1. business and industrial
2. manufacturing

SUPPLIER
QUALITY
ASSURANCE
MANUAL
Last Revised February 7, 2014
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Table of Contents
1.0 Introduction………………………………………………………………………………………………………………………….. 4
1.1 Purpose …………………………………………………………………………………………………………………. 5
1.2 Scope ...........................................................................................................................5
1.3 Key Definitions ………………………………………………………………………………………………………. 6
2.0 Supplier Expectations……………………………………………………………………………………………………………. 6
2.1 Commitment……………………………………………………………………………………………………………6
2.2 Quality System…………………………………………………………………………………………………………6
2.3 Proprietary Information………………………………………………………………………………………….. 7
2.4 Supplier Communication ……………………………………………………………………………………….. 7
2.5 PolarisSuppliers.com (Supplier Portal) ……………………………………………………….………….. 8
2.6 Resources and Technology……………………………………………………………………………………… 8
2.7 Advanced Product Quality Planning (APQP) …………………………………………………………… 8
2.8 Process Control………………………………………………………………………………………………………. 9
2.9 Control of Nonconforming Products and Corrective Action Procedures….……………. 9
2.10 Test and Measurement Equipment………………………………………………………………………… 10
2.11 Quality Records………………………………………………………………………………………………………. 10
2.12 Polaris Industries Owned Production Tooling and Fixtures……………………..……………… 10
2.13 Product Identification and Traceability…………………………………………………………………… 11
2.14 Print and Process Review………………………………………………………………………..……………… 11
2.15 Sub Tier Supplier Purchasing & Quality…………………………………………………………………… 11
2.16 Labeling, Packaging and Delivery…………………………………………………………….……………… 12
3.0 Polaris Specific Policies, Processes, and Procedures ……………………………………………………………… 12
3.1 Part Qualification Request (PQR) …………………………………………………………….…………….. 12
3.1.1 Part Qualification Event…………………………………………………………..…………….. 14
3.1.2 Part Qualification Request (PQR) Status………………………………….……………… 14
3.2 Request for Deviation ………………………………………………………………………………..………….. 15
3.3 Request for Drawing Change……………………………………………………………………………………16
3.4 Process Change Request (PCR) ………………………………………………………………………………. 16
3.5 Reject Material Order (RMO) ………………………………………………………………………..……….. 16
3.6 Polaris Certification ID……………………………………………………………………………………………..19
3.7 Supplier Corrective Action Report (SCAR) …………………………………………………………..…..19
3.8 Quality Alert…………………………………………………………………………………………………………….20
3.9 Recovery Fees………………………………………………………………………………………………………….21
3.10 Pilot Build Order Process………………………………………………………………………………………… 21
3.11 Corrosion and MSDS Requirements………………………………………………………………………… 22
3.11.1 Corrosion……………………………………………………………………………………………….. 22
3.11.2 Material Safety Data Sheet (MSDS) Requirements…………………………………. 22
4.0 First Article Inspection Report (FAIR)……………………………………………………………………………………… 22
5.0 Production Part Approval Process (PPAP) ……………………………………………………………………………… 22
5.1 Supplemental Notes Regarding PPAP Elements………………………………………………………. 24
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5.1.1
5.1.2
5.1.3
5.1.4
5.1.5
5.1.6
5.1.7
5.1.8
5.1.9
5.1.10
5.1.11
5.1.12
5.1.13
5.1.14
5.1.15
5.1.16
5.1.17
5.1.18
Element 1 – Design Record…………………………………………………………………….. 24
Element 2 – Engineering Change Documents…………………………………………. 24
Element 3 – Customer Engineering Approval…………………………………………. 24
Element 4 – Design FMEA (DFMEA) ………………………………………………………. 24
Element 5 – Process Flow Diagrams (PFD) ……………………………………………. 25
Element 6 – Process FMEA (PFMEA) ……………………………………………………… 25
Element 7 – Process Control Plan (PCP) …………………………………………………. 25
Element 8 – Measurement System Analysis Studies (MSA) ……………………. 26
Element 9 –Dimensional Results…………………………………………………….………. 26
Element 10 – Material, Performance Test Results………………………………….. 27
Element 11 – Initial Process Studies……………………………………………………….. 27
Element 12 – Qualified Laboratory Documentation……………………………….. 29
Element 13 – Appearance Approval Report (AAR) …………………………………. 29
Element 14 – Sample Product………………………………………………………………… 29
Element 15 – Master Sample…………………………………………………………………..29
Element 16 – Checking Aids……………………………………………………………………. 29
Element 17 – Records of Compliance with Cust. Specific Requirements… 29
Element 18 – Part Submission Warrant (PSW) ………………………………………. 29
Appendix Documents
A.
