keeping records vendors end shall be such that it
should be possible to know the following from a batch code:
• Size of the lot (Quantity produced in the lot)
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• Operating conditions (Process parameters, setting conditions)
• Inspection results
• Dates on which the lot was supplied to MSIL.
• Lot of child parts used.
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16.5.5 For such parts, on which it is not possible to mark batch code, vendor must control lots in such a
way that it would be possible to trace manufacturing history and date of supply to MSIL through
the records.
16.5.6 In case of raw material of A AR A/AR part affecting A AR A/AR item, vendor shall record de-
tails of heat code, date & shift of production
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16.6 First-In First-Out (FIFO) Practice

16.6.1 In order to be able to locate and recall defective/suspected parts from subsequent stages in
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case of discovery of critical defects, it is must to follow the First in First out (or FIFO) practice. For
implementing FIFO vendor must do the following:
16.6.2 In case of A AR A/AR and Functional parts, make sure that lots are not supplied in mixed up
condition i.e. all parts delivered to MSIL against an SRV must have the same batch code.
However, it is OK to supply parts belonging to one batch code against more than one SRVs as
long as parts belonging to two or more different batch codes are not mixed up in one supply.
16.6.3 In case of shifting in-process parts from one station to the next station make sure that all
operations to be done up to that station have been completed and that the parts are not shifted
to a wrong station.
16.6.4 Rework parts must be repaired immediately without delay, so that they do not lag behind the lot
and do not get mixed up in the subsequent lots.

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16.7 Part Information in Barcode Sticker (2-D code or QR code)

16.7.1 In principle, wherever parts are supplied with barcode/QR codes the Backend traceability
information shall be available with vendor. On the basis of the information, vendor should
generate a barcode sticker as per the MSIL defined format.
16.7.2 Vendor shall take the approval of barcode content & location etc. from MSIL. Approved barcode
sticker should be pasted/engraved on part.

16.8 Information on Barcode Sticker

16.8.1 MSIL requires a barcode sticker on Part from the vendor which will be married with MSIL's

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vehicle chassis number. The barcode sticker should contain the following information:

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1) Vendor Code
2) Line Code
3) Part Number
4) Date, Month, Year en
5) Shift of Manufacture
6) Lot Number
7) Part Serial number (if needed)
Note 1: Responsibility of updating the barcode based upon any change in Part/Part number
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(enacted through ECN by MSIL) lies with vendor. Also, prior approval for any change in barcode
should be taken from MSIL through CARV
Note 2: Color code (if applicable) should be added after part number
Note 3: Application of traceability requirements shall be in addition to the drawing /
homologation requirements of the parts. Also, it shall not interfere with any other mandatory
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requirement as mentioned in Part drawing

16.9 Traceability Information Sheet (TIS-P)

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16.9.1 “TIS-P” document shall prescribe minimum backend traceability which shall be available at
Vendors end. It shall specify the process parameters and child part for which traceability is must
and shall be maintained and retained by the vendor.
Vendor shall prepare the Traceability document (TIS-P) on Format “Traceability Information
Sheet – Part” (attached in the end of chapter).
16.9.2 The exact traceability requirement shall be discussed with MSIL during Specification Meetings.
Based on Specification meeting inputs, vendor shall prepare and capture the Traceability
information in Traceability Information Sheet- Parts (TIS-P).
16.9.3 For other processes and child parts, vendors shall maintain traceability requirement as per their
internal guidelines after assessing severity/occurrence/ detection in their process /End of Line.
In case parts are going for complete machining process (or where traceability of parts is lost on

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 LOT CONTROL AND TRACEABILITY

the part), the traceability code and processing details are to be noted at the machining process /
manufacturing process & to be stored by vendor.
16.9.4 TIS-P sheet shall be made for all parts delivered to MSIL. In principle, TIS-P shall be prepared
against each MIS-P document.
16.9.5 Procedure for preparation and approval of Traceability Information Sheet (TIS-P)
a. Traceability requirement shall be discussed with vendor during Specification meeting by
MSIL's Parts Quality department.
b. Vendor shall prepare a draft Traceability document (TIS-P) on Format “Traceability
Information Sheet – Part” (refer Format - 16.1). TIS- P shall have; the linkage of critical
process parameters and critical child parts with final batch code & details of process,

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process parameter and recording form (IT/Manual Mode).

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c. The linkage of final batch code with critical child parts and critical processes shall be
reviewed at MPP Trial stage by MSIL Parts Quality department.
d. Verification of Backend Traceability & TIS-P document shall be done by MSIL Parts Quality
department at vendor end during Process Audit.
e. The Final TIS-P document shall be approved by Quality head of Vendor and department
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head of MSIL's Parts Quality department by Pilot stage of model development. TIS-P
document shall be a part of PPAP approval.
16.9.6 Revision of TIS-P
TIS-P document shall be a dynamic document which shall be updated time to time by the vendor
or through inputs from MSIL based on learning/horizontal deployment.
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Any changes in the TIS-P document shall be approved by Quality head of Vendor and
department head of MSIL's Parts Quality department.

16.10 Traceability during delivery of part to MSIL - Part & Batch level Traceability
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MSIL recommend two methods of traceability for his vendor.

a. Part Level Traceability (100% Traceability)
b. Batch Level Traceability
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16.11 Part Level Traceability (100% Traceability)

MSIL recommend the availability of unique barcode (2-D code or QR Code) on each part except
following cases:
• Parts for which MSIL has not asked vendor to put sticker on each Part
• Parts which are too small where barcode cannot be put (such as fasteners)
• Parts on which putting a barcode sticker can lead to some functional failures

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16.12 Batch Level Traceability

16.12.1 Definition of “Lot” or Batch Code
A “Lot or Batch Code” means the collection of parts, which have been produced with one setting
of process condition. In other words, parts produced during one setting of process belong to a
different lot from the parts produced during another setting of process.
16.12.2 In case of continual production, one day/one week's production can be considered as a lot
depending upon production volume.
16.12.3 While deciding the size of batch/ lot, the part criticality with respect to regulation & safety point of
view must be considered. If any regulation or / and safety issue occurs in market, which may
lead to product recall, in such a case small batch size will help in identifying the exact number of

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affected vehicle. Risk analysis should be used to minimize the size of batch compared to risk of

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product recall.
16.12.4 For Batch level Traceability, during dispatch of parts to MSIL, vendor shall input the Batch code
information in IT Enabled Batch Traceability system as before dispatching the material to MSIL.
16.12.5 Vendor shall ensure all parts delivered to MSIL against an SRV must have the same batch code.
However it is OK to supply parts belonging to one batch code against more than one SRVs as
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long as parts belonging to two or more different batch codes are not mixed up in one supply.
Note: In the event of requirement in single Trolley/BIN not more than 2 batch code should be
supplied by vendor. Also information for same should be available with vendor
16.12.6 As per requirement, if MSIL provide this Batch code information to vendor, then vendor shall be
able to trace back and provide backend traceability information to MSIL.
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16.12.7 MSIL has created an IT enabled batch code entry system wherein all suppliers those are not
supplying each part with Barcode/QR code or as requested by MSIL; now can punch the batch
code data against each bin using the said IT system.
16.12.8 All applicable suppliers shall enter the batch code of the material supplied in the bin. Supplier
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shall put up a system/process to ensure FIFO and correctness of the batch code data punched
in the system.
16.12.9 Batch code of the supplier shall be linked with internal processes, raw material, child parts and
other parameters as prescribed in the Chapter.
16.12.10 Supplier shall regularly train relevant people about the process, continuously monitor the data
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and conduct internal audit of the process.

16.13 Common Requirements for Identification & Traceability

1. There shall be a proper documented system in place to address identification & traceability
requirements.
2. Identification & Traceability methods employed shall be clearly defined in the Inspection &
Process Control Standards.
3. Even if not specified by MSIL, it is recommended that Identification & Traceability methods
be developed & informed to MSIL.

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4. Absence of or inadequate identification & traceability method shall be addressed as a failure

mode in FMEA.
5. It shall be ensured that all the requirements for identification & traceability as laid out in this
chapter are extended & applied to Tier-2 vendors (MSIL's sub vendors) as well.
6. Vendor shall have a sound identification system for Trial Parts & Production Parts like (Tag /
Colour marking / Bar Code). Identification method for trial parts should be discussed in spec.
meeting.
7. The vendor shall ensure that any requirement specified in part drawing or Inspection
standard for traceability are satisfactorily complied with.
8. In case of rubber and polymer base products, the vendor is required to keep master batch
sample for each lot (duration may be discussed and decided with MSIL's QAPQ) and the

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corresponding records of composition and parameters.

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9. In cases where stickers are pasted on parts for traceability, it shall be ensured that stickers
pasting is done only after EOL testing.

16.14 Documentation Requirement en

There shall be a proper documented system in place at each vendor to address identification
and traceability requirements. Identification and traceability methods employed shall be clearly
identified in the Traceability Information Sheet (TIS-P) and inspection process control
standards. Quality of Barcode should be ensured by the vendor and information stored against it
should be readily retrievable.
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16.15 Record Retention
16.15.1 Vendor shall keep the records in case of the following changes
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• Design changes (Including changes in child parts)

• Any Change in 4M condition
• Layout change/ Process / operation sequence change
• Operator change
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• Manufacturing unit location / Machine change

• Introduction of new machine /dies/ cavity etc.
• Addition / change of sub vendor (Tier-2,3 etc.)
• Deviation / Special Use
• Inner part indigenization
• Change/ repair in tools/dies/cavity etc
• Other condition as asked by MSIL
• All process parameters of A AR A/AR and Functional items mentioned in MIS P
• Critical characteristics mentioned in Process Control Standards / Control Plan

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16.15.2 Records shall include the following details at least

• Lot number
• Reason for change
• Date of change
• Production shift/ operator and any other record to trace back the history of changes.
16.15.3 All the records shall be retained till 11 years from date of model discontinuation.
The above period of traceability shall be as per the requirement of that market, where MSIL sells
its automobiles, regulatory requirements and anticipated usage of automobiles in the field by
customers.

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The exact traceability requirement should be discussed with MSIL during Specification

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Meeting.

16.15.4 For Scada / IT systems deployed to maintain traceability records of process, vendor shall
ensure:
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a) Periodic checks that such systems are working and recording the data as intended.
b) Periodic back up of such data is stored in hard drives / servers.
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Note:
1) The above traceability is mandatory for all processes, inner parts
and raw material affecting the A AR A/AR & Functional item
of the part. It is desirable to implement traceability for process,
inner parts and raw material affecting General items of the part
also.
2) At every stage of the process as depicted above, records of
design & 4M changes as detailed in chapter 16 shall be
maintained.

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(Format - 16.1)

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17. MAINTENANCE OF INSPECTION AND PRODUCTION EQUIPMENT

17.0 This chapter explains the requirements of MSIL related to the preventive maintenance of
instruments and equipment used for inspection and machines, dies, jigs, moulds, fixtures, tools
etc used for production.

17.1 Maintenance of Inspection Equipment

A documented system shall be implemented for proper control and maintenance of inspection
equipment. System shall include the following:
17.1.1 Periodical Accuracy Inspection and Calibration

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17.1.1.1 Periodical accuracy inspection is different from Calibration. Calibration is a less frequent,
scientific method employed to ascertain & correct the accuracy of a measuring device, whereas
periodical accuracy inspection methods could be very simple like comparing the results with a
standard or a reference on a daily basis (e.g. weighing a standard weight before start of each
shift with a weighing balance etc.).
17.1.2 Simple daily or weekly periodical accuracy checks at defined frequencies shall be carried out to
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find out if any error in the measuring device has crept in during routine handling.
17.1.3 Apart from periodical accuracy checks, methods should be adopted to carry out daily
maintenance of measuring equipment & devices. These could be-
a) Daily cleaning & visual inspection of measuring surfaces of such equipment to determine
wear & tear
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b) Proper storage of measuring equipment & gauges at designated places on & off the line
while in use & not in use respectively to prevent handling damages.
17.1.4 Implement a system of maintenance & periodical accuracy inspection using a check sheet and
calibration of the following types of inspection equipment.
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(1) Measuring instruments:

Such as dial gauges, micrometers, vernier callipers, bore gauges, torque wrenches etc.
(2) Gauges:
Metrological gauges such as snap gauges, plug gauges, width gauges, ring gauges, special
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gauges (e.g. Jigs made to check the profile) etc.

(3) Inspection Machines:
Such as hardness tester, UTM, spring tester etc.
During the accuracy check/calibration actual reading before correction and after correction
(if applicable) shall be noted down in the check sheet.

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A / AR / A/AR

A / AR / A/AR

A / AR / A/AR

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17.1.5 In principle, calibration frequencies shall be decided based on the type of application & the

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frequency of usage e.g. Calibration frequency of gauges & instruments used for inspection of
A / AR / A/AR & Functional items ideally should be higher than those used for General items.

Similarly, calibration frequencies for measuring devices that are used more frequently (e.g. due
to higher production rates) should be more.
17.1.6 Preparation of inspection standards
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Inspection standards should be prepared specifying the inspection items, judgement criteria,
daily maintenance & periodic accuracy methods, inspection frequency etc. for each type of
measuring instrument and also for gauges and inspection machines.
17.1.7 Display of validity period
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Validity period for which an instrument or equipment can be used after calibration, must be
indicated by using colour codes or labels on the instrument/equipment or as per 17.1.10.
17.1.8 Calibration of calibration equipment
As a principle, calibration of the master equipment, which is used for calibrating other
instruments, should be done once/year. In principle, calibration of the masters must be
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traceable to the national or international standards.

17.1.9 Control of Inspection Instrument
All the inspection instruments including master instruments shall be identified by a unique
control no. A sticker/information shall be put on all inspection instruments regarding
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- Control no.
- Next calibration date (showing validity period, in dd/mm/yy format).
17.1.10 Registration of Inspection Equipment (includes instruments, Gauges, Fixtures
etc.)
A control register shall be maintained for inspection instrument with the following details.
Name of equipment
Ø
Model
Ø
Manufacturer
Ø
Date of procurement
Ø

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Date and place of installation

Ø
Control Number
Ø
Least Count / Accuracy
Ø
Full Scale range / Working range
Ø
Acceptance Criteria
Ø
Persons/groups that use it
Ø
Frequency of Calibration
Ø
In case any inspection instrument is discontinued for use, then its control no. shall not be used
again for the new inspection instruments and also same needs to be captured in control register

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by writing “OBSOLETE” .

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17.1.11 Annual Plan of Calibration
In order to properly control the calibration work and to ensure that no inspection equipment
remains un-calibrated, it is better to make each year an annual plan of calibration.
17.1.12 Verification of Calibration Reports / Certificates:

17.1.13
equipment is used.
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Calibration certificates / reports shall be verified in detail for acceptance criteria, before

Preservation of calibration records

The retention period for calibration records shall be minimum 11 years. Calibration record
should be available and preserved for the specified period even if calibration is done by an
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outside agency.

17.2 Maintenance of Production equipment (Dies/ Tools / Moulds / Jigs / Fixtures /

Machines):
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17.2.1 A documented system shall be implemented for proper control and maintenance of production
equipment. System shall include the following:
(a) Work start up checks: These are simple checks of machines which can be done by their
users daily while starting their work, with the help of a checksheet.
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(b) Periodic checks / Preventive Maintenance: These are carried out for the purpose of
preventive maintenance of machines, dies etc. (Refer Annexure-II, Working Procedure for
Inspection of Parts).
Preventive Maintenance frequency shall be decided as monthly / quarterly/ half yearly /
yearly as per criticality of equipment / check parameters.
Main functions of various subsystems and parts of machine should be checked. An annual
Preventive Maintenance Plan for the same should also be made and periodic checks shall
be conducted according to this plan and records shall be maintained.
(c) Periodic accuracy checks: These are checks of important dimensions of machine tools,
dies, mould etc. to know the extent of wear and also for calibration of measuring devices
fixed on machines.

