The 18 PPAP elements explained: What you need to know

The Production Part Approval Process (PPAP) is a standardized framework used to validate that a supplier’s manufacturing process can consistently produce parts that meet customer specifications. It ensures product quality, traceability, and compliance, which are critical elements for minimizing risk and maintaining operational excellence.

To perform PPAP, suppliers must compile and submit evidence across 18 PPAP elements, each addressing a specific aspect of product and process validation. These elements are grouped into five PPAP levels that range from minimal documentation to full submission with customer approval, with level 3 being the most commonly requested level. 

In this article, we deep dive into the PPAP elements, meaning, and its execution. Read on to learn more about PPAP requirements and its impact on long-term quality assurance. 

PPAP requirements and submission levels

PPAP submission requirements are typically organized into five distinct classifications, known as levels, which define the scope and depth of documentation a supplier must provide. These levels help manufacturers and SQEs tailor the approval process based on the complexity of the part, customer expectations, and risk level.

• Level 1: Only the Part Submission Warrant (PSW) is submitted to the customer. No additional documentation is required, though this level may include an Appearance Approval Report (AAR) if requested.
• Level 2: This level requires the PSW and product samples, along with a limited subset of the supporting data. This typically includes material and performance test results, and the Appearance Approval Report (AAR).
• Level 3: This level requires the PSW and product samples, along with complete supporting data. Level 3 generally requires the submission of all supporting documentation, such as the Design FMEA, Process Flow Diagrams, Control Plans, Measurement System Analysis (MSA), and capability studies.
• Level 4: This level requires the PSW plus other requirements as specifically defined by the customer. All documents specified by the customer must be submitted.
• Level 5: This is considered the most rigorous and demanding level. It requires the PSW and product samples, with complete supporting data available for review at the supplier’s manufacturing location. It involves an additional on-site review at the supplier’s manufacturing facility, ensuring complete documentation and on-site verifiability, allowing the customer to directly inspect the production process.

Deep dive: The 18 PPAP elements and their role in quality

The PPAP process involves up to 18 elements (documents or requirements) outlined in the manual published by the Automotive Industry Action Group (AIAG), as follows: 

1. Design records

These documents provide a detailed history of the part’s design, including engineering drawings from customer and supplier, material specifications, and any design changes. 

2. Engineering change documents

If the PPAP is required due to a change to a part or product, this element includes documentation requesting and approving the change, such as a copy of the Engineering Change Notice (ECN), which must be approved by customer engineering.

3. Customer engineering approval

This document confirms the customer’s acceptance of any deviations from the original design specifications. If required, it provides evidence of approval by the customer.

4. Design Failure Mode and Effects Analysis (DFMEA)

This analysis examines potential risks within the design stage by exploring possible failure modes (e.g., product malfunctions, reduced performance) and their effects. This information serves to mitigate the causes of failure before the design is complete.

5. Process flow diagram

This chart visually depicts the entire production process, outlining all the steps required in the manufacturing of the part. It highlights key steps, control points, potential failure modes, and should include incoming material, assembly, test, rework, and shipping, matching the information provided in the Control Plan and PFMEA.

6. Process Failure Mode and Effects Analysis (PFMEA)

This analysis reviews all steps in the production process to identify potential process quality risks, detailing their severity, occurrence, and detectability. Additionally, it outlines plausible mitigation strategies and controls to prevent failure modes from arising.

7. Control plan

This plan stems from the PFMEA, detailing all inspection methods and listing all product Special Characteristics required to deliver products that continually meet the customer quality requirements. It describes how potential issues must be addressed during incoming inspection, assembly, or inspection of the finished part.

8. Measurement System Analysis (MSA)

These reports demonstrate the accuracy and repeatability of the measuring equipment used for quality control. They include Gage Repeatability & Reproducibility (GR&R) studies on measurement equipment used and calibration records for all gauges.

9. Dimensional results

This section provides documented measurements of the produced parts, verifying adherence to the specified tolerances. To validate this, a dimensional layout of sample parts randomly selected from a significant production run is required.

10. Material test reports/performance tests

These reports showcase the results of tests conducted on the materials used in the part, confirming they meet the required properties. This may include a summary of every validation test performed (DVP&R) and copies of all certification documents for materials.

11. Initial process studies

These studies typically include Statistical Process Control (SPC) charts for critical characteristics. They demonstrate that the critical processes are stable, show normal variation, and are running near the intended nominal value.

12. Qualified laboratory documentation

Consists of the documents and industry certifications for labs (in-house or contracted) involved in completing validation or material certification testing for the part.

13. Appearance Approval Report (AAR)

This report documents the customer’s approval of the part’s visual characteristics. It is applicable for components affecting appearance only and verifies that the final product meets required specifications for color, finish, texture, and fit.

14. Sample production parts

This level corresponds to the physical parts sent for approval. A picture of the production parts is typically included in the PPAP documentation, along with documentation regarding the location where they are stored (either customer or supplier site).

15. Master sample

This is the final sample of the product that is inspected and signed off by the customer and supplier. It serves as a benchmark for quality control throughout production and is used to train operators on subjective inspections, such as visual checks.

16. Checking aids

This is a detailed list of all the tools used by production to inspect, test, or measure parts during the assembly process. It describes the tool, including its calibration schedule.

17. Customer-specific requirements

This element is destined for any additional documents or data specifically requested by the customer, ensuring compliance with unique customer requirements.

18. Part Submission Warrant (PSW)

This document acts as the official cover sheet, summarizing the entire PPAP submission and formally requesting customer approval. It specifies the reason for submission, the submission level, drawing numbers and revisions, and includes a declaration of part conformity to customer requirements.

Simplify PPAP management with Kiuey

Traceable PPAP documentation is essential for upholding product integrity, regulatory compliance, and supplier accountability. Each of the 18 PPAP elements plays a critical role in validating design intent, process capability, and quality assurance. However, for SQEs managing PPAP requirements throughout multiple suppliers and submissions, manual tracking can quickly give rise to an irritating bottleneck. 

Kiuey’s PPAP Manager streamlines PPAP management with centralized documentation, automated workflows, and real-time visibility across PPAP levels and requirements. Built-in traceability and compliance controls make Kiuey the best ally for quality teams to drive strategic oversight rather than dealing with paperwork.

Ready to simplify your PPAP process? Schedule a free demo and discover how Kiuey can help you transform PPAP documentation into a strategic tool for achieving excellence.