B.
C.
D.
E.
F.
G.
H.
I.
Appendix A – Rejection Rules for RMOs…………………………………………………………………………… 30
Appendix B – Acronym List………………………………………………………………………………………………. 32
Appendix C – Sample / PPAP Label………………………………………………………………………………….. 35
Appendix D – Polaris SCAR / 8D Form……………………………………………………………………………….36
Appendix E – Electronic Deviation Form (Screenshot) …………………………………………………….. 37
Appendix F – Electronic Drawing Change Request Form (Screenshot) ……………………………. 38
Appendix G – PCR Form…………………………………………………………………………………………………… 39
Appendix H – Certification ID Label (used for RMOs and Quality Alerts) …………………………. 40
Appendix I – AIAG Publications………………………………………………………………………………………… 41
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1.0 Introduction
1.1
Purpose
This document communicates the quality processes, systems, and procedures to ensure all
members of the supply base meet the expectations of Polaris Industries. This document sets the
strategy for Polaris and its suppliers to achieve industry leading quality.
If a conflict arises between the requirements of this manual and the Purchase Order /
Contract, the requirements defined in the Purchase Order / Contract shall take precedence.
Polaris suppliers shall:
 Become involved in PDP early in the process
 Manage its portion of PDP launches
 Manage Sub-suppliers used by Tier I suppliers
 Provide added value to purchased products
 Develop and maintain a long-term relationship with Polaris Industries including frequent
and proactive communication
 Take financial responsibility for its impact to product quality
In that strong relationship, Polaris shall:
 Invite supplier involvement in PDP at the earliest possible point of the process through
APQP or other methods of collaboration
 Provide suppliers with well-defined requirements and expectations
 Provide timely responses to supplier’s questions
 Welcome suppliers’ input regarding how Polaris can improve its products, processes and
practices
 Communicate with supplier on a regular basis
Polaris seeks suppliers who will make a commitment to continuous improvement (using tools
such as lean manufacturing, six sigma and AIAG Core Tools) providing objective evidence of
measurable improvements in quality and delivery.
Polaris will provide updates and addenda to the Supplier Quality Assurance Manual as
necessary. Suppliers are expected to incorporate these updates and addenda into their quality
system in a timely manner. If these changes should generate a question or potential problem for
a supplier, it is the supplier’s responsibility to bring the matter to the attention of Polaris
Industries by contacting the Buyer or Supplier Quality representative.
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1.2
Scope
These procedures and definitions define Polaris Industries guidelines for supplier quality
assurance
1.3
Key Definitions
Supplier (Tier I) – Direct Supplier of material or services provided to Polaris Industries as
communicated on the Polaris Purchase Order
Sub-Supplier (Tier 2, 3, etc.) - providers, subcontractors, vendors or suppliers to Polaris Tier I
suppliers
Site – A supplier location at which value-added production processes occur. “Site” also includes
distributors of parts manufactured by other companies.
Should – The word “Should” indicates a mandatory requirement with some flexibility allowed in
compliance methodology. Suppliers choosing other approaches to satisfy a “should” must be
able to show that their approach meets the intent of their approved QMS.