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(d) Breakdown maintenance: In case of break downs, it is important to recheck machines,

dies etc. after repair. Also, analysis of Breakdowns shall be done by the vendor.
(e) Predictive maintenance: While carrying out maintenance, following Predictive Main-
tenance method / points should be considered-
1. Tool wear
2. M/c downtime
3. Process Capability & Control Chart Data
4. Oil/coolant analysis
5. Bearing noise analysis

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17.2.2 It is important to have proper standards and system of recording (checklist) regarding the above

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checks. For 17.2.1 (a), (b), (c), a checklist shall be prepared for recording the same. Preventive
Maintenance checksheet shall have checkpoints recommended by equipment manufacturer,
past problems, countermeasures, Poka-Yoke, standard working practices etc.
Note 1: Whenever any die / tool is repeated / duplicated or any major corrections are done in a die due to
breakdown, such events shall be reported to MSIL by vendors
Note 2:

Note 3:
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1st piece inspection shall be done after every maintenance activity and records shall be kept for
the same. Inspection shall be carried out for 100% parameters as per drawing.
Whenever any corrections / countermeasures are being carried out in die / tool, drawing / CAD
data of the die shall also be updated, without fail.
Note 4: For more details on working procedure for inspection of parts, after die / mould maintenance or
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die duplication, refer Annexure -II
Note 5: Part produced Post repair must be treated as a newly developed part and inspection of 100%
parameters shall be carried out as per approved drawing.
17.2.3 Checking fixture, gauges and test equipment are to be made available to evaluate the first off
tool sample parts.
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17.2.4 Vendor shall ensure that necessary training is given to all operators for proper usage of
checking fixtures, gauges and test equipment.
17.2.5 The vendor shall ensure that handling, preservation, storage and use of all checking fixtures,
gauges are done in such a way that accuracy and fitness for use are maintained.
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17.2.6 Vendor shall ensure that tool / die / jig / mould drawing, CAD data etc. are preserved and
controlled till the part number is active in OEM & spares supply. The same shall be ensured for
Tier-2 and lower supplier tool / die / jig / mould.

17.3 History Cards

Measuring equipment & Production equipment history cards shall be maintained, recording the
events of calibration & maintenance activities respectively in a chronological fashion. Such
history cards should also contain repairs or corrections done & countermeasures taken in the
equipment from time to time.

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17.4 Action to be taken in case a measuring device is found out of calibration shall be established
through a documented system. These shall include but not be limited to-
a) Intimation to MSIL
b) The retroactive action to be taken on the products on which judgement has been made by
usage of such equipment since last calibration.
c) Maintenance of records of actions taken in such an event.

17.5 Similarly, documented system shall be established to define the set of actions needed in case a
failure occurs in production equipment. These shall include but not be limited to-

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a) Intimation to MSIL (in case of major breakdowns or failures).

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b) The retroactive action to be taken on the products which were under the state of being
processed in the production equipment when the failure occurred.
c) Maintenance of records of actions taken in such an event.

17.6
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Vendor shall implement system to monitor the Spare parts / machines available at his end. This
is helpful in case of emergency or sudden breakdown of a machine.
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17.7 Summary of Monthly Maintenance shall be prepared by vendor every month. Records of the
same shall be kept by vendor.

17.8 Whether the maintenance done is effective or not, the breakdown analysis shall be regularly
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carried out by the vendor. Also the checksheet used for any maintenance activity shall be
continuously updated based on the feedback of breakdown.

17.9 Tool Life Management

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• While using a machinery that has components designed for sharpening, cutting, slicing or
chopping, it is required that these components maintain their sharpness. If no routine
maintenance is performed on specific parts that need to sustain a particular sharpness,
production quality can be put at a very high risk. The sharpness of a machine part is
important because it needs to be assured that cut materials are shaped correctly and
accurately. This could include checking the sharpness of tools like end bills, drill bits, lathe
tools and precision cutters.
• Vendor shall define a defined frequency for re-sharpening and replacement of consumable
tools.
• Monitoring of re-sharpening and replacement of tools as per the decided frequency should
be ensured by the sub-vendor.

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• Vendor shall have the proper facilities for maintenance, repair of tools & their storage. A
documented system shall be implemented:
- To record the details of tool, change of tool, repair of tools and tool life.
- To change the tools as per the specified frequency.

17.10 Machine Lubrication

• For machine tools that are frequently used, it's extremely important to inspect the machine's
lubrication levels on a weekly basis. By ensuring that the moving parts are properly
lubricated, the motor can remain protected over an extended period of time.

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• This includes greasing of moving parts, oiling or internal moving components and visual

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inspection of all part movement in action. Without the right amount of oil, grease or other
lubricant, any machine tool could face unnecessary wear and tear.
• Vendor shall ensure to inspect the Lubrication Level of machines on a daily basis. While
checking, areas of leakage must be observed and repaired on urgent basis. Proper records
shall be maintained.
•
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Any loose wiring, temporary connections of machines/equipment must be immediately
repaired.
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17.11 Verification of Machine Poka-yoke controls of the equipment and Breakdown

Analysis System:
17.11.1 Verification of in-built Poka-yoke controls of the equipment
With the advancement in the manufacturing technology, automation in the process is
encouraged to ensure operator safety, and to reduce process variations. With increasing
dependency on the machines, periodic validation of such in-built controls becomes necessary
to avoid associated failures. These failures can result in production loss, quality non-
conformance, or in serious cases endanger human life.

17.12 Record Retention

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All the records shall be retained for a period of 11 years.

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a) “Sheet Metal Die Maintenance Manual” d) “Plant Maintenance Guidance Manual”

b) “Mould Maintenance Guidance Manual” e) “Aluminium Die Casting Die Maintenance Guidance
c) “Weld Jig & Equipment Maintenance Guidelines” Manual”

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CHAPTER 18

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18. QUALITY SYSTEM AUDIT

18.0 This chapter explains details regarding the audit of Quality system, which is to be conducted by
MSIL on its vendors as well as audit which can be conducted by the vendor voluntarily within its
company and on their sub-suppliers (Tier-2 or lower). The objective of both the audits is to
maintain and improve Quality of product through effective implementation and improvement of
Quality system.

18.1 Audit conducted by MSIL on its vendors

18.1.1 Types of audits

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A. Periodic Audit

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- Audit conducted by QA on the basis of an annual plan.
B. Unscheduled Audit:
- Audit Conducted for New Vendors.
- Audit conducted for development of new parts which are critical and have new type of
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technology.
- Audit conducted when the Department Manager of MSIL’s QAPQ feel that an audit is
necessary in such cases as:
Assurance departments of MSIL feel that an audit is necessary in cases of:
(a) Occurrence of market claims or serious abnormalities.
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(b) Major change in manufacturing process.
(c) Production of FPP lot of critical parts.
18.1.2 Submission of improvement action plan
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After an audit by MSIL, vendor will be asked to submit an improvement action plan giving
specific dates for implementation of improvement actions against each point mentioned during
audit.Effectiveness of the countermeasures submitted by the vendor shall be verified by MSIL. If
the countermeasures are effective, MSIL shall close the audit report. In case they are
ineffective, vendor shall be asked to resubmit fresh countermeasures.
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18.2 Audit conducted by vendor

18.2.1 Types
(1) Top Management Audit: It is an audit conducted by the President or Managing Director and/
or other Directors of the vendor’s company. It could be once or twice in a year.
(2) Quality Assurance Chief’s Audit: It is an audit conducted by the Principal QA Incharge of
the vendor’s company. It could be quarterly or half yearly.
(3) Internal Audit: It is an audit conducted by the persons independent of the responsibilities
in which department/area, he is carrying out the audit e.g. QA carrying out the audit of
marketing department etc. These internal audits shall be carried out by the qualified/ trained

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auditors only on basis of QMS / MSIL VQM requirements / ISO 9001 / IATF 16949 or any
other national / international standard the vendor company is certified with. These audits
should be conducted bi-annually.
(4) Vendor Audit: It is an audit conducted by the vendor on its vendors (Tier-2 or lower suppliers
of MSIL).
18.2.2 Standardization of audits:
Audit should be conducted periodically by standardizing -
• the number of processes/departments
• audit frequency (monthly/quarterly/bi-annually etc.)
• audit duration (3-4 hours)

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• audit method (through some standardized audit checklist)
• audit reporting (Audit Report Format to be standardized).
18.2.3 Content of audit
An audit shall have check of the following aspects:
-
-
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Compliance to the requirements of this manual.
Checking of Compliance of any additional requirement of MSIL as agreed by the vendor.
Compliance of Environmental & Safety Aspects : SOC requirement (Refer Annexure-VI,
Guidelines for Environment Regulations)
- Effective implementation of Defect Prevention measures.
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Following are typical broad areas to be covered during the audit
(a) Documented Quality system.
(b) Drawing Control.
(c) Incoming Inspection of Parts/Raw Material.
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(d) Process Control.

(e) In process & Final Inspection.
(f) Inspection Gauges & Instrument Control.
(g) Preventive / Predictive / Breakdown Maintenance of Production Equipment/ jigs / fixtures /
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die / mould.
(h) Calibration of Gauges and Inspection Instruments and their Accuracy.
(i) Quality Abnormality Dealing.
(j) Rejects/Rework Control.
(k) Traceability/Recording of Changes.
(I) Training of Employees
(m) Preventive maintenance of Trolley / Bin.
(n) Risk Management

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Note: Auditor shall check the compliance of requirements mentioned in the drawings and
operation Standards also.
18.2.4 Preparation for the audit
It is useful to prepare the checklist to carry out the audit. Checklist should include all the areas to
be audited. Areas given in 18.2.3 can be referred to prepare checklist.
Auditor competency should be identified for conducting audit.
18.2.5 Annual Audit Plan
An annual audit plan should be prepared for each type of audit mentioned in 18.2.1 in the
beginning of every year.

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18.2.6 Audit records

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Audit results and improvement action plans must be recorded systematically and follow ups
must be done to see that problems observed during audit are improved upon. Records of in
house audit shall be a part of management review (refer Chapter 2). These shall be presented to
MSIL on request.
18.2.7 Countermeasure en
Against the audit result findings, the vendor shall give the 'Countermeasures' and shall keep
following up with the concerned department in its company, till the Countermeasure is / are
permanently implemented. Effectiveness of the countermeasures implemented should be
verified before the closure of the report. Vendor shall also keep the records for the same.
Note: MSIL Vendor Quality System Audit Checksheet is provided for reference (Checksheet-
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18.1)

18.3 Record Retention

All the records shall be retained for a period of 11 years.
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Maru A / Maru AR / Do you have Special checks/Inspection for A / AR / A/AR

Maru A/AR parameters of A / AR / A/AR part are available?
Management
Do you have Identification of Process/
Operator on Shop Floor?

Do you keep the repair history when repairing & using

A / AR / A/AR items?

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CHAPTER 19

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19. PROCESS AUDIT

19.0 This chapter explains in detail regarding the process audit, which is conducted by MSIL on the
vendor and which can be conducted by the vendor within its own company and on sub-vendor
(Tire-2 or lower). These audits are undertaken as a preventive measure to get the confidence
that the processes being followed by the vendor shall continue to produce defect free parts.
These are the detailed audits of the vendor’s processes. These audits are conducted as per the
documented Process Control Standards (PCS)/MIS-P/inspection & other standards referenced
in the drawing/MIS-P/PCS. The purpose of the process audit is:
(a) To identify areas where improvements are required for correcting specific Quality problem
faced.

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(b) To highlight areas where improvements can be made in the process for making
improvements in the Quality and productivity of parts produced.

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19.1 Audit conducted by MSIL on the vendor
19.1.1 Type of audits en
A. Periodic Audit
- Audit conducted by MSIL on the basis of an annual plan
B. Unscheduled audit
Audit is conducted when MSIL’s QA Department or Quality Assurance feel that an audit is
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necessary in cases such as:
(a) Serious Quality abnormality.
(b) Sudden increase of warranty claims / line rejection / SRV rejection.
(c) Major changes in manufacturing process.
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(d) After submission of sample parts.

(e) Production of FPP lot.
(f) If required by QA.
19.1.2 Submission of improvement action plan
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After an audit by MSIL, vendor will be asked to submit an improvement action plan giving
specific dates for implementation of improvement actions against each point mentioned during
audit. If the improvement actions suggested are not effective, vendor shall be asked to resubmit
action plans.

19.2 Audit conducted by the vendor

Types of audit
(a) Vendor Audit: It is an audit conducted by the vendor on its sub-vendors (Tier-2 on lower
supplier.

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(b) Quality Assurance Chief’s audit: It is conducted by the Principal QA incharge of the vendor’s
company itself.

19.3 Preparation for Process Audit

1. Establish the purpose of the audit clearly i.e. preventive measure or to solve a specific
Quality problem.
2. All approved and latest relevant standards / documents should be collected.
3. Investigate the previous Quality performance of the part and collect the relevant data
(rejection %, problems from the market or from the customer, line problems previously

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reported).

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4. Collect the previous audit & countermeasure report.
5. Prepare a checklist of the critical areas that have to be checked to ensure that all the critical
areas are covered.
Checklist may include the following areas:
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1. Documented work instructions/process control parameters
2. Check for job/machine setup before regular production
3. Machine jigs/fixture control
4. Die/mould/tool control
5. Process Control
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6. Incoming/In process/Final Inspection
7. Storage/Handling
8. Traceability (including backup and TIS-P)
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9. Identification
10. Calibration of inspection/measuring instruments
11. Corrective & preventive actions
12. Control & monitoring of special processes
13. Plant layout for smooth material flow & 5S
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14. Statistical Process control

15. Process Effectiveness
16. Inventory Control
17. Poka Yoke Working (Prevent error / Defect generation)
18. Part Mix-Up Prevention
19. Rejection/Rework/Breakdown Control
20. 4 M change control
21. Defining of time frame for closing actions of Process audit points

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22. Skill level of operators involved in for performing the task.

23. Effectiveness of Quality checks.

19.4 Performing the Audit

Following are the guidelines for conducting the audit:
- Conduct audit step by step
- Go into details and see yourself
- Don’t assume things & look for objective evidence for both compliance & non-compliance

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- Follow checklist

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Process/Product Audits – While conducting the process/product audits, it is recommended to
verify all the parameters defined in the control plan and record in the audit checksheet. Process
audits should be planned to cover all the working shifts.
When conducting Product audit, it needs to be ensured that all parameters mentioned in the
MIS-P are verified and updated in the audit checksheet.
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19.5 Reporting & Countermeasure
For audits conducted by the vendors on its sub-vendors, the findings should be reported by the
vendor to its sub-vendor and the countermeasures should be received from the sub vendor.
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Information of Non-conformity observed during audit should be promptly shared with MSIL’s
QAPQ along with corrective actions.
Countermeasures should be followed up till they get implemented. Effectiveness of the
countermeasures implemented should be verified before the closure of the report. Records of
the audit done within the vendor’s company shall be a part of the management review (refer
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Chapter 2).

19.6 Record Retention

All the records shall be retained for a period of 11 years.
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20. EDUCATION AND TRAINING

20.0 This chapter explains the requirement of MSIL related to the implementation of Education &
Training on Quality. The purpose of such education is to maintain and improve of product Quality
by promoting Quality Assurance activities and concepts.

20.1 Types of Education programmes on Quality

20.1.1 Fundamentally, Education and Training can be differentiated from one another according to the
following definitions.
(a) Education means giving inputs to employees at conceptual level to improve their

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understanding and thinking.

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(b) Training means to provide inputs to employees in order to improve their skills, which are
required to perform their respective jobs and thus to meet the customer requirements.
20.1.2 Keeping the above in mind, the vendor should devise and implement the following types of
education and training programmes on Quality:
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for new employees /
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transferred from

- Orientation programmes for new employees and employees who are transferred from one
function to another
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- Training and education programmes for Managers

- Training and education for Supervisors
- Training and education programmes for Operators
Further, the vendor should devise special training and education programmes for the following:
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• Personnel designated as A / AR / A/AR operators

• Personnel deployed at critical operations, which on later stages may lead to serious issues
• Personnel designated as inspectors
• Person carrying out Quality Control and Quality Assurance activities.
• 4M change management

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20.2 Vendor shall employ suitable means & techniques to capture training needs of individuals at all
levels.

20.3 Prior to SOP, training shall be provided to each operator based upon actual operation
instructions.

20.4 A Training plan for all the Manpower across all levels i.e workers (including contract manpower),
engineers, supervisors and managers, shall be made by the vendor. In principle MSIL may audit
this plan from time to time.

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20.5 On Job trainings (OJT) should be provided to people who are engaged in Production & Quality
activities.
20.5.1 MSIL recommends vendors to implement the concept of DOJO center.

work on the shop floor.

