Teaching Aid

Last Revised September 26, 2014

(SCARs are not addressed in this guide)

PQR Description ---------------------------3

SQAM ------------------------------------------4

PQR Sample Label ------------------------9

Default Level 4 Requirements -------10

Polaris PPAP Manual --------------------11

PQR Creation ------------------------------14

PQR Form -----------------------------------16

Data Compression -----------------------20

PQR Performance Rating --------------21

Submission Recap -----------------------22

PQR Received Status -------------------25

FAQ -------------------------------------------27

Drawing Status ---------------------------32

DCR & Deviation Status ---------------33

Rejected PQR Procedure -------------34

Rejected PQR Table of Contents ---35

Reason A – Documents ----------------36

Reason B – Dimensional --------------37

Reason C – Misc -------------------------39

Table of Contents

2

The PQR System ensures product complies with all engineering requirements, specifications and

standards specified on the Polaris Design Record prior to delivery to the designated Polaris site. All

PQRs must be approved prior to suppliers shipping product.

Supplier Quality Assurance Manual

The Polaris Supplier Quality Assurance Manual (SQAM) is an online guide which defines supplier expectations. Please refer to this manual for information and helpful links.

Proprietary 4

* www.polarissuppliers.com (Supplier

Portal) provides suppliers with access to

many helpful tools and downloadable forms

including the SQAM

Imbedded

SQAM

SQAM Ref

http://www.polarissuppliers.com/

Proprietary 5

View of the Supplier Portal and access to

the SQAM from the Portal

SQAM Ref

Portal Path to SQAM (Cont)

Proprietary 6

SQAM Ref

SQAM Table of Contents

Proprietary 7

SQAM Ref

Content within the SQAM

Proprietary 8

SQAM Ref

Label for PPAP/FAIR Samples

Proprietary 9

Be sure to ship

samples with the

proper label per the

instructions in the

SQAM (recommended

label color is orange)

SQAM Ref

Default Level 4 PPAP Request

Proprietary 10

Polaris exclusive, we do have a

default Level 4 list of requirements if

not otherwise specified on the PQR

SQAM Ref

PPAP/PQR Checklist

Proprietary 11

Polaris PPAP Requirement Checklist

MISSING ELEMENTS

Required Element Attached

X 1 Design Record

2 Authorized Engineering Change documents

3 Customer Engineering Approval

4 Design FMEA

5 Process Flow Diagram

6 Process FMEA

7 Control Plan

8 Measurement System Analysis Studies

9 Dimensional Results

10 Records of Material/Performance Test results

11 Initial Process Studies

12 Qualified Laboratory Documentation

13 Appearance Approval Report (AAR)

14 Sample Production Parts

15 Master Sample

16 Checking Aids

17 Customer Specific Requirements

X 18 Part Submission Warrant (PSW)

2 0

Indicate with an X if an element is required per the PQR.

Indicate with an X in the "Attached" column when the element has been completed and attached to the PPAP.

Polaris PPAP Manual

Proprietary 12

Imbedded

PPAP

Manual

PPAP Manual

Last Revised September 17, 2014

Proprietary 1

“Blue Books” (PPAP-4, APQP-2, SPC-3, FMEA-4, MSA-4, TS Rules-3) which are used by Polaris Industries can be

purchased at:

www.aiag.org or Amazon.com

14

There are 3 ways a PQR is created within the Polaris system:

1. Print Release (initial or revision)

2. Manually created (often used as SCAR’s or in response to PCR’s)

3. Automated from Mapics when a vendor number changes

15

The information required to generate a PQR:

• Drawing

• Revision

The information required to define a PQR:

• Supplier

• Buyer

• QE (or authorized QA representative)

• A purchase order is not required to generate, define or process a PQR

• Suppliers do not have visibility of the PQR until the PQR is defined

• The designated contact in the Polaris Supplier Net system will be notified when a PQR is defined for your organization

• Important note: Once the PQR is defined to a Supplier’s organization the supplier has 100% ownership of the PQR until the PQR is approved by Polaris.

PQR Creation (Cont)

The Polaris PQR Form

Important PQR

dates, both due and

received

submissions are

noted here

Overview of the PQR

details including

PQR #, Part #,

Supplier & Buyer

Polaris site QE

assigned to define

the requirements

and review the

submissions

Running PQR history

Supplier comments related to the PQR

submission (completed by the supplier)

Submission requirements as defined by the site QE

based on mitigating risk and ensuring design intent.