Shall – The word “Shall” indicates mandatory requirements
Tool – The portion of process machinery which is specific to a component or sub-assembly.
Tools (or tooling) are used in process machinery to transform raw material in to a finished part
or assembly.
Validation – Confirmation by examination and provision of objective evidence that the particular
requirements for a specific intended use or requirements are fulfilled.
Preventative Action – Actions taken to eliminate the causes of a potential nonconformity or
other undesirable situation in order to prevent occurrence (must be validated to be complete).
PPM – (Parts Per Million) PPM is a method of stating the performance of a process in terms of
actual nonconforming material (12/2,500)*1,000,000 = 4,800 PPM)
GD&T – Geometric Dimensioning and Tolerancing is a set of rules and standard symbols used to
define the part features and relationships on an engineering drawing according to ASME Y14.5M
1994.
Design Record – Contractual requirements as stated on the purchase order (e.g. engineering
drawings, math data, referenced specifications, and additional requirements as noted on the
PO)
QMS – Quality Management System is the fundamental quality systems that provide for
continuous improvement, emphasizing defect prevention and the reduction of variation and
waste in the supply chain.
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2.0 Supplier Expectations
2.1
Commitment
Polaris suppliers shall comply with this Supplier Quality Assurance Manual and all related
processes, engineering specification, and procedures. This commitment begins with a strong
management dedication to zero defects, problem prevention and resolution, and continuous
improvement to the manufacturing process.
2.2
Quality Management System
Suppliers of Polaris shall have a documented quality management system (QMS) that, at a
minimum, meets all the quality requirements specified in the Polaris Supplier Quality Assurance
Manual.
Polaris prefers its suppliers to have a Quality System that is registered to the ISO-9001 and/or
TS16949 standards. The most recent revision must be held for either of these certifications and
the registration of either of these certifications must be through an accredited registrar. If the
supplier is not registered to one of the aforementioned standards, the quality system shall
include the following elements at a minimum:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Quality Policy
Documentation control including the most recent drawing revisions as stated on the PO
Inventory control including finished goods, WIP, raw stock and discrepant material
Process controls including inspection techniques and frequency
Non-conforming product control procedures
Corrective action procedures
Supplier quality assurance program
Quality auditing procedures
Detailed work instructions (standard work)
Supplier’s responsibilities regarding the Quality Management System:
Ensure Polaris is updated with significant changes to your quality system, quality system
manual, ISO certification and primary quality contact.
2. Suppliers should be registered to the requirements of ISO 9001:2008 or TS16949:2002
(registration must be through an accredited registrar and for the most recent revisions).
Suppliers are required to forward all certificates of registry (including updates and/or
suspensions) to the Buyer to be catalogued into Polaris’ system.
3. Also, certificates should accompany all PPAP packages submitted (under element 12) to
Polaris for approval. Any change in the supplier’s status must be forwarded immediately to
Polaris’ buyer.
4. Ensure your quality system supports all Polaris supplier quality requirements.
1.
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Ensure your organization's compliance to all stated policies and procedures documented
within your quality systems manual.
6. No less than annually, conduct and make available the results of a comprehensive quality
system audit. This audit may be conducted internally, by a third party, or by Polaris. The
submitted results shall include the corrective action taken or planned against significant
(major) findings resulting from the audit. The Polaris Supplier Quality System Self
Assessment may be used for this requirement. Results of the audits, whether actions we
taken or not, must be part of the document control.
5.
Forward QMS Documentation to the acting Polaris Supplier Quality Director
2.3
Proprietary Information
All information, drawings, materials, goods and equipment provided to suppliers by Polaris
Industries or arising from work or services done for Polaris Industries shall be treated as
confidential and proprietary and shall not be disclosed or shown to others without written
permission of Polaris Industries.