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DOJO is a place for providing offline training to the associates before sending them to actually

Training Facility should comprise of –

• Classroom Training (Theoretical Training)
• Offline Center (Practical Training)
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20.5.2 Refer 'Education & Training Guidance Manual' available on MSIL extranet, for guidance on
setting up the Dojo center.
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20.6 Contents of Education and Training programmes:

Following are some examples of the topics which may be included in the education and training
programmes.
• Product safety (i.e. Maru-A items)
• Relevant operation & inspection standards
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• All applicable legal & regulatory requirements related to product

• Product knowledge (including part’s function in the vehicle and its significance). Dealing
with Quality abnormalities and defective parts
• Construction, functioning and handling of inspection equipment
• Safety in work place and safe practices
• Work practice training
• 5S (Orderliness, Neatness, Cleaning, discipline, good manners)
• 3G (Go to the actual place, See the actual thing and Take appropriate action)

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• Various tools & technique for Quality Improvement & Cost reduction (SPC / MSA / FMEA /
7QC Tools / Value Engineering / Benchmarking etc)
• Customer/Market feedback
• Quality system implemented in the vendor’s organisation

20.7 Some guidelines for effective implementation of education and training

programme:
(a) Establish a section for promotion of education on Quality in the company
(b) Make annual plans for education programmes and implement them as per the plan. Track

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Plan vs actual attendees and make recovery plan for absentees

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(c) Standardize training contents and training methods
(d) Maintain records of training
(e) Training feedback shall be captured using suitable methods, post training
(f) Training evaluation to be carried out for checking the effectiveness of the training.
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(g) Evaluation passing criteria to be defined clearly

20.8 Vendor shall keep a list of trained operators for A / AR / A/AR stations; in case, any operator of
A / AR / A/AR station is not available then replacement operator can be selected from the
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list. One for Many and many for one.

20.9 The contents of this manual must be used to devise Education & Training programmes by the
vendors as it is imperative that the requirements of MSIL as laid out in this manual is understood
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by one and all in the vendor’s organisation.

Vendors are urged to contact MSIL, should they need any assistance. MSIL shall be glad to help
the vendor in its endeavour to the extent possible.
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20.10 Trained operators / Inspectors / Stations shall be identified with badges A / AR / A/AR according
to process criticality.

20.11 Record Retention

All the records shall be retained for a period of 11 years.

For inputs on setting up the Dojo Center refer: MSIL “Education & Training Guidance Manual”

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CHAPTER 21

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21. SKILL DEVELOPMENT

21.0 Operators & workmen are the most important asset of any organisation. It is very essential to
nurture, develop & hone the skills of the workmen.
A skill map shows ‘who can perform which job & at which level’. It serves as an important tool
to allocate & distribute work in case of absenteeism. It also helps in identifying & managing the
development & training programmes of the operators to enhance their ability.
In this chapter, the methods to be adopted for identifying, evaluating & developing the skill sets
of the operators are explained.

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21.1 Skill Identification

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21.1.1 The activities in the organisation which require special skills of operators should be clearly
identified.
In principle, skill sets may broadly fall in one of the following categories:-
o Skill which help in delivering a job (within the targeted cycle time, if any) that meets the

o
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specifications & requirements of the customer e.g. machining, fitting, painting, welding,
assembling, etc. This also includes maintenance, testing, inspection, calibration, auditing
and repair & rework activities.
Skill which is required to ensure a safe working environment involving safety of the
personnel, products & equipments in the job area. e.g. Crane operation, Forklift operation,
handling of hazardous chemicals & wastes etc. Minimum skill level requirement for each
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operation to be defined.
o Minimum skill level requirement for each operation to should be defined
21.1.2 It is advisable to adopt a CFT approach involving personnel from production, maintenance,
product & process engineering to determine the current skill level and identify the important
operator skill requirements in the processes of the organisation.
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21.1.3 Whenever a new product or part is under development with MSIL, a review of the skill
requirements should be carried out to identify if any extra skill needs to be developed amongst
its operators.
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21.2 Skill Level Evaluation & Mapping

21.2.1 Once the skill sets are identified, they should be subdivided into various levels based on the skill
status an operator has attained with respect to that particular skill. One such example of
classification has been explained in Format-21.1
However, other methods may also be defined. It is important is to have a objective assessment
criteria, to decide the level of an operator in a particular skill.
21.2.2 An objective evaluation & assessment system should be devised to decide the current level of
Skill of an operator. The assessment should be done by Supervisor of the operator.
The skill Evaluation technique may include judgement by the Supervisor based on:-

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 SKILL DEVELOPMENT

a) Observation of the skill activity performed by the operator / work output evaluation.
Awareness of abnormal situations & 4M change management to be checked.
b) Written tests and / or interviews
c) Results of performance indicators like rejection & rework rate, customer feedback &
response, no. of accidents & near miss etc.
21.2.3 There shall be a periodic skill evaluation system in the organisation in which operators &
workmen shall be evaluated at planned intervals.
21.2.4 Skilled to be identified suitably as

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21.3 Skill Development & Upgradation

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21.3.1 Vendor shall implement the concept of one operator for many stations and many operators for
one station, so that no untrained operator works on station under any condition.
21.3.2 It is not only essential to identify and map the skill levels of the operators but also to upgrade
them to higher levels & develop them for newer skills.
21.3.3

21.3.4
time of periodic evaluations.
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The need for developing an operator for a new skill should be assessed by his Supervisor at the

Once such a requirement is felt, the supervisor should make a time bound action plan to get the
operator developed for the new skill.
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21.3.5 Whether or not a need is felt for developing an operator for a new skill, the Supervisor must have
a time bound action plan to raise or upgrade the level of all the operators in the current skills they
possess. That is to say, that if an operator is at level 2 for a particular skill, (refer Format-21.1) the
supervisor must have a plan to upgrade him to level 3 & then 4.
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21.4 Record Retention

Vendor shall retain training records for a period of minimum 11 years.
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Additional Information:
For additional information on skill development refer “Mini Dojo Guidance Handbook”

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AR Maru-AR Process
A/AR Maru-A & Maru-AR Process

Non Maru-A Process

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SKILL DEVELOPMENT

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CHAPTER 22

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problem history sheet (PDLS)
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22. INTRODUCTION
22.0 This chapter explains the manner of handling cases of Quality abnormalities in parts, which are
detected either in the market, within MSIL or within the vendor's organisation.

22.1 Quality Abnormality discovered in MSIL

22.1.1 Quality abnormalities discovered are classified in 5 categories designated as A AR A/AR ,
Functional and General. Their definitions are given below:
: Such problems which most likely will cause accidents or fire resulting in injury to
the vehicle's occupants and/or other road users.

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: Such problems which do not comply with defined regulations.

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AR

A/AR : Problem occurring in parts which are both Maru-A and Maru-AR.
Functional : Such problems which are mainly in powertrain, these problem adversely affects
the vehicle performance.
General : Such problems which may cause warranty claims and complaints from customers
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or which shall hamper productivity in MSIL's production process and such
problems for which improvements are required.
22.1.2 Depending upon the category of a Quality problem, 'Quality Problem Countermeasure Report'
(QPCR), (refer Format-22.1) shall be raised by MSIL on the vendor.
QPCR shall be raised on Vendor for Quality problem observed during new model development
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or during mass production as per the MSIL internal rule.
22.1.3 When a QPCR is received, the following actions must be taken as given in the flow chart and
explained below:
(1) Action on parts in stock and in-process parts:
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Immediately separate and quarantine those lots where there is a doubt that defective parts
are mixed up and segregate bad parts from good ones or rework them. Follow the
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instructions of MSIL's QAPQ, in-case there is a defective lot already supplied to MSIL, which
might be in MSIL's component store, spare parts store and / or which might have been
already fitted in the assembled vehicles/engines.
Also immediate information should be provided to the production lines by the vendor within
its organisation to take care that no defective parts are further manufactured, while
countermeasures are being taken against defective parts at various places. Also, the
suspected material available at vendor’s end/local storage areas should be quarantined.
(2) Investigations for root causes of occurrence
Find out the causes of defect occurrence by investigating the following:
Investigation of actual defective pieces
Ø

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Investigation on the line
Ø

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Investigation of operation and inspection standards (for outflow cases)
Ø
Investigation of 4M (MAN, MACHINE, MATERIAL, METHOD)
Ø
Records of defective parts and defective lot
Ø
Estimate from the records the number of defective parts, which might have reached
Ø

Ø
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market (refer chapter 16 for traceability requirements)
Defect Simulation / Re-appearance check
5 Why Analysis / Application of QC tools / DOE etc
Ø
(3) Permanent countermeasures for prevention of recurrence of defect:
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Based on the results of investigation, countermeasures are to be implemented by the
vendor, so that the same type of defects do not occur and do not leave their organisation
undetected. In case countermeasure requires any changes in process/part/material it shall
be done in consultation with QA/Supply chain deptt. of MSIL. It shall be ensured that date of
countermeasure implemented is recorded and parts post countermeasure implementation
can be traced.
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(4) Checking the effectiveness of countermeasure

The effectiveness of countermeasure should be monitored for 3 consecutive weeks as
required by MSIL and also internal system of Vendor.
This monitoring should be done by doing defect reappearance tests and/or normal
inspection/testing, regular audits.
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If a problem is not observed, then countermeasure may be considered as OK. But, if

problem comes again during the monitoring period then countermeasure is not effective
and further analysis should be done to find out root cause and implementing effective
countermeasure.
If the problem was reported by MSIL then information about non-effectiveness of counter-
measure should be given to MSIL.
(5) Submission of QPCR
QPCR. is to be submitted after entering the necessary details with the signature of the
principal QA Incharge of the vendor to MSIL by the recommended reply date as mentioned
in QPCR. In case it is not possible to submit the QPCR by the recommended reply date due

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to countermeasure taking longer time etc., an interim reply (countermeasure planned) must
be sent to MSIL by the expected reply date.
In-case the information filled in QPCR is incomplete or the countermeasure taken is not
effective, then QPCR shall be reissued by MSIL.

22.2 Quality abnormality discovered within the vendor’s premises

22.2.1 If the vendor suspects non-conforming parts have been shipped to MSIL or finds the
nonconforming parts within their finished goods inventory, the vendor is required to undertake
the following:

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1) Immediate communication to MSIL’s QAPQ.

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2) Vendor must give the following information:
a) Part description and part number
b) Description of non-conformance
c) Suspected parts identification method
d) Suspected root cause
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e) Details of temporary Countermeasure
f) Expand Countermeasure part identification method
22.2.2 The following shall be implemented by the vendors to deal with Quality abnormality observed
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within their plant:
(1) A Standardised and documented procedure shall be put in place for dealing with Quality
abnormality.
(2) Check if defect qualify the requirement for putting a Quality hold for “Stopping dispatch of
Parts” (Refer Annexure-III, Dispatch Suspension System).
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(3) Rework instructions shall be made and located near the work area. Any part reworked shall
be inspected thoroughly as per inspection standard. Records of rework shall be maintained.
(refer Chapter 24)
(4) A Standardised and documented procedure for traceability control as per guidelines
provided in chapter 16, Traceability & lot control
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Also, required countermeasures should be taken to rectify the abnormality and till the
implementation of permanent corrective action, each and every shipment (which is being
shipped to MSIL during temporary corrective action) should be identified by providing tags/
special marks etc. (as agreed with MSIL) and checked. Generally the tag should contain
information like; Batch Code, Date & brief of Non-conformance (abnormality).
22.2.3 In case a Quality abnormality is discovered in the manufacturing line or inspection stations at
the vendor’s premises, action should be taken immediately as explained above in 22.1.3. The
following must be implemented:
(1) In case a suspected lot has already been supplied to MSIL, MSIL’s Supply Chain & QAPQ
shall be informed immediately.

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(2) As far as possible, the details of abnormality, circumstances of its occurrence, investigation
results and countermeasures should be recorded in a one sheet format and the
effectiveness of countermeasure shall be recorded in one sheet format and effectiveness of
countermeasure shall be checked and submitted to MSIL’s QAPQ.
(3) In case of heat treatment parts, if re-heat treatment of a lot (or lots) has to be undertaken as
a countermeasure, samples must be submitted with records of heat treatment to MSIL’s
QAPQ and special use approval for supply of such parts should be obtained by submitting a
“Change Approval Request from Vendors” (refer Chapter 26).
Note: Vendor shall ensure the implementation of same system for handling abnormality
found at Tier-2 vendor or during receipt inspection.
(4) Need for PDLS or KAKO TORA sheet: Vendor shall maintain chronology of defects

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encountered in each part supplied to MSIL. Vendor shall also maintain record of root cause,

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countermeasure details etc. till part is active. This sheet shall be used as reference during
next development cycle.

22.3 Quality abnormalities discovered in market (field):

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In case, critical or recurrent Quality problems are reported from market by MSIL’s dealers,
Market Quality department of MSIL shall attribute the Field Problem Countermeasure Report
(FPCR) to MSIL’s QAPQ.
MSIL’s QAPQ then raise QPCR on the vendor based on the FPCR. For this, actions must be
taken as per 22.1.3.
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For details on ‘Market Recall Provision’ for defect which have outflown to market refer
Annexure -VII.

22.4 Record Retention

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All the records shall be retained till 11 years from date of model discontinuation.
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A / AR / A/AR

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/F/G

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DEPLOYMENT AND
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CHAPTER 23

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23. HORIZONTAL DEPLOYMENT AND RE-OCCURENCE PREVENTION

OF DEFECT
23.0 Many times it has been observed that countermeasures taken for a particular problem are not
horizontally deployed, which lead to occurrence of same defect in other similar process.
The objective of this chapter is to define guidelines for horizontal deployment of
countermeasure of Quality issues reported in MSIL or Quality issues coming with in Tier-1 plant
across all line/ model and hence preventing re-occurrence of defects.
Once the effectiveness of countermeasure is verified, supplier should horizontally deploy
countermeasure in their processes, line as well as in other plants.
Improvement actions identified for one process shall be implemented in all similar processes

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or operations after performing a detailed study.

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This act of studying all the similar processes for implementing learnings earned from one
process may be defined as Horizontal Deployment.

23.1 Horizontal Deployment of Corrective Action

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23.1.1 Corrective actions may be initiated on basis of any defect or problem identified in process of
manufacturing a product or Quality issue faced by MSIL or its customer/s.
23.1.2 When a corrective action is implemented, it should be ensured that a detailed study has been
conducted to identify other similar processes (in-house or plants at other locations) where same
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problem may occur.
23.1.3 Corrective actions should be implemented in all such processes (in-house or plants at other
locations), which are similar in nature.
23.1.4 Record should be maintained for horizontal deployment of corrective actions.
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23.1.5 Horizontal deployment of corrective actions helps in reducing the chances of re-occurrence of
same defect by standardizing all the similar processes.

23.2 Re-occurrence Prevention

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23.2.1 To stop the re-occurrence of same defect in same / other parts, the following are to be kept in
the mind:
• Use why-why methodology to identify technical root cause and managerial root cause
• The countermeasures should not simply end with verbal instructions, guidance, education
to workers etc. but should result in development or up-gradation of control system and
review/revision of standards and procedures
• Carefully consider if it is possible to install fool proofing devices in the process to prevent
mistakes
• Investigate if there is a danger of occurrence of a similar defect in similar parts or similar
processes and based on the investigation, horizontally deploy the countermeasures

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 HORIZONTAL DEPLOYMENT AND RE-OCCURRENCE PREVENTION

Note: In case countermeasure requires any changes in process/part/material it shall be done in

consultation with MSIL’s QAPQ or Supply Chain.
23.2.2 Red Bin Analysis
Red bin analysis is the process of segregating and reviewing the defects occurring on
production lines on a daily basis to understand their nature to further investigate root cause and
take countermeasure as early as possible. This is very important to prevent the recurrence of
defects and control problems at their initial stage.

23.3 Record Retention

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All the records shall be retained for a period of 11 years.

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REWORK CONTROL
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CHAPTER 24

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REWORK CONTROL

24. REWORK CONTROL

24.0 Reworked parts are responsible for the majority of Quality defects that are passed to MSIL or
ultimately the end customer.
To prevent these defects, vendor shall have a process for control, verification and proper
identification of reworked product.
In principle, rework shall not be allowed in A AR A/AR , Functional processes of A AR A/AR ,
Functional parts. Inspection of reworked parts of 'General' Category shall be done on the
normal production line. Re-worked parts shall be clearly identified. Complete record of part-
wise rework details and dispatch details shall be kept by vendor for ensuring traceability.

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24.1 Rework Requirements
24.1.1 Rework parts, must be repaired immediately without delay, so that they do not lag behind the lot
and do not mixed up in subsequent lots.
24.1.2 Reworked parts identification:
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24.1.2.1 Reworked parts shall be identified properly by putting identification mark or tag e.g.
R mark(R- Rework). The important requirement of rework is identification of reworked parts so
that it should not get mixed up in the subsequent Lot. Identification mark shall be marked at non
visible area of part.
24.1.2.2 In case a suspected lot is returned to vendor by MSIL and approval has been given to vendor for
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performing rework activity, vendor shall have a traceability system defined for such parts.
24.1.2.3 For the parts which are having 'Part Level Traceability', it shall be ensured that if any rework is
done on part then traceability details are updated accordingly.
24.1.2.4 In case a child part is changed during rework of component having 'Part Level Traceability' then
traceability records shall also be updated for same.
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24.1.3 Vendor should have proper rework process defined at his end that must include:
1. Method of recording: which product received what rework?
2. A system for determining whether rework will occur online or offline
3. A criteria for selecting rework operators
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4. Proper Skill plan of rework operator

5. Written procedure for how to do rework
6. Approval of written procedure of Repair/ Rework by Parts Quality incharge.
7. A process for re-verification of product after rework is completed (using line-standard
inspection equipment whenever possible)
8. An approval procedure for the completeness of rework
9. Method for identifying reworked product after it has been dispatched from his (vendors) end
to MSIL

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 REWORK CONTROL

24.1.4 Offline rework must be conducted on an area separate from the production line. Components/
Parts that are replaced during rework must not be returned to the production flow. A / AR / A/AR .
Characteristics shall not be reworked.

