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Supply Chain PPAP

IPI’s Visual Supply Chain PPAP (Production Part Approval Process) Solution – Visual SCP

Recognise any of these supply chain problems? Our knowledge is that they often suffer from some or all of the following problems:-

  • Contact information difficult to acquire and keep up-to-date
  • Information in emails being lost
  • PPAP’s become stalled because a staff member is away or has left
  • Out-of-date documentation being used
  • No visibility of PPAP status across the supply chain
  • No workflow to drive the process
  • Trouble finding historic PPAP records

Our Software solution Visual SCP, has been designed with these problems in mind, and helps solve them. Here’s how:

“Contact information difficult to acquire and keep up-to-date”

The OEM only needs a single contact on the system for the supplier. Visual SCP allows a single supplier notification invite to be sent. From this one invite, the supplier can register & manage its own users. This simple function alone reduces the administrative burden on the OEM of maintaining an up-to-date contact list for the entire supply chain.

“Information in emails being lost”

Visual SCP offers the message / conversation thread to be kept in one system linked to the relevant PPAP.

The emails exchanged during the progress of a PPAP often contain important information, which can become inaccessible and lost in people’s Inbox and Deleted folders.Visual SCP has an easy-to-use and flexible messaging system, and all messages are sent via Visual SCP.This enables a complete message history to be permanently kept within each PPAP record – ‘no information can be lost’.

Whenever a message is sent through Visual SCP, a notification email is sent to the relevant user advising that a message has been sent to them.The email contains a link – when the user clicks on the link they are taken directly to the message in the browser (via a password page) so it is very easy to keep all messaging within Visual SCP.

“PPAP’s become stalled because a staff member is away or has left”

Although messages are sent to specific users, messages are displayed on a ‘departmental message board’ in the portal.This means that all users within the same department can see and access all messages sent to any user in that department thus allowing other members of staff to handle messages for absent colleagues.The site administrator(s) will maintain the users list for the site (including removing users who have left), which will also help to eliminate this problem.

“Out-of-date documentation being used”

SCP gives all users (at the OEM, plants and supplier sites) online access to the same shared documentation.There is no need for documents to be sent via email, they are simply uploaded to the portal, which means that everyone has access to the most up-to-date version of every document.

“No visibility of PPAP status across the supply chain”

Visual SCP is a web site, therefore all information is real-time.

If a user at a supplier changes the status of an element:

  • The new status is immediately visible to all users who have access to that PPAP.

If a supplier submits a PPAP:

  • This is immediately visible to the OEM.

Because all messaging is done through Visual SCP it is easy for users to review the discussions that are on-going regarding each PPAP.

The OEM’s PPAP Browser allows instant drill-down into any PPAP across the supply chain to see the individual element statuses and documentation, and to review the messages.The system even shows how many days each message has been waiting for a reply so nothing gets overlooked.

“No workflow to drive the process”

Visual SCP gives a real-time view of each PPAP from the Top Level, down to each individual element level, and also features a simple but highly effective task assignment system.Individual elements can be assigned to specific users and reminder and escalation dates set (which trigger reminder emails to be sent).The message system also helps to drive the process, as the message waiting time is clearly displayed, allowing ‘stalled’ activities to be easily identified and remedied.

“Trouble finding historic PPAP records”

Visual SCP is both an online web site and an offline data repository.PPAPs that are in-progress are held on the SCP’s web server but as soon as the PPAP is completed the PPAP’s attached documents are downloaded into the offline data repository and removed from the web server.This keeps the amount of “data-at-rest” on the web server to a minimum, which is good for data security.

Users can still browse completed PPAPs via the portal, but if they want to access an attached document they must press a ‘Request Document’ button.The request will appear on a dashboard at the OEM – the manager at the OEM can either grant or deny the request.If the request is granted then SCP will automatically upload the requested document to the portal where it will remain until either it has been downloaded or until the expiry date is reached, when it will be automatically removed from the web server.

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