2.4
Supplier Communication
Effective communication is the most important element for the success of our respective
organizations. All communication regarding price, delivery, design or schedules between our
suppliers and Polaris support groups such as Product Design, Quality Assurance, Manufacturing
Engineering or Production shall be confirmed through the Polaris Purchasing Department for
authorization.
Suppliers shall be responsive to part qualification requirements as well as all other quality
requirements. Part qualification requests will be initiated by Polaris via the PQR system and all
communications from the supplier regarding part qualifications shall be entered in the PQR
system (refer to Section 3.1 for more detail).
An immediate response to all non-conformance situations is required and the supplier shall be
the champion of problem resolution in such situations.
The scenarios listed below (but not limited to) are cases where any supplier in the supply chain
(Sub Tier) shall initiate communication with Polaris and obtain approval via the process change
request (PCR) form (refer to section 3.4 for more detail):
1.
2.
3.
4.
Processing / Manufacturing change
Manufacturing location change
Sub tier supplier change
Changes to raw or processing materials
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5.
New tools (excluding direct replacement of perishable tools such as drills and cutters),
dies, molds or fixtures
6.
Modified or refurbished tooling or equipment
7.
Changes in test or inspection method affecting a KPC
8.
Change to product packaging
9.
Changes affecting the status or scope of the supplier’s quality system
All written communication from suppliers including Part Qualification Request (PQR)
submissions, PPAP elements, email, quotes, etc., shall be in English.
All costs associated with changes to price, delivery, design, or schedule without prior written
authorization from Polaris Industries Purchasing Department are the sole responsibility of the
supplier.
Communications such as Supplier Messages/Announcements, Planning Schedules, Purchase
Orders, Invoices, Part Qualification Requests, Requests for Quote, Contact Information, etc.,
shall be conducted electronically. Questions regarding any of these electronic communication
procedures should be directed in an email to [email protected].
2.5
PolarisSuppliers.com (Supplier Portal)
PolarisSuppliers.com is the portal to all of the Polaris systems, procedures, training and forms.
All key supplier personnel shall have access to this site and may address any access grants or
questions to [email protected]. It is the supplier’s responsibility to keep the
contacts up to date and with accurate job descriptions. Instructions on how to maintain this site
can be found on the Business Practices section of the portal.
2.6
Resources and Technology
Suppliers shall possess and maintain the resources and technology necessary for the design
(when applicable) and production of high quality products. Suppliers shall also have the ability
to communicate electronically and should integrate computerized aids in the processes to assist
in the analysis and use of data.
2.7
Advanced Product Quality Planning (APQP)
Advanced Product Quality Planning is a structured/collaborative method of defining and
establishing the steps necessary to assure that a product satisfies the customer’s requirements.
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
The goal of product quality planning is to facilitate early and frequent communication
with cross functional teams (Polaris and supplier(s)) involved in a project/part number
to assure that all selected steps are identified and completed on time.
 Some examples of APQP projects are PDP, new supplier, new part number or a desire to
increase yield on a current part number. Any circumstance where customer
requirements can be improved (cost, delivery, yield, etc.) through structured
collaboration can benefit from APQP.
 Once initiated APQP will be led by a cross functional team at the supplier and facilitated
on behalf of Polaris by the Polaris SQE/SDE.
Results will be competitive, reliable products in the market place and increased yield at the
supplier
2.8
Process Control
Suppliers are responsible for ensuring all items meet Polaris specifications, including sub-tier
supplier items. Suppliers shall establish and document process standards and controls in all
elements of the business (including receiving, processing, shipping and inventory control) to
prevent creation and delivery of nonconforming product. For manufacturing processes,
approved control plans (approved by Polaris through the PPAP/PQR process) shall be adhered to
and may not deviate from the approved control plan without written permission from Polaris
(PCR) – refer to section 3.4 for more detail.