24.2 Approval
24.2.1 Special rework processes may require MSIL approval prior to the start of rework. MSIL has the
right to reject any rework item or process. Ongoing or high volume rework activities that change
the manufacturing process require approval. In the event of ongoing or high volume rework,
MSIL will need to review and approve:

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1. Rework procedure

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2. Boundary samples
3. Rework identification method
4. Re-inspection method
24.2.2 After rework, reworked product must be reviewed and approved by a person other than the one
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who has performed the rework. Unless absolutely impossible, this person should be a
supervisor or manager.
24.2.3 Reworked product must be re-verified before it is returned to the production flow or inventory. All
characteristics must be reconfirmed, not only those related to the rework. Unless absolutely
impossible, the same inspection equipment used for inspection of standard product must be
used for the inspection of reworked product. Records for rework inspection activity shall be
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maintained, mentioning the name of person who performed rework and person who has
performed inspection of rework and approved.
24.2.4 Inspection of reworked components should be done on basis of special inspection checksheet
to ensure the desired Quality level and record for same shall be maintained.
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24.2.5 Awareness & education shall be provided to all related members about control items & impact of
Re-work

24.3 Record Retention

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All the records shall be retained till 11 years from date of model discontinuation.

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CHAPTER 25

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25. CONTINUAL IMPROVEMENT

25.0 This chapter explains the method/tools that can be adopted for continual improvement in all
areas of the organisation.

25.1 Kaizen
25.1.1 To provide value for money to the customer to remain competitive and to maintain growth of the
organisation, path of Kaizen or continual improvement shall be followed. Kaizen signifies small
improvements as a result of continual efforts involving employees at all levels and at all areas.
25.1.2 For implementing Kaizen, employees in the organisation should be motivated to give

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suggestions (e.g. by giving token reward, recognition etc.) and an environment should be

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created which gives confidence to the employees that their suggestions will be considered and
will be implemented (if appropriate).
25.1.3 Resources should be provided to implement the suggestions.
25.1.4 To focus the thinking process, the concept of Kaizen should be promoted using the following:
-
-
-
Make it smaller
Make it fewer
Make it lesser
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- Make it lighter
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- Make it beautiful
25.1.5 All the improvements done may be quantified in terms of
- Man hour saved
- Cost saved
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- Space saved
- Energy saved
- Material saved
- Productivity improvement
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- Quality improved
This will help the organisation in analysing the Quality and effectiveness of suggestions.
Through this, it is possible to check the benefits the organisation is getting from this activity and
helps in setting the targets.

25.2 Quality / Productivity / Cost / Customer Satisfaction Performance Measurement

and Improvement
25.2.1 Sincere efforts should be made to improve the Quality and productivity levels continually.
Performance indicators shall be identified to improve Quality & productivity and the progress in

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these areas shall be monitored by the management at regular interval (e.g. management
review). Following are some of the typical examples of the performance indicators.
25.2.2 Improving Productivity
Performance indicators
- Machine downtime
- Machine set-up, tool die change and machine change over time
- Cycle time for each product
Some of suggested techniques used for improving the productivity
- M/c breakdown analysis

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- Time & motion study of each process

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- MTTR (Mean Time to Repair)
- MTBF (Mean Time between Failures)
- Yield %age
- OEE (Overall Equipment Efficiency)
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25.2.3 Improving the Quality of the product
Performance Indicators
- Capability indices (Cp & Cpk) / % of processes having Cpk more than 1.33
- Measurement system accuracy (% R&R)
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- % of rework & rejection in-house
- SRV Rejection/line rejection at MSIL end
- % Warranty
Some of techniques used for Quality Improvements are
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- Statistical process control

- FMEA
- Cause & effect diagram
- Histogram
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- Measurement system analysis

- Pareto analysis
- Design of experiments
- Fault tree analysis
- PPM Levels
- Lean manufacturing
- 6 Sigma process

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25.2.4 Cost reduction

Some of the performance indicators are:
- Value added per employee.
- Cost of Quality
- Product produced per employee
- Reduction in material movement inside the company
- Man hour saved
- Indigenisation level (inner part)
- Saving of floor space

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- Cost of carrying inventory
Some of techniques used for cost reduction are:
- Benchmarking
- Standardisation

25.2.5
-
-
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Measure of cost of Quality-value analysis
Energy Consumption (Kwh / Ton)
Any changes done in the process, material, method, design, sub-vendor, location to improve the
Quality and Productivity shall be done in consultation with MSIL and with the prior approval of
MSIL (refer Chapter 26).
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25.2.6 Improvement in Customer Satisfaction
25.2.6.1 Vendor shall work to continually improve the customer satisfaction. Customers should include
all the different departments of MSIL, with whom dealings are done (Supply Chain
/QAPQ/OPC/ Engg. etc).
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25.2.6.2 Performance Indicators

The following can be considered and used as performance indicators to monitor customer
satisfaction:
- Quality system audit rating/process audit rating/vendor rating
- No. of complaints (QPCR, VPPCR cards, verbal complains, other feedback)
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- No. of warranty claims / %age of warranty claim / warranty cost

- Delivery Performance (% on time delivery, delivery, delivery frequency)
- Cost control
- Quick response to MSIL needs
- % of components supplied in reusable packing
- Rejection %, PPM level of MSIL
25.2.6.3 The performance of the company on the customer satisfaction shall be included as a part of the
management review (refer Chapter 2).

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25.3 5S
5S are five pillars supporting a system for improvement in the company. The five pillars are
defined as:
- Sort (Seiri)
- Set in order (Seiton)
- Shine (Seiso)
- Standardize (Seiketsu)
- Sustain (Shitsuke)
As these words begin with S, they are referred to as 5S. The intent of 5S activity is to improve the

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organization cleanliness and orderliness for achieving excellence in operations management.

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5S activity can be followed in production shop floor, stores, maintenance, utilities, laboratory,
standard room, offices and in facilities like reception, canteen etc.

25.4 Energy Management en

It is the practice of using energy more efficiently by eliminating energy wastage in an
organization’s operation.
The intent of energy management is to:
Save the organization’s energy
®
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Reduce environmental impact
®
Optimize usage of current energy resources
®
Energy management shall be done in all areas of plant and should apply to power consumption
by machines,
lighting,
HVAC, water,fuel consumption etc.
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25.5 Proactive capturing of customer voice

Customer’s voice shall be proactively captured and used for betterment of the system and
supplied product.
Further,the same would help in:
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Root cause analysis

®
Countermeasure review
®
Continual improvement
®
Risk mitigation
®
There may be two modes by which customer’s voice can be captured:
Improvement survey format
®
Monthly review meetings
®

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25.6 Error Proofing/ Poka- Yokes/ Mistake Proofing

25.6.1 Error proofing is a process improvement system that reduces the likelihood of any error to
happen at a manufacturing process station. There are many other terminologies which are used
having the same meaning, such as - 'Fool Proof', 'Mistake Proof', 'Fail Safe'.
25.6.2 Mistake Proofing –
- Make wrong actions more difficult to carry out.
- Makes it harder to reverse any action.
- Makes it easier to identify the errors that have been generated.
25.6.3 Vendor shall identify the areas for error proofing and maintain a schedule for implementation at

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the start of development of part.

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(It shall be discussed during the Specification Meeting with MSIL)
25.6.4 Poka-yoke details shall be entered in the Operation Standards / WIS wherever the Poka-yokes
are installed on the stations.
25.6.5 Vendor shall maintain a documented list of all the Poka-Yokes installed on manufacturing lines

25.6.6
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and all Poka-Yokes should have a unique identification number.
Vendor shall ensure a daily check of all the installed Poka-Yokes at the starting of each shift and
shall be recorded in the Poka-Yoke Control Register.
25.6.7 Vendor shall ensure that whenever there is a long lay-off of any manufacturing line(s), all the
poka-yokes installed on those lines should be thoroughly checked and recorded before start of
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the production.
25.6.8 Wherever possible, vendor shall try to explore the areas of installing error proofing mechanisms,
especially at the process stations of A / AR / A/AR / Functional Parts.
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25.7 Record Retention

All the records shall be retained for a period of 11 years.
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CHAPTER 26

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26. CHANGE APPROVAL

26.0 This chapter explains the manner of requesting to MSIL about changes proposed by the vendor
in the parts which have already been approved for mass production use.
Category of changes are:
a) Design change
b) New Regulation / Regulation Change
c) Inner Part Localisation
d) VAVE
e) New or Changing of Tier-2 or lower supplier

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i) When transferring a process from in-house to a tier 2 or lower supplier

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ii) When transferring a process from a tier 2 or lower supplier to in-house or other sub
vendors
iii) When introducing or changing a tier 2 or lower supplier's plant
iv) When introducing or changing a tier 2 or lower supplier
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f) Process Change
i) New Die / Die Change
ii) New Mould / Mould change
iii) New Equipment
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iv) Change in process sequence / method
v) Change in inspection equipment / Inspection method
vi) Change in raw material like steel, rubber, aluminuim, resin, paint etc.
vii) Change in heat treatment technique / heat treatment condition
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viii) Change in indirect material

ix) Change in jig / tools
g) Manufacturing location change / Production facility change
h) Material change
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i) Deviation/ Special Use

j) Line Restart after 6 month
k) Liquidation of Buffer Stock
l) Any standard like MIS-P, PCS etc. which have been submitted to MSIL or approved by MSIL.
m) others
For any change in Maru-A / Maru-AR / Maru-A/AR process at Tier-2, Tier-1 shall raise CARV
and obtain approval from MSIL. For process changes other then stated above, Tier-1 shall
approve CARV of Tier-2 and communication shall be shared with MSIL along with approved
document / data.

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MSIL's experience tells that many problems have occurred because of implementation of
changes without prior information to MSIL. Some of these changes may require regulatory
approvals / vehicle level testing, It is thus very important for the vendors to evaluate the
changes thoroughly and keep MSIL informed in timely manner about such changes done in
any part ( A / AR / A/AR Functional or General), prior to implementation
Note: Whenever a process is shifted from one location to another, comparison of process shall
be done with previous location to ensure the product Quality. Aspect of change of existing plant
layout should be recorded.

26.1 Vendor shall inform MSIL, without fail for A / AR / A/AR Parts, minimum one month prior to

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Implementation of any changes, e.g. -

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• Partial or whole of any process is outsourced to Tier-2 Vendor.
• Change of Tier-2 Vendor.
• Change of RAW material Vendor.
• Change of location of own plant or Tier-2 plant.
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For A AR A/AR Parts, such requests for changes from vendor shall be first concurred by the
department head of the concerned department in MSIL's supply chain and then forwarded to
MSIL's QAPQ/ Engg for evaluation.
Note: - If there is any change in Set Part (related to above change point) then it should be routed
through MSIL and Tier-1 will be the Part of Evaluation Process.
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26.2 Manner of informing changes
26.2.1 Vendor shall initiate the change approval request from extranet (online CARV system).
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26.2.2 Details of 4M (Man, Machine, Material & Method) validation appears automatically in the Online
system, which shall be filled by the vendor.
26.2.3 Each Change request will come to MSIL with unique control No.
26.2.4 The request shall be moved internally to concern SC, Engineering & QA-PQ department along
with the unique request number for internal tracking and approval.
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26.2.5 How to fill up “Change Approval Request from Vendors”.

(a) CARV needs to be initiated by vendor by filling all the details on screen.
(b) Fill name of the company and vendor code given by MSIL in the respective columns.
(c) Write the no. of samples in the Sample Quantity column, if samples have to be submitted
with the Change Approval Request. If samples are not being submitted, select “NA” in this
column.
(d) Write the name and number of the attached part.
(e) Tick the appropriate box in the nature of change column to indicate the reason for change.
(f) Give the details of change proposed explaining the reasons in details and also the tentative

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schedule. Also indicate the batch code or identification of change parts.

(g) Give details of inspection and testing done on change parts and attach the reports.
(h) Change Approval Request must be approved by the Principle or Deputy QA Incharge.
(i) In case of request for special use approval, indicate quantity/duration for which deviation is
being sought.
(j) In case CARV is raised based on ECR / ECN by MSIL then ECR / ECN no. to be filled in the
column provided.
(k) In case of inner part localization, mention details of buffer stock to be kept, if asked by MSIL.

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26.3 List Of Documents to be submitted

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26.3.1 All documents to be submitted as per the Nature of Change
• Material certificate test reports or Material Inspection Report.
• Dimensional inspection report
• Updated Process FMEA and Design FMEA Reports.
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• Appearance inspection reports.
• Modified Process capability report.
• Records of Raw Material and Test Results.
• Modified Process Flow Diagram/ Process control Standard (PCS).
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• Machine/Die/Tool/ Maintenance report.
• Modified Drawing SPC details.
• Updated MIS-P
• Updated TIS-P
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• Poka Yoke Details

• Changed inner parts and assemblies (as desired by QAPQ /Engg)
• Function / performance / Endurance test report
• Laboratory Test Reports/Metallurgy Report
• System generated 4M Report from Online System
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• Traceability requirements
26.3.2 For all the changes related to ELV (Cr6+, Cd, Pb, Hg) & Asbestos:
26.3.2.1 Vendor shall raise request & documents as per additional requirements given in Table.1 to
supply chain Dept.
26.3.2.2 For all the components where ELV requirements are to be complied, vendor shall submit the
material data sheet via online website (www.mdsystem.com) and enter the generated IMDS
node ID in the CARV format. Vendor shall ensure the IMDS Node ID in the CARV format for such
cases.
(For more details on Environment Regulation refer Annexure-VI)

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26.4 Evaluation of Parts & Judgement by MSIL

Evaluation means Dimensional inspection, Material testing, Homologation Testing,
Performance testing and Endurance testing on Engines / Vehicles / Test rigs.
Supply Chain will forward the Change Approval Request to MSIL's QAPQ or Engineering
department as per the approval route defined by MSIL.
MSIL's QAPQ / Engineering department will give their comments and make decision as
Approved or Not Approved on the request after considering the change and carrying out
evaluations as deemed necessary. They will also indicate if an FPP should be submitted or the
supply of the parts can be continued without any special evaluation by MSIL.
In case of design or material change, an Engineering Change Notice may be issued if the
change is accepted.

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The initial lot supplied by vendor shall be identified with the FPP tag and submitted to MSIL
along with the inspection data.
If there are more than one delivery locations, FPP tag shall be attached to each initial lot
released for each of the locations. In case where an FPP lot is divided and delivered in multiple
containers, attach a supplemental FPP tag to each container. Handling of supplemental FPP
tag should be consulted in advance with MSIL.
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26.4.1 For changes in A AR A/AR & Functional items of parts, evaluation of parts submitted through
“Change Approval Request” may be done in following two stages:
1. Initial Sample Evaluation
2. Peak Production verification Trial
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MSIL's QAPQ department shall indicate whether the change evaluation shall be done in MSIL in
one stage or both the stages by selecting option 1 or 2 in online Change Approval request.
26.4.2 The First stage or 'Initial Sample Evaluation' shall be normal evaluation of the parts as given in
Chapter 7 –“Submission of Samples & Evaluation by Maruti”.
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26.4.3 For the second stage, changed parts shall be produced through systems followed by the vendor
in similar manner as entered in the chapter 8- 'Peak Production Verification Trial'. Parts from the
second stage may also need to be submitted to MSIL by the vendor for evaluation at the
discretion of MSIL's QAPQ (If option 2 is ticked by MSIL's QAPQ).
26.4.4 MSIL Parts Quality department can choose to go for direct 2nd stage (PPVT) evaluation for
A AR A/AR & Functional Parts at MSIL. The same shall be indicated in the Change Approval
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Request.
26.4.5 Irrespective of whether option 2 is ticked or not by MSIL, Vendor shall, without fail, perform stage
2 (Peak Production Verification Trial Evaluation) at its own end & Keep all relevant records as
given in the chapter on PPVT.
26.4.6 Vendor may proceed to the next approval stage with prior approval from MSIL's QAPQ. But, for
A AR A/AR and Functional Parts,in all the cases, vendor has to keep all the evaluation records
with them and same shall be provided to MSIL on request.
26.4.7 After evaluation of proposed change, on the Change Approval Request, MSIL's QAPQ/
Engineering department will share the Change Approval Request in online system to Supply
Chain department. Then, if the request is accepted, action can be taken by the vendor as
advised by MSIL.