One or more items may be selected and are due from

the supplier prior to the due date indicated here.

Polaris comments related to the PQR, additional detail, submission

approved, submission rejected noting reasons for rejection, etc.

FAIR and PPAP Requirements (dual dates)

Proprietary 17

Typically used for engineering

samples (PV, PI, etc.) and

Production Tooling Approval.

Product run on Production Tooling

but not run at rate and/or by

production procedures.

Evidence that all customer Design Record

requirements are properly understood and

that the manufacturing process

(encompassing the entire production

process – production tooling, gaging,

process, materials, and operators) has the

potential to produce product consistently

meeting these requirements during an

actual significant production run at the

quoted production rate.

Sample Part and Required Documentation Submission as Noted on the PQR

Proprietary 18

Per the SQAM please place the

shipment method of your sample

part and tracking number here (this

will help if your sample submission

is lost)

Most email systems will

support this link to the

QE’s email address for

the electronic portion of

your submission.

Please note in the Supplier Issues section the date

electronic documents were submitted, method, and to

whom. If documented here and submitted correctly the

accountability is now with Polaris.

Also used to communicate through the PQR system –

‘Request a Conditional Approval*’, ‘Request a Due Date

Adjustment**’, and all formal requests

Hard copies may

accompany submitted

samples but electronic

copies must be sent for

PQR submissions to the link

above

• * When requesting Conditional Approval provide a brief explanation and a Conditional Approval end date

• ** Same as above when requesting an adjusted Due Date

Polaris Comments Section of the PQR

Proprietary 19

rec’d = Received

lvl 4 = Level 4 (referring to PPAP level)

s/b = Should Be referring to the design record requirement (print)

is = The actual measurement

bal = Supplier balloon print number associated with the feature

sub = Submit or submitted

req = Requirements

NCR = Non-Conformance Report

The Comments section of the PQR has a limit to the number of characters we can

use when addressing the submission. We want to communicate as much as we

can in our responses and because of this we often abbreviate our responses. We

thought it might be helpful to explain some of these abbreviations…

Data Compression for Submission

Proprietary 20

www.powershrink.com/

Electronic PQR submissions

can be quite large. In order to

submit the documents via

email to the appropriate QA

please compress by using

PDF, ZIP or PowerShrink

(preferred is PowerShrink)

Note:

Regarding zip files in order for zipped files

to pass through the Polaris firewall the

name Polaris must be in the file name

PQR Performance Rating

Proprietary 21

Supplier Performance –

Quality Policy Statement: Quality will have a

30% weight toward the overall GPA in

2012. PPM Performance will make up

20% of the Quality Performance. PQR

(Part Qualification Request)

Performance will make up 10% of the

Quality Performance

Recap

Send all data electronically (in .xls, .pdf, .tif or .doc format) to the e-mail link of the appropriate Quality Engineer listed in the PQR system.

Please be sure to include a numbered (bubbled or ballooned) Polaris print with any Dimensional Results (including FAIR) submissions. A submission will not be approved based on electronic data alone. A sample part is required.

If the files are “zipped”, please make sure that “Polaris” is included in the name of the .zip file or the e-mail will be quarantined by the Polaris Firewall (‘sometimes’ the POLARIS needs to be bold).

Please only send one e-mail for each PQR with the PQR number AND part number in the “subject” line of the e-mail.

Dimensional Results (including FAIR’s) shall include 100% measurement of a print (including notes) unless otherwise requested in the PQR.

If any dimensions do not meet the print/specifications, a Polaris Approved DCR or Deviation shall be included with the submission.

Make sure that the revision of the part measured matches the revision of the print AND the revision listed on the PQR.

Please ensure that the print revision states “Released”…NOT “Prerelease” or “WIP” in the left hand lower corner of the Polaris Title Block (on the print). Only Polaris Released Prints will be accepted for submission of a PQR.

If you don’t have the Polaris released print, please contact the Polaris Purchasing agent.

Proprietary 22

Recap (cont.)

Ship the sample part(s) to the attention of the responsible Quality Engineer listed on the PQR. Also, include the tracking number on the PQR in the appropriate area.

Sample parts are required for any PPAP or FAIR submission. The sample part(s) must be shipped shortly after the electronic data is submitted.

PPAP PQR sample parts shall be produced (from production tooling, using production personnel, and run at rate) off of production tooling.

