PPAP, or Production Part Approval Process, is a critical step in the automotive supply chain that is meant to ensure the quality of parts being produced by suppliers. The PPAP process is used by automotive Original Equipment Manufacturers (OEMs) to verify that the parts produced by suppliers meet their specifications, quality standards, and other requirements. However, submitting PPAP can be a challenging process, and there are many reasons why OEM customers reject initial PPAP submissions. In this article, we will discuss the top challenges faced when submitting PPAP to automotive OEM customers and the top reasons why OEM customers reject initial PPAP submissions.

What are the primary challenges that Tier-1 and Tier-2 automotive suppliers face when submitting PPAP?

Tier-1 and Tier-2 automotive suppliers face similar challenges when submitting PPAP to their customers, but there are some differences in the specific challenges they face. Here are the primary challenges that Tier-1 and Tier-2 automotive suppliers face when submitting PPAP:

Challenges faced by Tier-1 Automotive Suppliers Submitting PPAP to OEMs:

Complexity of Parts: Tier-1 suppliers often produce complex parts and assemblies that require a high degree of engineering expertise, testing, and validation. This complexity can make it challenging to ensure that all customer requirements, such as process capability or validation requirements, are met during the PPAP process.
Global Operations: Tier-1 suppliers often have global operations and must ensure that they can meet PPAP requirements across different regions and countries. This can be challenging, especially if there are differences in language, culture, and regulations.
Supplier Management: Tier-1 suppliers often work with multiple Tier-2 and Tier-3 suppliers, and managing these suppliers can be challenging. Suppliers must ensure that all suppliers in the supply chain meet PPAP requirements, including testing and validation.
Cost Management: The PPAP process can be costly, especially for Tier-1 suppliers that produce complex parts. Suppliers must ensure that they can manage costs effectively while still meeting customer requirements.

Challenges faced by Tier-2 Automotive Suppliers:

Limited Resources: Tier-2 suppliers often have limited resources compared to Tier-1 suppliers, which can make it challenging to meet all customer requirements during the PPAP process. This can be especially challenging for smaller suppliers.
Meeting Customer Requirements: Tier-2 suppliers must ensure that they can meet all customer requirements, including dimensional, material, and performance requirements. This can be challenging, especially if the supplier is new to the PPAP process or working with a new customer.
Challenges with IMDS (International Material Data System): IMDS is a web-based system used to manage material data for automotive parts and can be challenging for suppliers to navigate. While this can be a challenge for Tier-1 suppliers too, Tier-2 suppliers often struggle more to understand the system and properly generate IMDS materials and components.
Timing: PPAP submission timelines can be tight, and Tier-2 suppliers must ensure that they can meet these timelines. This can be challenging, especially if the supplier is dealing with unexpected delays or changes in customer requirements.
Communication: Communication between the supplier and customer is critical during the PPAP process. Tier-2 suppliers must communicate effectively with the customer to ensure that they understand the requirements and expectations. This can be challenging, especially if there are language or cultural barriers.

Regardless of whether a supplier is a Tier-1 or Tier-2 supplier, effective communication with the customer, ensuring that all requirements are met, providing all required documentation, and conducting all necessary tests and validations are critical to a successful PPAP submission.

Top reasons for OEM PPAP rejections:

PPAP submissions that do not meet the requirements set by the Original Equipment Manufacturer (OEM) can be rejected. Here are the top reasons why OEMs reject PPAP submissions:

Nonconformance with Customer Requirements: The most common reason for PPAP rejection is nonconformance with customer requirements. Suppliers must ensure that the parts being produced meet all customer requirements, including dimensional, material, performance, and customer specific requirements (CSRs). If any requirement is not met, the PPAP submission can be rejected.
Incomplete PPAP Submission: Suppliers must provide all required documentation as part of the PPAP submission. If any required documents are missing or incomplete, the PPAP submission can be rejected. What is required for submission or to be retained by the supplier will be defined with the PPAP level by the customer.
Test and Validation Failures: Suppliers must conduct various tests and validations as part of the PPAP process. If any of these tests fail or do not meet the customer’s requirements, the PPAP submission can be rejected.
Noncompliance with PPAP Standards: PPAP submissions must meet specific standards and guidelines set by the automotive industry (i.e. AIAG 4^th edition or Ford’s Phased PPAP approach). If the PPAP submission does not comply with these standards, the PPAP submission can be rejected.
Quality Issues: The PPAP process is designed to ensure that the parts produced by suppliers meet the customer’s quality standards. If there are any quality issues with the parts produced, as determined by dimensional layouts, process capability studies, validation testing, or identified during PTR trials at the customer’s site, the PPAP submission can be rejected.
Regulatory Compliance: Automotive parts must comply with various regulations, including environmental regulations and safety standards. The reporting of materials in IMDS is also required by industry regulations. If the PPAP submission does not comply with these regulations, the PPAP submission can be rejected.

To ensure a successful PPAP submission, suppliers must communicate effectively with the customer, ensure that all requirements are met, provide all required documentation, and conduct all necessary tests and validations.

What can be done to improve the PPAP process to reduce the risk of rejection by OEM customers?

As discussed above, PPAP submissions that do not meet the requirements set by the Original Equipment Manufacturer (OEM) can be rejected, resulting in delays and increased costs. Here are some ways to improve the PPAP process and reduce the risk of rejection by OEM customers:

Clear Communication: Clear communication between the supplier and customer is critical during the PPAP process. The supplier should seek to establish an open dialogue with the customer to ensure that all requirements and expectations are clear. The supplier should also keep the customer informed of any issues or delays that arise during the PPAP process.
Early Engagement: Engage with the customer as early as possible in the design process. This will help the supplier to ensure that the parts being produced meet all customer requirements and reduce the risk of rejection during the PPAP process.
Robust Quality Management System: A robust quality management system that meets all of the requirements of IATF 16949 and any relevant customer specific requirements (CSRs) can help suppliers to meet customer requirements consistently. The supplier should establish a quality management system that includes process control, testing and validation, and documentation management.
Effective Documentation: Effective documentation is critical during the PPAP process. The supplier should ensure that all required documents are complete, accurate, and easily accessible. The supplier should also develop a document control system that ensures that all documentation is up-to-date.
Use of Technology: The use of technology can help suppliers to improve the PPAP process. For example, the supplier can use software to manage documentation, track testing and validation results, and manage timelines.
Continuous Improvement: The PPAP process should be subject to continuous improvement. The supplier should regularly review the process and identify areas for improvement. The supplier should also seek feedback from the customer to identify areas where improvements can be made.

Improving the PPAP process can help suppliers to reduce the risk of rejection by OEM customers. Clear communication, early engagement, a robust quality management system, effective documentation, the use of technology, and continuous improvement are some ways to improve the PPAP process. By implementing these improvements, suppliers can increase their chances of a successful PPAP submission and reduce delays and costs associated with rejected submissions.

Conclusion:

In summary, automotive manufacturers throughout the supply chain must be aware of the key challenges and reasons for PPAP rejection, such as nonconformance with customer requirements, incomplete PPAP submission, test and validation failures, and inadequate communication. To improve the PPAP process and reduce the risk of rejection, suggested actions include clear communication, early engagement, a robust quality management system, effective documentation, the use of technology, and continuous improvement. Specifically, the use of software can streamline the PPAP process by managing documentation, tracking testing and validation results, and managing timelines. By implementing these improvements, automotive manufacturers can increase their chances of a successful PPAP submission and reduce delays and costs associated with rejected submissions.

IntellaQuest offers a suite of SaaS applications specifically tailored to improve the APQP/PPAP process throughout the supply chain, with our solutions being deployed in OEM and sub-tier plants alike. ProjectQuest, FMEAQuest, InspectionQuest, and PPAPQuest were all designed to work together to streamline the APQP and PPAP process for automotive firms of any size, making it simple to plan APQP projects and generate, control, submit, and review all of the necessary data and documentation. If you’re looking to improve your PPAP process to increase the quality of your submissions and reduce risk of quality issues and PPAP submission rejections, reach out to request a demo or take advantage of our 60-day proof of concept (POC) at no cost.