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NOTE 1: For CARV related to New Sub-vendor (Tier-2 or lower suppliers), following to be
considered:
a. Vendor shall ensure that New Sub-vendor is selected from the Approved List of MSIL.
b. After CARV approval, vendor shall give the controlled copy of Tier-2 Quality Manual to Tier-2
vendor and shall take a receiving for the same. Tier-2 Quality Manual copy can be obtained
from Extranet. For Sub-Assembly/process shifting to Tier-2 (Refer Annexure-V, Guidelines
for Sub-Assembly/process shifting).

26.5 Online Tracking of Change Approval Request

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Vendor may track the status of Change request submitted by him to MSIL with the help of
Unique CARV control No through Extranet.

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NOTE:- In Case of design change, material change or Critical processes like die duplication,
process change, design change Pre meeting or Spec meeting has to be done. However spec.
meeting can be done for other category as desired by MSIL.

26.6 Process Change Request:

(i) New process:
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MSIL's parts manufactured in a newly established process.
MSIL's parts manufactured in a process that has never manufactured MSIL's parts earlier.
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(ii) Process change:
A process manufacturing MSIL's parts is modified fully or partially
The following process changes require to submit “Change Approval Request From Vendors
(CARV)”. Changes include location changes of tier 2 suppliers.
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(1) New or Change in Tier 2 or lower supplier (Manufacturing Location Change)

- Transferring a process from in-house to a tier 2 or lower supplier
- Transferring a process from a tier 2 or lower supplier to in-house or other sub vendors
- Introducing or changing a tier 2 or lower supplier's plant
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- Introducing or changing a tier 2 or lower supplier

(2) Production facility
- Increasing or changing facilities
(3) Die
- Increasing, renewing, changing, modifying, or correcting dies
(4) Jig/tool
- Increasing, renewing, changing, modifying, or correcting a jig or tool
(5) Method or condition of processes
- Changing method or condition of casting

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 CHANGE APPROVAL

- Changing method or condition of forging

- Changing method or condition of cutting
- Changing method or condition of welding
- Changing method or condition of surface treatment like plating, painting etc.
- Changing manufacturing condition of resin, rubber or sintering
- Changing method or condition of assembling
- Changing method or condition of any other processes
(6) Equipment or method of inspection
- Increasing, renewing, changing, correcting, or scraping inspection equipment or jigs

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(7) Material
- Changing material suppliers
- Changing material procurement from purchasing from MSIL to purchasing from third-
party suppliers
- When changing composition or compounding ratios of a material
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(8) Method or condition of heat treatment
- Changing method or condition of heat treatment
(9) Indirect material
- Introducing or changing indirect materials
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26.7 Liquidation of Buffer Stock
For keeping and consumption of KD Buffer stock at vendor end, approval needs to be taken from
MSIL.
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NOTE: For liquidation, pre-meeting needs to be done with all concerned agencies (SC/Engg./
PQ)
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26.8 Special Use Request

26.8.1 Special use request can be made by the vendor when it is found out during inspection at any
stage at vendor's end that some Quality characteristic does not conform to the standards and it
cannot be rectified. Such request shall only be made when vendor feels that there would not be
any Quality, Functional, Service, Legal or Sales related problem due to this aspect during usage
of this part.
26.8.2 Special use request must be submitted to MSIL well before despatch of the parts for which
special use request is made to MSIL, so that judgement regarding special use could be made
and MSIL approval is given by the time parts reach MSIL (Production or spares).
26.8.3 For making request for special use following information should be filled clearly:

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(i) Description of Quality Problem: Write details regarding the characteristics which are
deviating from standards i.e. what is wrong with the parts. Give details of inspection & testing
done and indicate the reports enclosed.
(ii) Reason for Special Use: Explain in detail why the deviation has occurred and also the
circumstances due to which deviation parts need to be used. Tick the special use in the
column of “Nature of Change”.
(iii) Identification of special use parts: Describe the method of identifying special use parts e.g.
batch code, any other special indication like paint mark etc.
(iv) Time Period for Deviation: Mention the time period for which deviation is required.

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26.9 New Regulation / Regulation Change Request:

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Whenever there is a new regulation introduced by government or change in existing regulation
applicable for parts, vendor shall inform to MSIL at earliest.
Change approval request shall be raised for all such cases under “New Regulation / Regulation
Change” category.
NOTE: -
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1) MSIL SHALL RESERVE THE RIGHT TO REJECT OR APPROVE THE DEVIATION
REQUEST.
2) UNDER NO CIRCUMSTANCES DEVIATED PRODUCTS SHALL BE DELIVERED
WITHOUT PRIOR APPROVAL OF MSIL.
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3) DEVIATIONS SHALL BE GIVEN BY MSIL ONLY IN SPECIAL CIRCUMSTANCES AND IT
SHOULD NOT BE CONSTRUED AS A GENERAL PRACTICE / POLICY ADVOCATED BY
MSIL.
4) WHENEVER THERE IS A CHANGE RELATED TO CHILD PART (LEVEL-2 OR BELOW)
OF SET PART, CARV SHALL BE RAISED BY BOTH THE VENDORS I.E. CHILD PART
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SUPPLIER AND SET PART SUPPLIER.

26.10 Documents to be submitted:

When submitting “CARV” attach the following documents:
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1 Test reports ( SST & Pb/Cd/Hg/Cr6+/ Asbestos free report) from third party
2 Appearance & Plating thickness check report.
3 Modified MIS P with ELV / Asbestos check points
4 Modified PCS with ELV / Asbestos check points.
5 PCS of Plater
6 Modified Samples ( 3 Nos.)
7 Documents explaining details of the change
8 List of parts subjected to the new process or process change (when two or more parts are
subjected)

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 CHANGE APPROVAL

9 Process flowcharts of before and after the new process or process change
10 Characteristics to be affected by the new process or process change, how to check the
effect, and result of checking
11 Inspection result sheet showing the difference between before and after the new process or
process change (Quality evaluation result)
12 Production preparation schedule (for example, schedule of formal dies, formal processes,
process capability study, standards, and submission of Initial Production Part)
13 Initial Production Control Schedule, and so forth.
Note: The above mentioned list of document is a minimum basic list of documents and further
more documents may be required by MSIL for evaluating change type.

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26.11 Record Retention
All the records shall be retained till 11 years from date of model discontinuation.

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Reference for selecting 'Nature of Change' in CARV system

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Note: These change categories (as indicated in column: Change category to be selected in CARV
system) are applicable till modifications are done in online system. Once modification is done in
online system, CARV will be raised as per respective change type.

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A / AR / A/AR
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VENDOR QUALITY ASSURANCE MANUAL 209

210
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( B) All parts since last QA inspection
to be ckeck visualy and dim check as
per Sampling plan)

( B) All parts since last QA

inspection to be ckeck visualy and
dim check as per Sampling
plan)
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( B) All parts since last QA
inspection to be ckeck visualy and
dim check as per Sampling
plan)

( B) All parts since last QA

inspection to be ckeck visualy and
dim check as per Sampling
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plan)
3.Machine/die / Tool /Moulds
under breakdown

( B) All parts since last QA

inspection to be ckeck visualy and
dim check as per Sampling
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VENDOR QUALITY ASSURANCE MANUAL

CHANGE APPROVAL
 ( B) All parts since last QA
inspection to be ckeck visualy and
dim check as per Sampling
plan)

( B) All parts since last QA

inspection to be ckeck visualy and
dim check as per Sampling
plan)

( B) All parts since last QA

inspection to be ckeck visualy and
dim check as per Sampling
plan)

( B) All parts since last QA

inspection to be ckeck visualy and
dim check as per Sampling
plan)

( B) All parts to be check since

last
CHANGE APPROVAL

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( B) All parts since last QA
inspection to be ckeck visualy and

VENDOR QUALITY ASSURANCE MANUAL

dim check as per Sampling
plan)

( B) All parts since last QA

inspection to be ckeck visualy and
dim check as per Sampling
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plan)
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Note:- Important things to be considered while drafting 4M Change Matrix for shop floor:
- All applicable 4M conditions needs to be covered process wise
- Actions (to be taken for 4M conditions) should be defined clearly w.r.t. parts inspection
- Responsibilities of concerned persons should be defined clearly
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- Interlinking of the document with respective check sheets to be ensured

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 CHANGE APPROVAL

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APPROVAL OF FIRST
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PRODUCTION PART
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CHAPTER 27

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 APPROVAL OF FIRST PRODUCTION PART

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PCCS Tag : Part Change Control Sheet

is supplied with first mass production
lot after change implementation.

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27. APPROVAL OF FIRST PRODUCTION PART

27.0 Whenever a changed part is made for the first time using mass production process and
conditions e.g. production tooling, equipment, environment (operation, operating conditions
etc.), facilities, cycle time or when a new process is used for the first time to manufacture a part,
there could be many unexpected troubles, commonly called as teething troubles. During such
times, both the vendor and MSIL need to be very careful and should thoroughly evaluate such
first time manufactured changed parts in a methodical way, lest they become cause of customer
complaints. In the following sections, method of handling first time manufactured changed part
supplied to MSIL has been explained.
FPP approval shall be the Part of Change approval process (CARV) or Sample approval
process (SERV). Vendor shall prepare the FPP lot as per the MSIL requirement.

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27.1 Definition of First Production Parts (FPP) lot:
27.1.1 A lot of parts, which is produced for the first time just after the implementation of one or more
of the following changes-
(a) A Design or Engineering Change
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(b) Material change
(c) Process layout or process control parameters change
(d) Die, Jig and/or machinery change
(e) Sub-vendor change
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(f) Plant location Change
(g) Inner part localisation
(h) Second sourcing
(i) VAVE
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(j) Liquidation of Buffer Stock

(k) Or as asked by MSIL’s QAPQ or Engineering during CARV approval process.
(l) Newly recruited operator assigned to A / AR / A/AR Process for the first time.
(m) Equipment or method of inspection was changed
Such a first lot when produced is called a FPP lot.
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27.1.2 In principle, the vendor shall produce atleast 5 parts or number of parts as decided by QAPQ
department

27.2 Dealing with FPP at vendor’s end:

27.2.1 It is essential that operators & supervisors on the shop floor are able to differentiate such FPP
lot from normal production lots so as to be able to:-
a) Carry out Special checks/inspection different from general lots (should be defined in
process control standard/ control plan)
b) Prevent it from getting mixed with normal production parts.

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27.2.2 Thus it is important that some tagging or identification mechanism is adopted for the FPP lot
from the point of change in the process till dispatch stage. One such Format-27.2 of tag is given
for reference. The tag moves from the station where the change originates in the process along
with the product/batch/lot & moves till the dispatch stage. At dispatch point, this internal tag
should be removed before dispatching the lot to MSIL.
Please note that the internal tag used should be noticeable (preferably of a different colour from
the normal lot) so as to enable the operators & supervisors to identify the lot easily on the shop
floor. In the event when the change occurs from the sub vendor’s end, the internal tag should
start right from receipt of such changed material from the sub vendor.
27.2.3 Inspection Items
• For newly designed parts, inspect all the items specified in their Standard Drawing,

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including the items specified in the note and title column.

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• For parts subjected to engineering changes, inspect the items changed in their Standard
Drawing and the points whose quality is affected by the engineering change.
• For parts manufactured through new processes or changed processes, inspect the items
changed in their Standard Drawing and the points whose quality is affected by the process.
• For parts whose destination plant is to be changed, inspect the items specified in their
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"Inspection Standard".
• For parts subjected to countermeasures against quality problems, inspect the point whose
quality is affected by the countermeasure.
27.2.4 Number of pieces to be Inspected
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In principle, more than 5 pieces should be inspected in an FPP lot. However, for destructive test,
minimum one part should be checked. In case of multiple dies or multi cavity dies minimum one
part per die/cavity shall be considered for 100% dimensions check (inspection of 100%
parameters as per drawing).
27.2.5 Inspection Reports
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27.2.5.1 Vendor can decide about the format of the inspection report of FPP lot, however the following
information must be included in it:
Model
Ø
Supplier Name
Ø
Process Status (Temporary / Permanent)
Ø
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Part Name
Ø
Part Number
Ø
Reason for FPP Lot
Ø
(e.g. design change, process change, die change, sub vendor change, new part etc.).
Reference of change document
Ø
(e.g. Engineering Change, Notice Number, Date of Change, Approval Request etc.)
Date of inspection
Ø
Inspection Items
Ø
Die Status (Temporary / Permanent)
Ø

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SOS Regulation (For the parts subjected to SOC (substance of concern) regulation, attach
Ø
an ID number certified according to IMDS operation manual and the certificate of non-
containing of SOC).
Judgement Criteria
Ø
Observations
Ø
Judgement
Ø
Batch code of the lot
Ø

27.3 Submission of FPP lot to MSIL

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27.3.1 After producing FPP lot, QA Incharge of the vendor shall submit the FPP lot along with the

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following reports:
(a) One master sample (duly identified) on which measurements have been made and included
in FPP inspection report
(b) Dimensional inspection report
(c) Material inspection report
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(d) Checking aids (if requested by MSIL’s QAPQ or not submitted during sample submission)
(e) Performance test report
27.3.2 All boxes/bins/trolleys/documents/reports shall be marked with letter “FPP”. The batch code
shall also be marked on the boxes/bins/trolleys.
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27.3.3 All the inspection listed in 27.3.1 other than process capability study/ MSA study / FMEA shall
include the measurement of at least 5 parts. If any measurement is destructive in nature, then
minimum 1 part should be checked. In case of multiple dies or multiple cavity dies, minimum 1
part per die/cavity measurements shall be included.
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27.3.4 Important Points:

(1) If the final or revised Process Control Standard and Process Flow Chart have not yet been
submitted to MSIL’s QAPQ these shall be submitted before the despatch of FPP Lot.
(2) If the copy of (approved/revised) MIS-P has not yet been received, MSIL’s QAPQ should be
contacted.
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(3) Over and above these points, whether the approval of any other control document that
needs modification/approval has been received or not should be confirmed.

27.4 Evaluation of FPP Lot by MSIL

27.4.1 FPP lot will be inspected by MSIL’s QAPQ for relevant Quality characteristics given in drawing
and MIS-P.
27.4.2 MSIL’s QAPQ will scrutinise all the reports submitted by the vendor to ensure that they are
meeting the requirements.
27.4.3 If the lot along with reports and plan are found satisfactory, then lot will be fed to production shop

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 APPROVAL OF FIRST PRODUCTION PART

in MSIL along with the FPP Tag. (refer Format-27.1) The chassis numbers/engine numbers to
which the FPPs are assembled, will be recorded for maintaining traceability. At every stage in
MSIL, up to the final vehicle inspection stage, performance of the parts will be carefully checked
and results shall be recorded on the tag. Finally the FPP tag gets returned to MSIL’s QAPQ
which shall make the final judgement. After that MSIL’s QAPQ will make the “Parts Inspection
Report”. A copy of this report will be given to the vendor.
27.4.4 In case FPP lot or reports are not satisfactory, FPP lot is rejected by MSIL’s QAPQ Fresh lot with
improvements/ corrections suggested shall be submitted to MSIL at the earliest keeping in view
the Change implementation Plan. As MSIL considers subsequently supplied parts as First
Production Parts until they are cleared by MSIL’s QAPQ the vendor shall supply subsequent lots
as FPP lot.

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27.4.5 Separate FPP Sample for each Die/Cavity/Mould shall be submitted by vendor as per the
discussion done with MSIL’s QAPQ.

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27.5 Implementation of PCCS System
With the implementation of this system, whenever first mass production lot of changed parts is
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supplied, an alert shall be generated in online system and a tag shall have to come with such
initial Lot.
This will help in linking the ECN implementation and VIN cut off and will also help in avoiding
implementation of unapproved changes.
Vendor shall ensure that PCCS tag is generated, attached and sent with every first mass
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production lot, after implementation of change.
Access of online system for generation of PCCS tag has been provided to most of the vendors,
however, if access is not available with any vendor or login has expired, vendor shall contact
concerned supply chain department.
If login activity is not done for 3 months in PCCS system then access is automatically closed by
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system.

27.6 Online FPP system

With the upcoming dynamic and demanding market it is very important that we keep on
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upgrading ourselves at regular intervals and be upto the mark.

It is very important, from Quality point of view, that whenever a change is taking place in
established process (mass production), it is properly addressed & recorded and is traceable.
To address the above mentioned requirement, MSIL has already released complete online
CARV system, however FPP activity performed during CARV approval is still a manual activity.
MSIL is working on making FPP also online.

27.7 Record Retention

All the records shall be retained for a period of 11 years.