2.9
Control of Nonconforming Products and Corrective Action Procedures
In the event that non-conforming parts or products are identified, a Reject Material Order
(RMO) will be generated and the supplier will be automatically notified via email (see section 3.4
for details). Polaris will provide reasonable detail in the RMO so that the supplier can
immediately begin containment actions and root cause investigation (ICA).
Suppliers are required to immediately inspect current inventory and work in progress for noted
non-conformances and segregate accordingly. Suppliers are also required to detail out
containment actions for Polaris facilities and product in transit which may include a 3rd party
sort.
Initial root cause investigations are to begin immediately upon notification of a nonconformance. Problem solving methodology (8D or Six Sigma are the Polaris preferred
methods) is to be used to alleviate the possibility of a reoccurrence. See section 3.5 for more
details regarding Supplier Corrective Action Requests.
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The Polaris Certification ID procedure must be followed for the next 5 shipments after RMO
notification unless otherwise requested by a Polaris authorized quality representative. Refer to
section 3.6 for further detail.
2.10 Test and Measurement Equipment
Suppliers may use any test and measurement equipment deemed necessary to meet the
product requirements unless Polaris requires specific equipment, of which will be specified on
the print, purchase order or noted specification.
Suppliers shall comply with the calibration system described by ISO 10012 and ISO 17025 or
equivalent and shall have certs traceable to N.I.S.T. or a Polaris approved standards body.
Inspection and test equipment shall be controlled and comply with a calibration schedule that
ensures accurate measurements. Product that is tested or inspected with equipment that is not
in calibration or sound working order shall not be shipped to Polaris and is subject to rejection
(RMO) if product is found discrepant. Polaris shall be notified immediately if any of the
aforementioned products are shipped.
2.11 Quality Records
Quality Records are the documented evidence that the supplier’s processes were executed
according to the QMS documentation. Unless otherwise specified by Polaris, suppliers are
responsible for maintaining records and test specimens in accordance with the supplier’s quality
system requirements.
2.12 Polaris Industries Owned Production Tooling and Fixtures
Polaris Industries will typically pay for unique tooling that is required for the production of our
products (does not include perishable tooling). Examples of unique tooling include die cast tools
and machining fixtures. The determination of which tooling is unique will be the responsibility
of Polaris Industries and the supplier. The supplier is required to include specific tooling
package details on the production tooling request.
Such tooling is the property of Polaris Industries and shall not be scrapped or relocated without
written notification to Polaris Industries. Polaris Industries reserves the right to take possession
of the tooling at any time at no additional charge or obligation. Original tool designs are
considered the property of Polaris Industries and the supplier shall provide copies of the designs
upon request. Any exceptions to this shall be in the form of a written agreement with Polaris
Purchasing.
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Suppliers are responsible for the care, maintenance and proper use of Polaris owned tooling and
fixtures in their possession to ensure extended life and accuracy of the tooling. This includes the
immediate reporting of any damage or destruction of tooling. All unique, customer-owned
tooling and equipment shall be permanently marked with Polaris asset tags so that the
ownership of each item is visually apparent with the following minimum information:
Property of Polaris Industries
Tool # ____________.
2.13 Product Identification and Traceability
Suppliers shall establish and maintain documented procedures for identifying the product from
receipt of raw material through production and delivery. When required by Polaris, suitable
methods of product traceability shall be maintained – including permanent part marking and
recorded/stored data. Special attention should be given to traceability for outside processing
such as heat treatment, plating, coating, etc.
Mechanical and metallurgical properties shall be monitored by lot and details (and/or
certifications) shall be retained per QMS record retention policies.
2.14 Print and Process Review
Suppliers are responsible for the careful review of Polaris drawings and related
specifications/standards to ensure comprehension and ability to meet requirements.
Engineering standards, specifications and/or procedures identify requirements for products
beyond the scope of drawings, purchase orders, and industry standards. Drawings are
considered a final refinement of the design intent and as such when a conflict arises between a
specification, purchase order or model the drawing is the master document. Suppliers shall
adhere to the latest revision of said documents and maintaining proper document control. Only
current revision levels as noted on the Purchase Order may be used for production purposes.