FAIR PQR sample parts should be produced from production tooling unless otherwise specified by the QE

Do not ignore a PQR due date or submit late. If you can not meet the PQR due date, please notify the responsible Quality Engineer through the PQR under Supplier Issues. Submit PQRs at least 48 hrs before the due date on the PQR – the sooner the better.

Make your request noting to whom (QE), when (date) and why.

Poor practice: submitting the PQR the date it is due

The Sample Part Tag shall be fixed to the shipping containers. The samples shall be free of charge. DO NOT SEND SAMPLE PARTS WITH INVENTORY / PRODUCTION SHIPMENTS. DO NOT SHIP THE SAMPLE PARTS AGAINST ANY PURCHASE ORDERS. The bill of lading AND/OR the Invoice must clearly state that the parts are “samples” at NO COST TO POLARIS. If samples are shipped against a purchase order, they will be received into inventory and will not be considered as PQR samples.

Proprietary 23

Example of a Data Submission

Proprietary 24

Example of a PPAP submission

(in Excel format) with embedded

.pdf files in each of the required

element cells.

This method of PQR assembly

ensures the supplier and assures

Polaris that all requirements were

met (at a glance)

PQR Received Status

Proprietary 25

PQRs aren’t received until both electronic

submissions AND sample parts are received by QA.

Once received, the received date will display here.

PQR Received Status (Cont)

Proprietary 26

Received Status (both

electronic and sample) can

also be found here Upper location is received in system,

lower location are received notes

Important note: If Polaris indicates

the data & sample are received and the

supplier opens the PQR the received

status will be removed. Check received

status as indicated on the previous slide

FAQ

If a supplier submits the PQR on the due date and Polaris does not select received on that day, will the supplier get penalized?

It must be flagged as at least received within the calendar month that it is due PQRs are expected to be submitted prior to the due date on the PQR.

When there are two due dates in the system (for example 1 for a FAIR and 1 for a PPAP) and we receive the FAIR data on time, does the due date automatically move out to the later due date once the first on has passed?

Each requirement date is viewed independently however a PQR is only counted once in a given month. For example if the FAIR is due in December and the PPAP in January. The FAIR is approved in December. It counts positively for the supplier in December. The metric does not look at the PPAP date until January.

Confirming the time stamp for calculating “on time” PQRs based off checking “received”, correct?

Suppliers should try to make sure their submission reaches the plant at least 48 hrs prior to the due date to allow for it to be processed by plant QA. Plant QA should at least flag it as received within 48 hrs of its arrival at the plant.

If a supplier submits a late PQR (and they get dinged) and we conditionally approve the PQR submission when received a new date is set for the conditional approval – will the supplier get dinged again for being late to the conditional approval date?

If a PPAP is due in December and the supplier has not submitted it by December 31st, they would get dinged. If we came back in January and conditionally approved the PPAP to be due in January and by January 31st we had not received the resubmission the supplier would have received two hits. One for December and one for January.

Proprietary 27

FAQ (cont.)

Why will Polaris not accept hard copies of submission data in lieu of electronic data?

Hard copies cannot be entered into our system and thus viewed by the many people who need access to the data

Electronic submissions can also be traced verifying date of submission

Why does data need to be submitted in .xls, .pdf, .tif or .doc format?

Data must be submitted in acceptable formats which Polaris can open conveniently

Why are bubbled/ballooned prints required with each Dimensional Results or FAIR submission?

The numbered print is used to correlate dimensional data from the supplier

When submitted data to the appropriate QE per the PQR request should anyone else within Polaris be copied?

It is a good idea to copy the Purchasing Agent and the SQE on submissions

Who approves PQRs and what limits do they have?

Polaris QEs are responsible for final approval of PQRs (in MTY SQEs approval PQRs)

Polaris QEs are not authorized (alone) to make decisions outside of the Design Record for non-compliant submissions unless supported by an approved DCR or Deviation

Proprietary 28

FAQ (cont.)

Why must the submitted data be against a RELEASED Polaris drawing? Polaris Purchasing Agents and Engineers provide suppliers with pre-released drawings for quoting

purposes or early discussion

Preliminary, Pre-release or WIP drawings can change at any time with no notice and are exempt from the Polaris Release Cycle

The Released drawing is a contractual agreement as noted on the PO

PQRs are automatically generated after a print is released

Only production POs and production drawings can be PPAPd

What if multiple revisions exist in the PQR system for the same P/N? Previous revision requirements can be moved forward to the latest PQR upon supplier request

This is not done automatically and subject to certain conditions

Examples: If the earlier revision has never been purchased the earlier PQR can be retracted

If the elements of the next revision has earlier been met the later PQR can be retracted or approved Earlier PQR included an approved DCR

The PQR may be a SCAR

It may be a supplier change PQR

Other examples/conditions may exist. Please contact the QE listed on the PQR

What if the due date on the PQR cannot be met? DO NOT ignore the PQR – your metrics will be negatively affected

Notify the QE through the PQR as noted earlier PRIOR to the PQR due date and provide a reason

Proprietary 29

FAQ (cont.)