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CHAPTER 28

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28. VENDOR RATING

28.0 This chapter briefly explains the method / criteria of evaluation for calculating vendor rating by
MSIL.
Vendor rating shall be calculated once in a year by MSIL for all the Indian vendor, who are
supplying parts, semi-finished parts and/or direct consumables to MSIL. The purpose of this is
to make the overall comparison of the Vendors.
Vendor Rating may be used for -
a) Vendor Awards
b) Defining Future Business Dealing

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c) Deciding Vendors for Improvements

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28.1 Evaluation Parameters
Evaluation parameters are as follows:-
• Quality en
• Cost Reduction
• Delivery
• Response & Service
• Design & Development
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• Sustainability
• MSIL focused initiative
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28.2 Each parameter is further divided in to several Sub-parameters. Brief details of these
parameters is as follows -
28.2.1 Quality Rating
Quality rating shall have the following sub-categories
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a) Warranty Rating
b) Incoming Quality rating
c) Vendor Audit Rating
28.2.2 Cost Reduction Rating
Cost reduction rating shall be calculated based on following factors
a) Periodic Cost Reduction
b) Cost Saving Through VA-VE
c) Price reduction in Focus Models
d) Inner Part Localization

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 VENDOR RATING

e) Overall Achievement of cost Reduction Target

f) Financial Performance
28.2.3 Delivery Rating
Delivery rating shall be calculated on the basis Delivery Performance, which includes -
o E-nagare Quantity default
o Spare Defaults
o E-nagare Time defaults
o Condition of Bins / Trolleys which are being used to deliver Parts to MSIL.

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28.2.4 Response & Service Rating

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The response rating shall consider, typically
o Vendor’s support in case of other Vendor’s failure
o Investment in capacity expansion
o Service Provided

28.2.5
o Tier 2 vendor development
Development Rating
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Development rating shall be calculated on the basis of parameters like design capability, testing
/ evaluation capability and tooling development capability etc.
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28.3 Quality Negative Marking
Penalty /deduction of marks shall be done on Quality rating for
1. Recall / Service Campaigns
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2. Dispatch Suspension
3. Unapproved Changes
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28.4 Vendor Penalty

28.4.1 Continual problems flowing from vendors to MSIL cause a major & unrecoverable monetary &
non-monetary loss to MSIL along with disruption in the supply chain.
This clause details with the method of penalizing vendors due to whom considerable loss
occurred to MSIL (Financial, Man-hour wastage and repair/rework cost and brand image).
28.4.2 Reasons for Loss
Loss may occur due to the following few reasons:
o Loss due to Un-informed/Un-approved changes.
o Serious Quality Problems leading to vehicle dispatch stop, hold up and repair.

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VENDOR RATING

o Serious Quality problems due to which a market action has to be taken.

o Line stopped/ Line Run Without parts (LRWC) due to non-supply of parts.
o Line stopped/ Line Run Without parts (LRWC) due to non-supply of OK parts.
o Loss causing ‘Air-freight’ of components.
28.4.3 Vendor Penalty / Recovery of Losses from Vendor
MSIL shall extend all possible help & support to the vendors to meet MSIL quality requirements.
However in the event of serious Quality problems, repeated defects, or continuous
nonperformance reported from the vendor. MSIL shall impose the penalty on vendor.
Penalty will be imposed in the form affecting vendors ratings, commitment letters from vendors

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top management, financial recovery (as per internal policy), impacting the share of business,

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skipping RFQ’s for new models and foremost in case of no improvement, MSIL shall think about
dropping of vendor.

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SUB VENDOR
(TIER-2 OR LOWER
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SUPPLIERS) CONTROL
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CHAPTER 29

229
 SUB VENDOR (TIER-2 OR LOWER
SUPPLIERS) CONTROL

Ensure that systems in Tier-2 or lower

suppliers are as per Tier-1's and MSIL's Quality
requirements, as entailed in this manual

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A / AR / A/AR
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Make annual plan for audit of
Tier-2 or lower suppliers
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Conduct audit on Tier-2 or lower suppliers

as per plan and maintain proper records
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Ensure implementation of countermeasure and

its effectiveness at Tier-2 or lower supplier end

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SUB VENDOR (TIER-2 OR LOWER SUPPLIERS) CONTROL

29. SUB VENDOR (TIER-2 OR LOWER SUPPLIERS) CONTROL

29.0 This chapter details with the guidelines for Tier-1 vendors, in controlling the Quality of MSIL's
sub vendor (Tier-2 or lower suppliers).
The Tier-1 vendor has to guide & coordinate with Tier-2 or lower suppliers in all Quality related
activities. Tier-1 has to ensure that the systems at Tier-2 or lower suppliers are as per his Quality
requirements and also all the requirements of MSIL as laid down in this manual are being met.
Note : Child part source (for all parts) shall be informed to MSIL by Tier-1 vendors.

29.1 Responsibilities of Tier-1 Vendors for Tier-2 or lower suppliers vendors

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Tier-1 Vendor

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1. Shall have a documented system in place for selection and evaluation of Tier-2 or lower
suppliers vendors.
2. Shall have a documented system in place to ensure the identification & traceability of parts
supplied by Tier-2 or lower suppliers vendors.
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3. Shall ensure that all MSIL's requirements, as per this Vendor Quality Assurance Manual, &
other product & process related requirements of MSIL as detailed in various drawings &
standards have been communicated correctly to Tier-2 or lower suppliers vendors. Tier-1
vendor should have a system in place to conduct communication meetings with Tier-2 or
lower suppliers vendors.
4. Shall ensure that, any design or process changes (or 4M Change), are not implemented at
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Tier-2 or lower suppliers vendors without the prior knowledge & appropriate approval of
Tier-1 vendor and same shall be communicated to MSIL.
5. Shall have a system to assess the Quality Systems/ Production / Process controls and
Capability of Tier-2 or lower suppliers vendors.
6. Shall ensure that process validation is performed at regular intervals.
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7. Shall review and evaluate rework control established at Tier-2 or lower suppliers.
8. Shall have defined checksheet for selecting a Tier-2 or lower suppliers vendor.
9. Shall ensure that for all the items given in MIS-P, required facilities are available with Tier-2
or lower suppliers to inspect / check those items.
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10. Shall involve their Tier-2 or lower suppliers vendors in planning / problem solving activities
etc. and to make sure that Quality levels of Tier-2 or lower suppliers vendors are of
acceptable level.
11. Shall ensure that countermeasures for Quality problems encountered at Tier-2 or lower
suppliers vendors during development & Post SOP are effective, sustainable & such
problems are non recurring.
12. Tier-1 vendor shall keep track of the following-
o Rejection & defect levels of all Tier-2 or lower suppliers vendors
o Delivery Performance of all Tier-2 or lower suppliers vendors
o Process Capability of all Tier-2 or lower suppliers vendors

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 SUB VENDOR (TIER-2 OR LOWER SUPPLIERS) CONTROL

13. Tier-1 shall ensure that initial flow control & parts sendai activities are conducted at sub-
vendors.
14. Shall be responsible for training & development of Tier-2 or lower suppliers vendors.
15. Shall have a system in place to rank the Tier-2 or lower suppliers vendors based on
parameters like Quality, Delivery, cost , 4M change control etc.
16. Shall have a documented system of taking suitable action against Tier-2 or lower suppliers
vendors in the event of repeated Quality problems being received from Tier-2 or lower
suppliers vendors or Tier-2 or lower suppliers vendors consistently not showing any
improvement.
17. Shall ensure that a system is in place to record the above mentioned information. These
records should be produced whenever asked by MSIL.

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18. Shall be completely responsible for Tier-2's sub vendors (e.g Tier-3, Tier-4 etc).
19. Shall ensure that all operators performing A / AR / A/AR operations have received special
training for performing the operations.
20. Shall ensure that a documented system is in place at Tier-2 or lower suppliers for proper
control and Maintenance of inspection equipment and production equipment. System shall
include the following: en
a) Periodical Accuracy Inspection and Calibration
b) Display of Validity Period
c) Annual Plan of Calibration
d) Periodic Check Plan
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e) Part produced Post repair must be treated as a newly developed part and its 100%
inspection (inspection of 100% parameters as per drawing) should be carried out as per
the approved drawing.
21. Tier -1 vendors shall monitor the development plan of child parts as per time plan submitted
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by sub supplier and periodically check for any delays.

22. Shall ensure that operation standards for performing different operations are formulated
and implemented at place of use at Tier-2 or lower suppliers.
23. Shall ensure that a controlled copy of Tier-2 or lower suppliers Quality Manual is provided to
newly selected Tier-2 or lower suppliers vendor and receiving has been taken for the same.
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24. Shall ensure that a proper system is implemented to stop dispatch of part incase any
serious Quality Problem is observed during inspection / Production, so that necessary
repairs can be done in the Part.
25. To ensure traceability, the Tier-1 vendor shall assure that sub vendors shall employ the
same degree of control for manufacturing history.
26. Approval system shall be established for cases of duplication of tool / die.
27. Tier 1 shall ensure basic/ mini DOJO setup at their Tier-2 or lower suppliers vendor end.
28. Tier-1 shall ensure implementation of Revalidation system at Tier-2 or lower suppliers
vendor

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SUB VENDOR (TIER-2 OR LOWER SUPPLIERS) CONTROL

29. Tier-1 shall develop a mechanism and track any unauthorized re-work at sub-vendor by
periodic audits.
30. Tier-1 shall ensure that proper facilities for maintenance, repair of tools & their storage are
available at their sub vendors. A system shall be implemented:
- To record the details of tool, change of tool, repair of tools and tool life.
- To change the tools as per the specified frequency.

29.2 If any A / AR / A/AR or functional part / item is outsourced to Tier-2 or lower suppliers vendors
then Tier-1 shall ensure the following-

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1. Tier-1 vendor has the necessary concurrence / approval of MSIL.

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2. Tier-2 or lower suppliers shall be explained about A AR A/AR and Functional part / item &
their impact in case of failures.
3. Tier-1 shall communicate all the A AR A/AR and Functional part / item to Tier-2 or lower
suppliers by marking the same in drawing & inspection standards and these should also be
reflected in Tier-2 or lower suppliers drawing.
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4. In case of location change of Tier-2 or lower suppliers, Tier-1 shall inform MSIL minimum
one month in advance. (refer Chapter 26)
5. Ensure the prior concurrence / approval of MSIL is there for any design / process / 4M
changes at Tier-2 or lower suppliers.
6. Tier-1 shall specify all the controls/inspections to be exercised on such Maru-A / Maru- AR /
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F parts/items as per the guidelines provided by MSIL in it drawings/ specification meeting's
etc.
7. All parts / child parts outsourced shall also be clearly marked by Tier-1 in MIS-P.
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29.3 Audit Conducted by Tier-1 suppliers on Tier-2 Suppliers

Tier-1 vendors shall make annual plans to conduct audits of their Tier-2 or lower suppliers
Ø
vendors.
Tier-1 vendors have to keep the records of these audits and Root cause analysis with
Ø
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countermeasures has to be taken from Tier-2 or lower suppliers vendors for non
conformities observed.
Tier-1 vendors have to ensure that the required countermeasures have been implemented
Ø
by Tier-2 or lower suppliers vendors.
Tier-1 vendor shall have to ensure the effectiveness of countermeasures taken by Tier-2 or
Ø
lower suppliers vendors.
For 'Contents of Audit' and 'Preparation of Audit' refer 18.2.3 and 18.2.4 respectively.
Ø
In addition to other audits, Tier-1 vendors shall perform special process audits on Tier-2 or
Ø
lower suppliers vendors who are performing the processes like plating, heat treatment etc.
The Audit findings shall be communicated to MSIL, if asked but if any abnormality is suspected
in product then immediate communication shall be provided to MSIL's QAPQ.

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 SUB VENDOR (TIER-2 OR LOWER SUPPLIERS) CONTROL

Also, if necessary, MSIL's QA department, SC and Engg, can conduct Process Audit of Tier-2 or
lower suppliers vendors.

29.4 Record Retention

All the records shall be retained for a period of 11 years.

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For additional inputs or further information on Tier-2 Quality System

refer MSIL “Tier-2 Quality Manual”

234 VENDOR QUALITY ASSURANCE MANUAL

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RISK ASSESSMENT
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CHAPTER 30

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RISK ASSESSMENT

30. RISK ASSESSMENT

30.0 The vendor must have a process for the identification and management of potential risks to
ensure proper supply of parts and materials to MSIL. The intent of this process is to proactively
address risk.

30.1 Steps for Risk Management

1. Identify possible risks: recognize what can go wrong.
2. Analyse each risk to estimate the probability that it will occur and the impact (i.e. damage)
that it will do if it does occur.

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3. Rank the risks by probability and impact (maintain a control register) – Impact may be

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negligible, marginal, critical and catastrophic.
4. Develop a contingency plan to manage those risks having high probability and high impact.

30.2
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The assessment process at vendors end shall include (but not be limited to) a periodic
assessment and review of all possible risks. The process shall analyse risks associated with
both facilities and personnel, considering issues such as:
o Product, facility or individual skill uniqueness.
o Labour unrest and resulting in production disruptions.
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o Critical process element susceptibility to disruptive damage / breakdown.
o Susceptibility to natural phenomena (i.e. flood and earthquake).
o Sub vendor related issues.
o Hazardous Material Reporting (i.e. End of Vehicle Life requirements, Cadmium, Mercury,
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Hexavalent Chromium etc.)

o Cyber attack, hacking, critical to Quality data loss
The output of this assessment shall be used to identify where action is required, if economically
feasible, to remove or reduce the likelihood of these problems occurring. The assessment shall
also include an estimation of potential occurrence of down time in the event of a major
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catastrophe.

30.3 Risk assessment technique can be referred as defined in ISO 9001 / IATF / ISO 31010 etc.

30.4 Record Retention

All the records shall be retained for a period of 11 years.

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238 VENDOR QUALITY ASSURANCE MANUAL

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CYBER SECURITY
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CHAPTER 31

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CYBER SECURITY

31. CYBER SECURITY

31.1 Purpose and targets (response to cyber security in the post-manufacturing
phase)
1) Purpose
The purpose is to appropriately promote cybersecurity activities in the post- manufacturing
phase based on UN-R155 7.2.2.5 section and ISO/SAE 21434:2021.
2) Target
Among the parts ordered from MSIL and their component part, parts that implement cyber
security response specified in RFQ etc. by the MSIL.

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3) Implementation period

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In principle, it will be implemented as per implementation period described in each activity of
(31-2. Vulnerability response request). Regarding the activities that do not specify the
implementation period, the implementation period will be determined after consultation with
MSIL.

Terminology Definition
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Suppliers and MSIL should agree on the timing
Final specification
(Month and date) of the end point of the responsibility period
agreement
for fixing vulnerabilities and its final specifications.

4) Term definition
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Kindly refer to UN-R155 definitions or ISO/SAE 21434:2021 definitions for definitions of
other terms,
5) Creation of CS information Monitoring Activity Report
Cyber Security (CS) Information Monitoring Activity Report reference format provided
under clause 31.6, shall be used.
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31.2 Vulnerability response request

1) Monitoring of cybersecurity information and recording of monitoring activities
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Suppliers are requested to conduct cyber security information monitoring activities for the
target parts. Suppliers are also requested to record the results of monitoring activities.
(Related standards :ISO/SAE 21434:2021 [RQ-08-01][RQ-08-02)
2) Cyber security information monitoring activity report
Suppliers are required to report a (CS Information Monitoring Activity Report), which is a
record of weekly cyber security information monitoring activities, to MSIL (once a year) on
the day agreed in advance with MSIL. In addition, please make one report for the company
as much as possible for this monitoring activity report.
(Related standards:UN-R155 7.4.1)

VENDOR QUALITY ASSURANCE MANUAL 241

 CYBER SECURITY

3) Reporting weakness
Suppliers are requested to submit Triage Result Report to MSIL without delay if weaknesses
that could be vulnerabilities are discovered through cyber security information monitoring
activities.
(Related standards: ISO/SAE 21434:2021 [RQ-08-03] [RQ-08-04])
4) Respond Period
Suppliers will submit (cyber security information monitoring and monitoring activity records)
(cyber security information monitoring activity reports) and weakness reports) during the
mass production of vehicles equipped with the target parts after the final specification
agreement, and MSIL will continue for a period of 5 years 9 months, starting from the end of
mass production (EOP) date of the vehicle equipped with the target parts.