Obsolete revision levels shall be controlled in a manner that ensures they will not be used for
production. Acceptable measures of obsolete document control would be to destroy or return
the documents to Polaris or ensure the documents are under lock and key.
2.15 Sub Tier or Sub Supplier Purchasing & Quality
Suppliers shall establish and maintain documented procedures that control sub tier supplier
behaviors. These procedures shall include proper distribution of Polaris drawings/specifications,
raw material, quality and testing, packaging and identification (labels). When required, proper
levels of part traceability (lot codes and/or date codes) may need to be defined and the Sub Tier
suppliers shall maintain revision control methods that are properly instilled in their systems.
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Sub Tier suppliers are responsible for managing material lead times, fixtures and/or tool
maintenance and shall provide useful life of these tools on an annual basis that is made
available to Polaris.
Tier I suppliers are responsible for their Sub Tier performance and compliance to Polaris
requirements. Minimum Polaris requirements are to have current supplier quality audits for
critical Sub Tier suppliers on file and a demonstrated understanding of Polaris Part Qualification
Process (PQR’s and PPAP’s). Tier I suppliers are also responsible for PCR compliance at their
respective Sub Tiers. It is strongly encouraged that a Supplier Quality Manual is distributed to
the Sub Tier suppliers.
2.16 Labeling, Packaging and Delivery
The supplier shall control packing, packaging and marking processes (including materials used)
to the extent necessary to ensure conformance to specified requirements. Suppliers shall ensure
that the packaging of parts and components are suitable to prevent damage during transit. All
packaging and delivery requirements shall conform to the Supplier Delivery Manual. The
supplier shall develop a system to ensure that all materials shipped are labeled according to
Polaris requirements.
Packaging/labeling shall be approved by Polaris prior to serial production shipments.
3.0 Polaris Specific Policies, Processes, and Procedures
3.1
Part Qualification Request
Suppliers shall ensure product compliance with all engineering requirements, specifications and
standards specified on the Polaris design record. This includes all aspects of compliance noted in
the design record including: All information on the drawing (such as notes, items listed in the
BOM (Bill Of Materials), assigned specifications, and any additional requirements) as noted on
the Purchase Order unless otherwise stated by the person responsible for the PQR (listed under
“Quality Engineer”). Failure to do so may result in a rejection status. This compliance shall be
demonstrated through the timely and satisfactory submission of the required documentation,
records and sample(s) to Polaris. A training aid can be found on the downloadable forms
section of the supplier portal.
Failure to comply with any of the following requirements/processes may result in penalties
including reduction of supplier performance rating and/or collection of recovery fees.
The requirements for a part qualification request will be defined by the Polaris Quality
Assurance department and will be electronically conveyed to the Supplier via the Part
Qualification Request (PQR) System. All communications regarding the PQR should be routed
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through the PQR system and the following high level guidelines shall be adhered to for a
successful submittal (detailed requirements listed in later sections of this manual):
1. A qualification event occurs that requires Part Qualification, as determined by Polaris
Quality Assurance.
2. Polaris Quality Assurance completes a Part Qualification Request noting the part
qualification requirements (required qualification elements) and forwards it to the supplier
via the PQR System.
3. The supplier conducts the actions necessary to complete the part qualification requirements
noted on the request and assembles the part qualification package.
