How to solve missed deadlines due to late approval in PPAP

When managing dozens of submissions, understanding the nuances of PPAP and mastering the approval process is essential to maintain compliance, quality, and keep production timelines. This PPAP guide is designed to help SQEs navigate the complexities of PPAP submission and avoid costly delays.

Whether triggered by new parts or engineering changes, PPAP ensures that every change is validated before full-scale production begins. Throughout its multiple levels, each submission demands precise documentation and cross-functional coordination. 

Here, we break down how to prevent missed deadlines and improve supplier transparency using a team-centered approach and digital tools.

PPAP submission is a team effort

PPAP stands for Production Part Approval Process: a standardized framework that is the cornerstone of quality control in the automotive and aerospace industries, establishing confidence in component suppliers and their production processes. PPAP is required for new part submissions or for the approval of any change to an existing part or process. The customer may request a PPAP at any point during the product lifecycle.

PPAP submissions are prepared by the supplier or manufacturing teams and are typically managed by SQEs and internal quality teams. It is a team effort that demands cross-functional collaboration —suppliers must form a team that includes representatives from engineering, quality control, and production for a successful preparation.

Common reasons for late approval are:

• Manual processes that lead to incomplete documentation and non-compliance
• Misunderstanding on PPAP submission levels, which dictate the scope of requirements
• Manual tracking of approvals can lead to constant delays and frustration

Successful submission requires maintaining shared timelines and proactive updates. Centralized systems are important to overcome the lack of visibility into approval status, ensuring everyone has access to real-time status updates.

A PPAP guide to avoiding missed deadlines

Step 1: Determine the required PPAP level

Clarifying the PPAP submission level early in the process is essential to manage expectations, as it dictates the required scope of documentation. There are 5 PPAP levels:

• Level 1: Only calls for the Part Submission Warrant (PSW).
• Level 2: Includes the PSW, product samples, and limited supporting data.
• Level 3: Requires the PSW, product samples, and the complete supporting data, including key elements like Design FMEAs, Control Plans, and capability studies.
• Level 4: Involves the PSW plus any other specific customer requirements.
• Level 5: Requires the PSW with product samples and complete supporting data available for review at the supplier’s manufacturing location. 

Level 3 is considered the default of PPAP, while level 5 is the most demanding and involves a rigorous process. PPAP level 5 requires an additional on-site review where the customer can directly inspect the production process and verify the quality of the parts.

Step 2: Prepare documentation according to PPAP submission levels

Thorough documentation preparation requires assembling a cross-functional team comprising all stakeholders involved. To expedite the customer review, suppliers should use standardized templates and assign clear ownership for each PPAP element. 

Key documents include:

• Process Flow Diagram (PFD): Maps out a process from start to finish, using standardized symbols to represent major components and their relationships.
• Process Failure Mode and Effects Analysis (PFMEA): Identifies potential failure modes in production, their causes and effects.
• Control plan: Stems from the PFMEA, detailing the necessary inspection methods to meet quality requirements.
• Dimensional results: Provides documented measurements verifying adherence to specifications.

Step 3: Submit for review and track progress

Ensuring a timely submission depends on a robust strategy, teamwork, and systems that manage workflows efficiently. We also recommend conducting internal audits before submission to proactively identify gaps in documentation or quality procedures.  

Specialized PPAP software acts as a central command center for the process. Tools like Kiuey’s PPAP Manager help quality engineers monitor approval status using real-time dashboards, and drive accountability on the supply base through their own PPAP portal. These tools ensure collaboration and visibility, overcoming the chaos of manual tracking.

Step 4: Address feedback

This step revolves around managing the customer review process, where the submission is evaluated. This process can result in approval, conditional approval, or rejection, which necessitates a resubmission after corrections. Here, timely updates and open communication are crucial for handling rejections or requests for clarification. 

Step 5: Final approval

Final approval signifies that the customer has accepted the PPAP documentation and verified that the supplier’s production process is fully capable of consistently producing parts that meet all engineering design specifications. 

Achieving this sign-off ensures alignment with production schedules and validates that all areas of the design and production processes have been reviewed thoroughly.

Mitigate late PPAP approvals and improve supplier transparency with Kiuey’s PPAP Manager

Late PPAP approvals can derail launch timelines and strain supplier relationships. Kiuey’s PPAP Manager solves this by offering real-time dashboards, automated alerts, and a dedicated supplier portal that ensures every stakeholder sees the latest documentation. 

Our platform empowers SQEs managing PPAP submission levels across multiple suppliers to stay ahead. With streamlined workflows and audit-ready visibility, Kiuey transforms PPAP submission into a proactive, collaborative process. 

Don’t let missed deadlines hold you back. Schedule a demo today and discover how you can mitigate delays and master the PPAP process with Kiuey’s PPAP Manager.