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Teaching Aid Last Revised February 18, 2015

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1 Teaching Aid Last Revised February 18, 2015
PQR / PPAP GUIDE Teaching Aid Last Revised February 18, 2015 (SCARs are not addressed in this guide)

2 Table of Contents PQR Description SQAM PQR Sample Label Default Level 4 Requirements Polaris PPAP Manual PQR Creation PQR Form “Same as Except” PQR Data Compression PQR Performance Rating Submission Recap PQR Received Status FAQ Drawing Status DCR & Deviation Status Rejected PQR Procedure Rejected PQR Table of Contents Reason A – Documents Reason B – Dimensional Reason C – Misc

3 Brief Description of the PQR System Used at Polaris (Part Qualification Request)
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 (conditional or full approval) prior to suppliers shipping product.*

4 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. Imbedded SQAM * (Supplier Portal) provides suppliers with access to many helpful tools and downloadable forms including the SQAM SQAM Ref Proprietary

5 View of the Supplier Portal and access to the SQAM from the Portal
View of the Supplier Portal and access to the SQAM from the Portal (Note Supplier Policies and Procedures making the SQAM part of the purchasing agreement and therefore part of the Design Record) SQAM Ref Proprietary

6 Portal Path to SQAM (Cont)
SQAM Ref Proprietary

7 SQAM Table of Contents SQAM Ref Proprietary

8 Content within the SQAM
SQAM Ref Proprietary

9 Label for PPAP/FAIR Samples
Be sure to ship samples with the proper label per the instructions in the SQAM (recommended label color is orange) SQAM Ref Proprietary

10 Default Level 4 PPAP Request
Polaris exclusive, we do have a default Level 4 list of requirements if not otherwise specified on the PQR SQAM Ref Proprietary

11 Polaris PPAP Manual Imbedded PPAP Manual Proprietary

12 PPAP Requirements are Based on the AIAG Blue Books
“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: or

13 How PQR’s are created within the Polaris system
There are 3 ways a PQR is created within the Polaris system: Print Release (initial or revision) Manually created (often used as SCAR’s or in response to PCR’s) Automated from Mapics when a vendor number changes

14 PQR Creation (Cont) 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.

15 The Polaris PQR Form Overview of the PQR details including PQR #, Part #, Supplier & Buyer Important PQR dates, both due and received submissions are noted here Supplier comments related to the PQR submission (completed by the supplier) Polaris site QE assigned to define the requirements and review the submissions Running PQR history 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.

16 FAIR and PPAP Requirements (dual dates)
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. Proprietary

17 Sample Part and Required Documentation Submission as Noted on the PQR
Send all data electronically (in .xls, .pdf, .tif or .doc format) via the link of the appropriate Quality Engineer listed in the PQR system. 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) 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 Proprietary

18 Polaris Comments Section of the PQR
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… 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 Proprietary

19 Same as Except PQR “Same as Except” In some cases, in order to better control inventory, Polaris may release a new part number that is very similar to a previous part number (slight tooling modification, new tool, refurb, etc.). The Responsible Quality Representative may choose to allow a “same as except” type of submission. In this case, the supplier should reference the previously approved PQR and Part number on the PSW and include any changes in parts and PQR documentation from the previous submission to the new submission”. Same as Except PQR XXXXX Proprietary

20 Data Compression for Submission
Electronic PQR submissions can be quite large. In order to submit the documents via 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 Proprietary

21 PQR Performance Rating
Supplier Performance – Quality Policy Statement: Quality will have a 30% weight toward the overall GPA in PPM Performance will make up 20% of the Quality Performance. PQR (Part Qualification Request) Performance will make up 10% of the Quality Performance Proprietary

22 Recap Send all data electronically (in .xls, .pdf, .tif or .doc format) to the 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 will be quarantined by the Polaris Firewall (‘sometimes’ the POLARIS needs to be bold). Please only send one 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

23 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. The submission package consisting of requested data and a sample part must be received by Polaris no later than 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

24 Example of a Data Submission
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) Proprietary

25 PQR Received Status PQRs aren’t received until both electronic submissions AND sample parts are received by QA. Once received, the received date will display here. Proprietary

26 PQR Received Status (Cont)
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 or Polaris makes changes (any change involving submit) the PQR received status will be removed. Proprietary

27 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

28 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

29 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

30 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

31 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

32 Drawing Status for Submission

33 DCR & Deviation Submissions
Do Not Submit Do Not Submit Submit Proprietary

34 Procedure to Address a Rejected PQR
This can also be used to avoid a rejection with the initial submission Last Updated April 14, 2014

35 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



38 *Polaris/Supplier Disputed Quality Measurement Results
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


40 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

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