4. The supplier provides the part qualification package to the requesting Polaris Quality
Assurance Department noted in the “Quality Engineer” section of the PQR by the
qualification submission due date. To avoid confusion, submit the sample part(s) and
electronic data at approximately the same time.
a) Data shall be submitted electronically via the email hyperlink in the PQR system as
either .pdf, .doc, .tif or .xls files. MAXIMUM file size permitted for submission is 7
MB. If the files are “zipped”, the word “Polaris” must be included in the name of the
.zip file or the e-mail will be quarantined by the Polaris Firewall. Only 1 PQR per
email is to be submitted at a time with the PQR number AND part number in the
“subject” line of the e-mail.
b) When a FAIR or dimensional results (element 9) is requested, a numbered
(bubbled/ballooned) print, mating dimensional layout and 1 sample part (the same
part (element 14) that was used for the dimensional layout) shall be submitted
unless otherwise specified by the requestor. In general, a submission will not be
approved based on electronic data alone. FAIR’s and dimensional results (element
9) include 100% measurement of a print (including notes). If any dimensions do not
meet the print/specifications, a Polaris Approved Print Change request or Deviation
shall be included with the submission.
c) 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.
d) The revision of the part measured shall match the revision of the print AND the
revision listed on the PQR. FAIR and PPAP element 9 submittals require the drawing
to be in a released state. Rejection will occur on a FAIR or PPAP element 9 submittal
when completed against a “Prerelease” or “WIP” drawing. Status of the drawing
can be verified by looking in the lower left hand corner of the TITLE BLOCK.
e) ALL PQR sample parts shall be produced off of production representative tooling. If
you cannot meet the PQR due date, you shall update the comments section of the
PQR and notify the appropriate Buyer, Supplier Quality Engineer, or Plant Quality
Engineer before the due date expires.
f) The Sample Part Label (preferably orange) 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 shall 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.
5. Polaris Quality Assurance reviews and analyzes the part qualification package and approves
or rejects the submission.
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6. Upon approval, Polaris Quality Assurance notifies the supplier via the PQR system which
generates and automatic email. This is the only notification; the Part Submission Warrants
will not be returned. If the supplier requires evidence of part approval for audit purposes,
they should print and retain a copy of the approved PQR.
7. Conditional Approval permits shipment of material for production requirements on a limited
time basis. If a conditional approval is granted based on a deviation, the deviation may
follow the quantity deviated for. Conditional approvals do expire and if left to do so will
become a rejected PQR. Do not allow conditional approvals to expire by resubmitting
before the due date.
8. Upon rejection, Polaris Quality Assurance designates the submittal as rejected via the PQR
system. The rejection cause and the requirements for re-submittal will be noted in the
“comments” section at the bottom of the PQR. The supplier shall respond through the PQR
system to a rejected PQR within 2 business days.
3.1.1 Part Qualification Event
Ensuring material, component, and part (hereafter called parts) quality prior to delivery
is paramount to the success of our supplier relationship. A Part Qualification Request
(PQR) is the Polaris process for assuring compliance with engineering specifications and
quality standards.
A part qualification may be requested for production builds for the following events:
1.
2.
3.
4.
5.
6.
7.
8.
9.
New part, supplier, process or technology introduction
Existing part change / revision change
Tool, equipment or process modifications or changes (including sub-tier suppliers).
Source (supplier) change, location/facility move or acquisition (including sub-tier
suppliers).
Material, Process or Component change (including sub-tier suppliers) which is part
of the PCR process
Part rejection by Polaris
SCAR request
Quality alert
Quality audit
3.1.2 Part Qualification Request (PQR) Status
Full Part Qualification Approval is granted only if all defined qualification requirements
have been submitted and accepted without issue, and the submitted sample part has
passed a verification review/inspection by Polaris. Product may be shipped for
production after a PQR has been approved. At the discretion of the responsible quality
representative, a PQR may be fully approved if an approved DCR is submitted in
conjunction to the PQR. (Pending DCR detail and clarity).
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Conditional Part Qualification Approval may be granted in certain cases where the
majority of the requirements are satisfied but the part does not comply with certain
design requirements, and an approved Deviation or Drawing Change Request (DCR)
addressing the non-conformance(s) has been submitted with the Part Qualification
Package. The part qualification submission shall provide qualification data for both the
original part and the requested changes. Refer to the Request For Deviation or Request
For Drawing Change policy. The conditions set forth in the conditional approval shall be
met by the specified date and product may be shipped for production on a limited time
basis. If the supplier fails to meet the conditions by the specified date, the PQR will be
rejected and reject material orders (RMO’s) may be generated for nonconforming
product.