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31.3 Vulnerability analysis and control
If requested by the MSIL, the supplier should conduct a vulnerability analysis for the
corresponding weakness, identify the vulnerability, and submit a vulnerability analysis result
report to MSIL. en
If the supplier determines that the weakness does not affect the vulnerability, please show the
evidence to MSIL the basis for the determination that it does not affect the vulnerability. In
addition, suppliers should continue to control identified weaknesses by taking measures to
prevent unreasonable risks to remains.
(Related Standards: ISO/SAE 21434:2021 [RQ-08-05] [RQ-08-06][RQ-08-07])
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31.4 Cyber Security Incident Response

If requested by the MSIL, create an incident/vulnerability countermeasure plan/specification
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manual) for the corresponding vulnerability after consulting with the MSIL.
In addition, please keep (storage) the Incident/Vulnerability Countermeasure Plan/ Specifi-
cations for 11 years after the countermeasures are completed and submit it immediately if
requested by MSIL. (Related Standard : ISO/SAE 21434:2021) [RQ-08-08][RQ-13-01][RQ-13-
02]
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31.5 Record Retention

All the records shall be retained for a period of 11 years.

242 VENDOR QUALITY ASSURANCE MANUAL

CYBER SECURITY

31.6 (Reference form example) Cyber Security (CS) information monitoring activity
report
Work product CS information monitoring activity report
Version of this form Ver.
ID/Document ID
Title
Security classification CONFIDENTIAL
Date
Organizations (Company) / (Division) / Department
Applicable product

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Variation of the product

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1. If there is new CS information in public vulnerability databases
and web articles such as news articles and conferences by
searching the Internet, enter it in (1) and if you find related
Monitoring work information, please include a link.
that records activity 2. Conduct preliminary assessment for new information. If there

Week Month Name

enis information applicable to your company's products, enter
"yes" in (2) and provide detailed information.

(1) If you find interesting (2) Detailed information if "yes"

New information, please CS events YES • NO (Even if it is "No", describe it if it is interesting)
information include a link, etc. (Applicability of
Yes/No in-house products)
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1 1
2 1
3 1
4 1
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5 1
6 2
7 2
8 2
9 2
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VENDOR QUALITY ASSURANCE MANUAL 243

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244 VENDOR QUALITY ASSURANCE MANUAL

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ANNEXURES
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245
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ANNEXURE-I

POLICY GUIDELINES FOR VENDORS

(Supplying A / AR / A/AR Parts to MSIL)
1. OBJECTIVE
1.1 The Objective of this Policy is to lay down Guidelines for Vendors who are supplying
A / AR / A/AR Parts to MSIL so that no A / AR / A/AR defect is reported at MSIL or in market.

2. SCOPE OF APPLICATION

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2.1 This Policy shall be applicable to all Indian Vendors who are supplying A / AR / A/AR parts to

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MSIL directly.

3. CONTROLLING DIVISION AT MSIL

3.1 MSIL’s QAPQ shall be controlling agency for document approvals.
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4. DEFINITIONS
4.1 A parts are those parts and components which are essential for the safe operation of vehicles
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under normal use, and if defective, could result in incidents of injury or fatality by causing loss of
vehicle control or fire.
4.2 A Parameter or A items are those Quality characteristic of A part, which if defective, could
result in incidents of personal injury or fatality by causing loss of vehicles control or fire.
4.3 A process is such, which controls the A parameters of A part.
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4.4 Definition of A Part, A Parameter & A Process shall be agreed to the Vendor during the Speci-
fication meeting / Technical review meeting.
Maru-AR parts
Parts that need to comply with domestic and overseas laws and regulations.
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Maru-AR item/Process and Control points

Laws/Regulations & Standards which must comply by Maru-AR parts are called Maru-AR items
and the quality characteristics that shall be controlled to ensure Laws/Regulations & Standards
compliance are called Maru-AR control points.

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 ANNEXURE-I

5. GUIDELINES
5.1 PROCESS CONTROLS
5.1.1 All A / AR / A/AR Processes / Operations shall be performed In-house by Vendor. Specific con-
currence shall be obtained from MSIL’s QAPQ in advance if any A / AR / A/AR Processes are to
be outsourced or as agreed during specification meeting / Technical review meeting.
5.1.2 All A / AR / A/AR Processes / Operations shall be performed by trained / permanent technicians
only (As per the details given in Chapter 10).
5.1.3 For A / AR / A/AR Processes / Operations such as Welding, Heat Treatment, Forging etc, special
controls to be exercised for ensuring that Process parameters are adhered to & not changed
without adequate approval.

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5.1.4

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Poka Yoke shall be implemented for A / AR / A/AR Processes / Operations to eliminate human
error as far as possible.
5.1.5 Incase of Weld Nuts used in A / AR / A/AR applications, re-tapping shall not be permitted.

5.2
5.2.1
INSPECTION
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Vendors shall have the facilities for checking all A / AR / A/AR parameters Inhouse or through a
NABL accredited lab, and shall check the same at agreed frequency (As discussed with MSIL’s
QAPQ & approved in MIS-P).
5.2.2 Fail-Proof detection mechanisms shall be employed for checking A / AR / A/AR Parameters at
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In-coming, Inprocess & Final Inspection Stage. Auto detection mechanisms shall be used
wherever practical.
5.2.3 On Components to avoid mix-up, there shall be Auto marking after checking (wherever
applicable).
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5.3 RAW MATERIAL, CHILD PARTS , SUB VENDOR CONTROL

5.3.1 Raw Material & Child parts for all A / AR / A/AR Parts shall be procured from the sources as
agreed with MSIL. Details of the same shall be provided in MIS-P and PCS by respective
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Vendors.
5.3.2 High Tensile strength fasteners (>7T) and spring steel clips, clamps, washers which have an
effect on A / AR / A/AR parts must be procured as per the joint agreement with MSIL.
5.3.3 Vendors shall have a proper system for Process Audits for exercising Quality controls at Tier-2
or lower suppliers Vendors including raw material suppliers (As per details given in Chapter 19
and 29).

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ANNEXURE-I

5.4 CHANGE CONTROL

All changes with regards to Process, Location, Design, Sub Vendor etc in relation to
A / AR / A/AR parameters shall be approved by MSIL’s QAPQ before implementation. (As per
details given in Chapter 26).

5.5 TRACEABILITY
5.5.1 TIS-P shall be prepared for part by vendor (refer Chapter 16).
5.5.2 Batch Code shall be provided on all A / AR / A/AR parts to establish traceability for all
A / AR / A/AR Processes / Operations. The Batch Codes shall be provided in such a way that

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these are easily visible after fitment of part in the vehicle. The same should be discussed and

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agreed with MSIL’s QAPQ.
5.5.3 Incase of Sub Assemblies, A / AR / A/AR Child parts & raw material used and their linkage with
Sub Assembly & Assembly Batch Code shall be maintained at Vendor end.

5.6
5.6.1
OTHERS
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MIS-P & PCS shall be approved by MSIL’s QAPQ. Vendor shall preserve these documents
(Approved originals) & follow them in right earnest (As per details given in Chapters 6 & 9).
Vendors shall implement proper system to record, analyse & take countermeasures for all in-
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house rejections related to A / AR / A/AR parts. In-house A / AR / A/AR problems should be giv-
en special focus at all levels in the Vendor Organisation.

5.7 RECORD RETENTION

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All the records shall be retained for a period of 11 years.

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VENDOR QUALITY ASSURANCE MANUAL 249

 ANNEXURE-II

WORKING PROCEDURE FOR INSPECTION OF PARTS

(After Machine / Die / Mould maintenance or Die Duplication)
A) PURPOSE:
The purpose of this procedure is to indicate the methodology for cutting and evaluation of
samples / parts by the vendors before start of regular production to detect abnormal cross-
section.
This procedure is made based on failures happened / experienced by MSIL, when proper
sections were not cut after change in core / insert of already running part.
Normally the work flow is as follows-

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PLAN Production - Identifies certain Repair areas based on process rejection.

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PLAN + DO Tool Maintenance - Areas identified by Production + Additional areas & do
the die / insert maintenance / replacement - Keep maintenance record.
CHECK Production + Inspection - Takes trial run and to confirm change in the area
repaired / replaced - Keep inspection record.
ACT Tool Maintenance + Production + Inspection - Check the repair and
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reconfirm till OK - Inspections records are kept.
SOP Production + Inspection - Give go ahead for production - Keep record.
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B) APPLICABLE CONDITIONS: (Die casting, core sand moulds etc)
This procedure is applicable to samples produced by the vendors for :
a) New part development with new tooling/ or die duplication after completion of useful die life.
b) Samples produced with full / partially new tooling such as change in core / mould / insert / die
/ cavity , etc for already approved production parts.
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c) Samples made due to die repair and maintenance (periodical / breakdown)

d) In case of routine production parts, periodically (say once in a quarter) carry out the cutting
of each part to seek out any abnormality in the parts even when no changes have been
carried out.
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For the first part produced in all the above conditions (a,b,c) 100% inspection (inspection of
100% parameters as per drawing) should be carried out as per the approved drawing.

C) RESPONSIBLE PERSONS:
The responsible persons for checking and confirming the new samples shall be Vendor’s
Production, Tool Maintenance , Inspection & QA dept.

D) METHOD OF CHECKING THE SAMPLES AND ITS APPROVAL

1) Whenever the applicable condition occurs, parts should be cut without fail.

250 VENDOR QUALITY ASSURANCE MANUAL

ANNEXURE-II

2) Cut-sectioning shall be carried out as per the sections given in MSIL approved drawing and
each of 3-Dimensional plane.
3) In addition, Cut-sectioning and checking of the parts to be carried out at places where wall
thickness is critical for performance, leakage of fluid or gas. Reference values from CAD can
be used for evaluation.
4) The inspection records should be prepared clearly mentioning the purpose of inspection
and information about core / mould / cavity / die number, batch code and other details
pertaining to traceability of part.

E) GUIDELINES/JUDGEMENT AFTER INSPECTION

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1. The checking of cut-sections is to be carried out to detect / search out for any abnormal

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condition. For reference, the OK cut-sections must be available first and displayed at the
production / inspection area.
2. A blue print / photo of cut-section must be taken for records
3. In case sample is not ok, corrective actions should be carried out on the spot & confirm that
the part is OK. en
4. In case of die duplication after completion of tool life, samples/ inspection results must be
submitted to MSIL when new die/ tool is made before mass production, along with “Change
Approval Request (CARV)”.
5. In case of routine / breakdown maintenance, detail inspection report/ CARV need not be
sent to MSIL. However, summary of such repairs and inspection as per mutually decided die
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revalidation frequency must be given.

F) RECORDS
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The cut-sectioned sample and its inspection record should be preserved at vendor end. Actual
section blue prints / photographs of cut sections with dimensions to be preserved for 11 years.

G) TRAINING
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The necessity of making this Procedure & Procedure itself, should be part of the awareness and
education to the concerned persons on the shopfloor . It is expected that the Incharges of
Production, Maintenance, Inspection and QA will provide this training to their subordinates, to
avoid production of defective parts.
NOTE:
1. While cutting such sections, be careful to judge profiles/bosses/cavities. Change cutting
angle to 45º, 60º etc. based on the part contours.
2. The cut section analysis & its judgement can be a part of control plan / process control
standard for each part. This can then be incorporated as an additional sheet to MIS-P.

VENDOR QUALITY ASSURANCE MANUAL 251

 ANNEXURE-III

DISPATCH SUSPENSION SYSTEM

1. OBJECTIVE:
The objective of this Annexure is to indicate the methodology of introducing the dispatch
suspension system at vendor’s end.
This system is to be introduced at vendor end to stop dispatch of part in case of any Quality
Problem observed at vendor’s end by the vendor during inspection/ Production, so that
necessary action can be taken in the Part before dispatching it to MSIL.

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2. DISPATCH SUSPENSION

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i. The suspension of dispatch means to stop dispatch of parts in the event of any Quality
abnormality/ doubt observed in the Part during inspection/production, in order to take some
remedial steps e.g. repairing, reworking, replacement of child components etc.
ii. Vendor shall define proper dispatch suspension system / Q-Hold system (Quality –Hold) at
his end.
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iii. When any defect is observed, vendor shall hold such parts and check if parts with same
defect has passed to next station or to MSIL.
iv. In case of any doubt of outflow of defected parts, vendor shall inform MSIL about the range
of components which may have probability of defect.
v. Vendor shall take corrective action / carry out repair of such part as per the requirement laid
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down in Rework chapter.
Vendor shall properly identify the reworked Part while supplying to MSIL.
Note: Concept of Dispatch Suspension / Q-Hold System is given below
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ANNEXURE-IV

GUIDELINES FOR DOCUMENTATION REQUIREMENTS AND ITS CONTROL

1. IMPLEMENTATION OF QUALIT Y SYSTEMS

Senior Management of vendor i.e. QA Head, Production Head, Quality In charge and other
department heads should read and understand this Quality Manual and make own internal
Rules / Procedures and follow them.

2. CONTROL OF DOCUMENTS
The Quality Management System documentation of vendor shall include-

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- Documented statement of Quality Policy and objectives.

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- Documents needed by the vendor for effective planning, operation and control of its
processes.
- Records as laid down in this Manual.
- Documented procedures as required by vendors’ customers or as per the requirements laid
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down in this Quality Manual.

3. DOCUMENTATION REQUIREMENTS
It is management’s responsibility to ensure that documentation requirements are fulfilled in all
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stages, while performing the daily activities.
Documentation requirements cover following activities:-
i) Preparing records for all activities.
ii) Storing the records in a safe place.
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iii) Maintaining the traceability of documents.

iv) Adhering the retention system of records as per the defined timeline.
v) Ensuring the safe keeping of stored records.
vi) Ensuring the disposition of obsolete records in such a manner that no one can use them. etc.
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4. CONFIDENTIALITY
All the vendor partners shall adhere to the confidentiality obligations applicable to them at all
times.
Requirements:
Notwithstanding anything contained in any other document or agreement executed between
MSIL and Vendor, Vendor shall ensure:
i. confidentiality of all information received in any form whatsoever while performing any
activity with MSIL.

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 ANNEXURE-IV

ii. that the information shall be securely controlled and disposed of, with prior written consent
of MSIL, in a proper manner when it becomes obsolete.
iii. to develop a system to maintain confidentiality that starts at sourcing decision and continue
till the life of part.
iv. to immediately report to MSIL any breach of confidentiality or unauthorized disclosure or
access of information.

5. RECORD RETENTION
All the records shall be retained for a period of 11 years.

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ANNEXURE-V

GUIDELINES FOR SUB-ASSEMBLY/PROCESS SHIFTING

1. SUB-ASSEMBLY/PROCESS SHIFTING
There have been many cases where the process was originally started with Tier-1 vendor
during mass production, however on later stages due to production ramp up or other factors, it is
decided by vendor to shift some operation / sub-assembly to Tier-2 or lower suppliers.
Many a times after shifting sub-assemblies at Tier-2 or lower suppliers, it has been observed
that MSIL has faced some Quality issues. So, it is recommended that proper care shall be taken
while shifting any operation / sub-assembly to Tier-2 or lower suppliers. A shifting may be done
in following two ways:
i) Any operation / sub-assembly is shifted from Tier-1 vendor to Tier-2 or lower suppliers.

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ii) Tier-2 or lower suppliers has been changed i.e. shifting of operation / sub-assembly process
from one Tier-2 or lower suppliers to another.

2. METHOD OF SHIFTING AND SETTING UP OF LINE AT TIER-2 OR LOWER

SUPPLIERS en
The following process shall be followed for shifting and setting up of line at Tier-2 or lower
suppliers:
i) Handing over process sequence approved by MSIL.
ii) Sharing of MSIL approved BOM.
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iii) Training Tier-2 for operation / sub-assembly process.
iv) Shifting of measuring and production equipment like jigs, machines etc(as applicable).
v) Tier-2 submits samples of sub-assembly and packing to Tier-1 for inspection.
vi) Tier-2 gets the go ahead for sub-assembly if the sample passes the inspection by Tier-1 &
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MSIL.

3. SPECIFICATION MEETING
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3.1 Tier-1 shall have a meeting with Tier-2 or lower suppliers, in which Tier-1 shall explain it’s
requirements to Tier-2 or lower suppliers.
3.2 There shall be a clear understanding between Tier-1 and Tier-2 or lower suppliers for require-
ments regarding Quality, Production Quantity etc.
3.3 In this meeting Tier-1 shall handover the documents required for performing operation /
subassembly process to be shifted like drawing, operation standards, work instruction sheet
(WIS), past Quality feedback and countermeasure for problem reported by MSIL or Quality
issue observed in this plant etc.
3.4 Proper system should be established for submission and approval of Tier-2 or lower suppliers
drawings / specifications (as applicable).