How important is the PPAP/FAIR sample label and sample submission information in the Supplier Information section of the PQR?

Polaris has many locations and departments. Unless the samples are routed correctly with the correct information the submitted samples can be delayed or even lost

Providing the Shipper Name, Tracking Number and when shipped in the Supplier Information section of the PQR allows for:

Tracking if deliveries are lost or delayed

Provides evidence that the supplier complied with the request – on time

How will I know if the sample part ship location been changed?

Always check the Quality Engineer section of the PQR under Ship To: (4th panel right side)

Why must I ship a sample part for a FAIR submission and why must it be made from production tooling?

FAIRs are used for tooling approval. Unless submitted parts are made from production intent tooling the production tooling cannot be verified.

Notify the QE through the PQR as noted earlier PRIOR to the PQR due date

What happens to submitted samples after auditing at Polaris?

Samples are scrapped after approval Sometimes samples may be used for destructive testing and could be destroyed in the process

Proprietary 30

FAQ (cont.)

What if I receive a Conditional Approval and the Req Date on the PQR does not match the Conditional Approval date?

The QE should move the Req Date out to match the Conditional Approval date. It is a manual process so if the QE failed to adjust the date please contact the QE and request the date be changed. Do this to avoid a negative metric for being late.

What common problems to we see regarding PQR submissions?

KPCs are not addressed on Control Plans and PFMEAs

Please refer to pg 91 of the AIAG 4th Edition PFMEA Manual under Classification (e)

Cpk values are not submitted for KPCs in the MSA or when requested on the PQR

Tier II supplier documentation not submitted

Submission is not in English

Results must be submitted in the same format as the Polaris drawing – mm not inches

PSW is filled out incorrectly

Requested elements and/or samples not submitted

Submissions are past due

Proprietary 31

Drawing Status for Submission

Proprietary 32

DO NOT SUBMIT PQR SUBMIT PQR

DCR & Deviation Submissions

Proprietary 33

Do Not Submit

Do Not Submit

Submit

This can also be used to avoid a rejection with the initial submission

Last Updated April 14, 2014

Rejected PQR Contents

Rejection Reason ‘A’ – Documents……….5 Most reasons why a PQR was rejected for documentation and how to address

Rejection Reason ‘B’ – Dimensional….…..6 Most reasons why a PQR was rejected for dimensional issues and how to address

Rejection Reason ‘C’ – Miscellaneous……8 Most reasons why a PQR was rejected for miscellaneous issues and how to

address

*Polaris/Supplier Disputed Quality Measurement Results

The Polaris quality labs are equipped with state of the art measurement tools specific for the type of

products we use. The staff is well trained and experienced at measuring the submitted material we

receive from suppliers. We are not immune from error but 96% of the time when measurements are

challenged by suppliers the Polaris staff is proven to be correct – as verified by the supply base which

disputes the results.

Based on common problems when investigating correlation please take the time to check the following:

How are the parts being measured constrained? Parts that meet the print in a clamped state

most often do not meet the print when in a free state. Unless otherwise noted on the print

Polaris does not clamp the parts being checked.

When switching probes are they recalibrated prior to use?

Is the GD&T being interpreted correctly?

Are we checking to the print without assumptions and shortcuts (#1 hitter)?

Verify your data by “dumbing down” the technique. CMM measurements can be complex;

verify with a height gage, bore gage, or caliper.

If, after careful review, you have determined the product was measured correctly against the released Polaris drawing/model please contact your SQE or QE named on the PQR

THANK YOU!

The purpose of this guide is to assist suppliers in the resubmission of PQRs which have been rejected by Polaris for various reasons.

Please use this guide to resubmit before you contact your Polaris representative about rejected PQR.

Rejected PQRs need to be addressed and resubmitted ASAP so not to impact delivery schedules. 10 days or less to resend data and/or ship a new sample is preferred

Only contact the Polaris representative if this guide does not address the issue and you need further assistance.

Thank you for helping us build a partnership with our supply base, you are vital to our overall success