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 ANNEXURE-V

4. EDUCATION & TRAINING

4.1 Tier-2 or lower suppliers shall study the documents given by tier-1 for operation / sub-assembly
processing and shall clear all the queries (if any) before moving ahead.
4.2 Tier-1 shall give hands-on training at his end to Tier-2 or lower suppliers persons before shifting
the process at their end.
4.3 In case operation / sub-assembly is shifted from one Tier-2 or lower suppliers to another, then
Tier-1 shall provide the training and other documents to new Tier-2 or lower suppliers selected
for the process.
4.4 Tier-1 shall ensure that the Tier-2 or lower suppliers is capable enough to perform the shifted
operation / sub-assembly task as per requirements, after the training is complete.

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5. SAMPLE EVALUATION
5.1 While the samples are prepared at Tier-2 or lower suppliers, concerned person from Tier-1 shall
be available at the place and check the process being followed, standards being used etc.
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The sample shall be submitted to MSIL for necessary evaluation and approval through online
CARV system (refer chapter 26).

6. CHANGE POINT COMMUNICATION

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Tier-1 shall develop a system for proper communication in case of any change point (part no.
change, spec. change, part addition / deletion etc.) with respect to the operation / Sub-
assembly.
6.1 Tier-1 shall take approval of New Sub-Vendor from MSIL through CARV system (refer Chapter
26).
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Note: All the requirements mention in Chapter 29 (Sub Vendor Control) shall be followed by
Tier-1 Vendor for Sub-Vendor Control.

7. RECORD RETENTION
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All the records shall be retained for a period of 11 years.

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ANNEXURE-VI

GUIDELINES FOR ENVIRONMENT REGULATIONS

1. INTRODUCTION
An ideological model shift to protect the environment at large has sprung up very stringent
Global Environment Regulatory norms specific to the Automotive Industry. MSIL is working on
proactively implementing norms by formulating Eco-friendly policies, audits, monitoring usage
of hazardous substances etc.

2. SCOPE OF WORK

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The responsibility lies to explain the importance of the activities being done at MSIL and their

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contextual applicability for everyone at Maruti Suzuki and its Vendor partners. Through Green
Procurement Guidelines MSIL mandates its suppliers to follow SOC (Substance of Concern)
compliance and develop SOC management system.

3. ENVIRONMENT REGULATION CONTROL AT MSIL

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As per the request of MSIL Material Analysis department, vendor is advised to submit SOC
related reports & declarations for validation/approval in order to comply with global regulations.
The following regulation data must be submitted to MSIL’s Material Analysis department
through the Supply Chain department:
a. SOC (Substances of concern) Control rule
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b. ELV: End of Life Vehicles regulation through IMDS tool
c. GHS : Globally Harmonised System regulation
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3.1 SOC (SUBSTANCES OF CONCERN) CONTROL RULE

3.1.1 OBJECTIVE
Substances of concern (SOCs) are substances which have an inherent capacity to cause an
adverse effect, immediately or in the more distant future on humans or the environment. At
MSIL, there are certain special categories of substances for which documents are collected
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from MSIL vendor partners apart from IMDS data collection. Such categories are Asbestos,
POPs & Phthalates and other hazardous substances.
3.1.2 SOC CONTROL PROCESS :
i) By Japanese Industrial Safety & Health Law, 0.1% is the max threshold limit for Asbestos. It
is banned by MSIL in all our products and raw materials
ii) MSIL mandates collection of Asbestos Free Declaration Letters and Test Reports from
concerned suppliers during all Stages of Model Development
iii) POPs (Persistent Organic Pollutants) are a global concern due to their perseverance in the
environment, ability to bio-magnify and bio-accumulate in ecosystems. Vendors are
requested to declare non usage of 11 categories of POPs.

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 ANNEXURE-VI

iv) Phthalates (DEHP, DBP, BBP, DIBP) are used as plasticizers, i.e., substances added to
Plastics to increase their flexibility & transparency. Their exposure can cause reproductive
toxicity. REACH & RoHS Regulation restricts usage to 0.1% by wt.
v) All applicable regulations shall be systematically tracked by supplier and implemented
accordingly
3.1.3 SOC CONTROL SUPPLIER AUDIT:
i) Suppliers will undergo SOC audit conducted by respective Supply Chain (SOC self-check
sheet) and QA (vendor system audit) teams of MSIL.
ii) Suppliers must establish SOC management system and satisfy all the SOC audit
requirements as listed below;

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iii) Ranking of vendor shall be done based upon fulfilment of above SOC audit requirements.

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Rank A: Meeting all the Check Points.

Developing companywide SOC Awareness

Strict adherence to Green Procurement Agreement
Asbestos Control at parts and raw material
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IMDS Data submission
Establishing SOC Management Rules
Mix Up Prevention
Abnormality Handling
Keeping a complete Tier -2 or lower suppliers List
Collection of SOC declaration reports from Tier-2 or lower suppliers
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Green Procurement Agreement / PO / Order Sheet with Tier-2 or lower suppliers
Conduct periodic SOC test of Tier 2 or lower suppliers and investigate for any
discrepancy with the previous reports.

Rank B: Partially meeting with future action plan.

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Rank C: Not meeting and no future plan

3.2 ELV: END OF LIFE VEHICLES REGULATION THROUG H IMDS TOOL

3.2.1 OBJECTIVE
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EU ELV Directive 2000/53/EC & 2005/64/EC specify heavy metal restriction and control of
SOCs in automotive parts. It also states calculation of RRR (Recyclability & Recoverability) of a
model. The above mentioned objectives are compliant through the IMDS tool.
3.2.2 IMDS
IMDS (International Material Data System) is a public website created by DXC in collaboration
with major OEMs globally. It is used to fulfill the need of various environmental compliances,
enforced by national and international regulatory bodies on the OEMs. Compliance is achieved
by analysing substance level data as shown below

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ANNEXURE-VI

3.2.3 Process Flow for Suppliers

a) MSIL will request the supplier to upload IMDS data of their corresponding part into MSIL
IMDS portal.
b) Supplier must check the drawing during the creation of IMDS data for knowing the correct
structure and weight of the part.

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c) The composition mentioned in the IMDS data of the part must be as per the MTC (Material
Test Certificate).
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d) Supplier must have a validation checklist before sending the data to MSIL IMDS portal in
order to avoid rejections.
e) An active IMDS window must be established at every supplier end to address queries or
share updates on IMDS data submission.
f) MSIL mandates collection of IMDS data from its suppliers within the stipulated deadline.
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g) Suppliers must be aware of periodic changes in IMDS tool and study Suzuki IMDS
operational manual(refer 3.2.4) after every new revision.
3.2.4 Supplier IMDS Validation Checklist
Please follow the Suzuki IMDS operational manual for IMDS common errors prior to sending
any part IMDS to MSIL Company ID 63415.
https://public.mdsystem.com/documents/10906/16811/suzuki_imds_operation_manual_4.1_
en.pdf/ce5e0b20-5141-4d27-b4e7-1a4c331a7fe6

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 ANNEXURE-VI

3.3 GHS: GLOBALL Y HARMONISED SYSTEM REGULATION

3.3.1 OBJECTIVE
Globally Harmonized System of Classification and Labelling of Chemicals (GHS), addresses
classification of chemicals by types of hazard and proposes harmonized hazard communication
elements through labels and Safety Data Sheets (SDS).
3.3.2 PARTS UNDER THE CATEGOR Y OF GHS
The following products, when supplied in separate sachets/ pouches/ bottles along with export
spare parts to EU, Japan and Australia are covered under GHS by MSIL.
i) Functional: Products that are mixtures (e.g. Oil, Paint, grease, adhesive, wind-washer fluid,
etc.) or products that contain substances intended for release from an article (e.g. Airbag

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Inflator, pretensioners, etc.).

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ii) Non-Functional: Packaging material (e.g. VCI Paper, VCI Bag, Desiccant, etc.)

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3.3.3 PROCESS FLOW FOR SUPPLIERS
i) Identify & confirm usage of the GHS chemicals in export spare parts.
ii) Submit SDS of the applicable chemicals to identify hazardous property.
iii) Ensure GHS Labels (if GHS product is Hazardous).
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iv) Stamp the supply carton as “GHS” Parts (if GHS product is Hazardous)
v) Incorporate GHS in PDI (if GHS product is Hazardous)
vi) Submit Report for Notification.
3.3.4 IMPORTANT CHARACTERISTICS OF SAFETY DATA SHEET (SDS) & GHS LABEL
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Suppliers should ensure following things before submitting SDS to MSIL:

i) All SDS should be compliant to GHS or should be as per EU CLP Regulation 1272/2008;
and/or Japan ISHL; and/or Australia WHS Act as requested by MSIL.
ii) All GHS Compliant SDS should have 16 Sections.
iii) All SDS should be resubmitted after 5 years from their date of issue.
iv) Section 2 of the SDS should provide information about the hazards.
v) Label must be provided as per MSIL specified format in the following languages English,
Japanese & 22 Other European Languages.

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ANNEXURE-VI

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4. CONCLUSION
Till now Quality is an obligatory requirement in vehicle, parts and raw materials. However with
stringent government regulations, it is our responsibility to adhere to these rules and standards
thereby ensuring a new category of Quality which is 'Environment Quality'. For SOC Declaration
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letter & Test Report refer Formats : VI.1, VI.2 and VI.3.

5. RECORD RETENTION
All the records shall be retained for a period of 11 years.
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264 VENDOR QUALITY ASSURANCE MANUAL

ANNEXURE-VII

MANDATORY RECALL POLICY

The recent amendment in the MVA empower the authority to direct a manufacturer or supplier or retrofitter
to mandatorily recall motor vehicles, in case of any defect observed causing harm to passengers,
pedestrians and environment.
For the purpose of implementing the said rule, definition of Defect, Recall and Parts shall be referred as
mentioned below:-
Defect
For the purpose of this rule, defects means fault in any vehicle or component (including software) that poses
or is likely to pose undue risk to road safety (passenger and pedestrians) or environment.
Recall Process

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Recall activity in relation to a recall means, the inspection of potentially affected product and the rectification

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or, where necessary, replacement of a defective constituent, part or software if the recall product is found to
have a defect in respect of which the recall is being conducted.
Parts
Parts referred above included bought-out parts, accessories, spares parts and direct consumables in line
with definition of defect mentioned above. en
MSIL follows a robust and standardized Quality Management System to address the process of market
action and the same has been communicated to you via Vendor Quality Manual and its requirements.
However, in context with recently amended regulatory framework, we request you to review your existing
practices based on following listed points.
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Areas Contents
• As per notification, recall shall be limited to vehicles/parts
manufactured or imported or retrofitted which are less than seven years
Life of Recall old from the date of manufacturing.
• The requirement translate into a direct liability of 7 years for our
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products and parts (including software).

• MVA has the provision of imposing financial penalty up to 100 lakh.

• Exemption of Financial Penalty: Exemption will be given in-case of
Financial Penalty proactively the authorities. In view of same, we request you to notify
MSIL immediately in-case of any defect found to be flown out of your
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premises.

• As per notification, Government Designated Officer (DO) may enter the

premise of a component manufacturer and inspect any record or
procedure connected with production of component including software
or any arrangement to carry out test. He may review or obtain any
Preservation of records related to manufacturing, testing and inspection of parts stored
Procedures, Records either in electronic or hard copy form.
& Test Data
• In view of same, you are requested to review your record retention time
period to cater any need of preserving evidence for stipulated period of
time. For all parts supplied record retention time shall be defined as per
retention time period defined in this VQM after each chapter.

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 ANNEXURE-VII

Areas Contents
• As per notification, manufacturer/supplier/importer of parts, shall
ensure that all parts having a defect and which are in, or come into, their
possession or control, are destroyed or rendered incapable of use or
reuse unless they are reworked and made safe
• Suppliers must insure effective internal mechanism to repair the
Destruction of defective products and re-inspection of reworked products by qualified
Defective Parts inspectors before introducing the same into value chain. Under no
circumstances the Ng parts shall be re-introduced back into the value
chain without repair and re-inspection.
• Integral and robust system to be ensured for keeping the evidence of

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parts destruction or repair activity for future references

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• DO may conduct audits and visit the premises of component
Government manufacture without prior notice to OE.
Audits • The designated officer may hold, cancel or suspend the conformance
of production certificate to manufacturers.

Sub-suppliers
Control and
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Suppliers producing safety and environment critical components
needs to review and audit their sub-suppliers for accessing the controls
and risk exists in the value chain.

Communication • We request you to conduct communication cum awareness session to

your sub-suppliers and jointly work to improve their Quality
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Management Systems in accordance with Recall Code Provisions.

• Ensure fast and accurate root cause analysis for defect resolution
process.
Quick Response • In the event of recall, we expect your quick response for sharing of
proprietary data, test results and design data for the purpose of sharing
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with authorities and identification of root cause analysis.

Please refer G.S.R. 173 (E) released by Ministry of Road Transport & Highways dated 11th March 2021 for details

MSIL continuously working with all stakeholders including Suppliers & Sub-Suppliers to upgrade their
quality systems and processes.
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In preview of MVA - Recall Code, we request you to review and audit your internal processes and systems
and ensure they are effective in dealing with accurate root cause analysis, validation/rectification of defects,
establishing strong communication with all stakeholders (including MSIL & Government) and conformed to
all regulatory and statutory requirements.

266 VENDOR QUALITY ASSURANCE MANUAL

 QA Manuals Released for Vendors

• Vendor Quality Assurance Manual

• Mold Maintenance Guidance Manual

• Sheet Metal Die Maintenance Manual

• Tier 2 Vendor Quality Assurance Manual

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• Education & Training Guidance Manual

• Weld Jig & Equipment Guidelines

• Mini Dojo Guidance Handbook

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Guidelines for operator observance for 10 Cycles

Plant Maintenance Guidance Manual

• Aluminium Die Casting Die Maintenance Guidance Manual

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268 VENDOR QUALITY ASSURANCE MANUAL

 ADR Australian Design Rules MTTR Mean Time To Repair
AIAG Automotive Industry Action Group NDCR Nagare Default Countermeasure Report
BOM Bill of Material NG Not Good
CA Corrective Action OE Original Equipment
CAD Computer Aided Design OEE Overall Equipment Effectiveness
CAE Computer Aided Engineering OJT On Job Training
CAR Change Approval Request OPC Operation Process Control
CEO Chief Executive Officer OS Operation Standard
CFT Cross Functional Team PCCS Part Change Control Sheet
CMVR Central Motor Vehicles Rules PCS Process Control Standards

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Cp & Cpk Process Capability Indices PDCA Plan Do Check Act

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DFMEA Design FMEA PFD Process Flow Diagram
DP Design Proto PFMEA Process FMEA
DPCR Delivery Problem Countermeasure Report PO Purchase Order
DPM Departmental Manager PP Production Part
DVM Divisional Manager Pp/Ppk Process Performance Indices
ECE Economic Commission of Europe en PPE Personal Protective Equipment
ECN Engineering Change Notice PPM Parts Per Million
ECR Engineering Change Request PPVT Peak Production Verification Trial
ELV End of Life of Vehicle QA Quality Assurance
EN Engineering QAPQ Part Quality Department MSIL
ENGG Engineering QC Quality Control
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FIFO First In First Out Q-Hold Quality Hold
FM EA Failure Mode & Effects Analysis QPCR Quality Problem Countermeasure Report
FPCR Field Problem Countermeasure Report R&R Repeatability & Reproducibility
FPP First Production Parts RFQ Request for Quotation
GHS Globally Harmonised System SAE Society of Automotive Engineers
HVAC Heating, Ventilation & Air Conditioning SC Supply Chain
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IATF International Automotive Task Force SES Suzuki Engineering Standards

IFC Initial Flow Control SMC Suzuki Motor Corporation
IMDS International Material Data System SMIR Summarized Monthly Inspection Report
ISO International Organization for Standardization SOC Substances of Concern
JASO Japanese Automotive Standard Organization SOP Start Of Production
JIS Japanese Industry Standard SOR Statement of Requirement
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KD Knocked Down SPC Statistical Process Control

LOC Letter of Comfort SPEC Specification
LOI Letter of Intent SRV Stores Receipt Voucher
MD Managing Director SST Salt Spray Test
MES Maruti Engineering Standards TIS-P Traceability Information sheet- Parts
MIS P Maruti Inspection Standard for Parts UTM Universal Testing Machine
MOS Maruti Operation Standards VA-VE Value Analysis-Value Engineering
MPP Mass Production Part VIN Vehicle Identification number
MSA Measurement System Analysis VPPCR Vendor Packaging Problem Countermeasure Report
MSIL Maruti Suzuki India Limited WIS Work Instruction Sheet
MTBF Mean Time Between Failures

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270 VENDOR QUALITY ASSURANCE MANUAL

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en Prepared by
MARUTI SUZUKI INDIA LIMITED

Quality Assurance Business Vertical

4th Edition - May, 2023
3rd Edition - January, 2020
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2nd Edition - May, 2008
1st Edition - January, 1999

Printed in India
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