Rejected Part Qualification will be made when a submission does not meet
specifications. Suppliers are NOT permitted to ship product when a PQR has been
rejected. Corrections shall be made and a resubmittal of the PQR is required. Refer to
the Polaris Request For Deviation or Request For Drawing Change policy. Parts received
that do not meet the part qualification requirements may be rejected and scrapped or
returned to the supplier at their expense. Suppliers are expected to respond to a
rejected PQR as soon as possible (within 2 business days) to ensure scheduled delivery
of production parts are not affected by the rejection (resubmit for full or conditional
approval).
Final tooling invoice payments will not be made by Polaris until all part qualification
requirements are approved by notification of an approved PQR. Any cost associated
with the receipt of unqualified parts is the sole responsibility of the supplier.
3.2
Deviation Request
It is the supplier’s responsibility to make every effort to meet Polaris requirements prior to
submitting a Deviation Request. A copy of the approved deviation shall be printed and fixed to a
container until the deviation has expired or is no longer needed (i.e., new drawing release). All
approved deviations expire after 1 year, regardless of quantity. At that time, the supplier shall
request a new deviation if necessary.
A supplier shall never request a deviation to bypass the PQR system. Deviations can be used in
conjunction with a PQR approval or conditional approval but not as a substitute.
A Deviation Request is initiated to request a temporary deviation to a Polaris print, engineering
specification or quality standard that requires Polaris approval. Deviations will be approved only
for a temporary period of time and/or for a finite quantity of parts. The request for deviation
shall be accompanied by a robust corrective action and implementation date. All deviation
requests shall be submitted via the online Electronic Deviation System found on the supplier
portal. See Appendix E for a screenshot of the Electronic Deviation to reference the required
elements. For additional information, please reference the Electronic Deviations Manual.
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3.3
Drawing Change Request (DCR)
A Drawing Change Request (DCR) is initiated to request a permanent change to a Polaris print,
engineering specification or quality standard which requires Polaris approval. All drawing
change requests shall be submitted via the online Electronic Drawing Change Request System.
See Appendix F for a screenshot of the DCR to reference the required elements. For additional
information, please reference the Electronic DCR Manual.
A DCR may initiate a Part Qualification Request that shall be approved prior to approval of the
requested change. Delivered parts shall meet the original specifications until the requested
change is approved, unless a corresponding Deviation Request has been approved.
Suppliers are expected to make recommendations for changes to drawings or specifications
upon initial part quotation. Change requests shall be submitted and approved prior to the part
qualification submission.
3.4
Process Change Request
Polaris Industries, Inc. must control the products and services provided by our supply base based
on approved and validated products and processes. Polaris requires notification and right of
approval of any proposed changes BEFORE implementing such change. Notification is achieved
by completing and submitting, to the assigned Polaris Supplier Quality Engineer, a completed
Process/Product Change Request (PCR) spreadsheet.
In the event this procedure is not properly followed Polaris will take appropriate actions needed
to recover any costs associated with complications caused by unapproved changes to the
products and services provided by suppliers. This will include, but not limited to, scrap, rework,
production downtime, warranty, etc.
3.5
Reject Material Order (RMO)
Acceptance or rejection of purchased materials received by Polaris is based upon a
representative sample inspection conducted by Polaris Quality Assurance. Rejections will also
occur due to out of specification parts discovered during assembly or testing failures. Rejection
of purchased material is documented and communicated electronically via a Reject Material
Order (RMO). Polaris also encloses a copy of the completed RMO with any returned material. In
the event parts are not returned, an electronic version of the RMO form is forwarded to the
supplier.
After Suppliers are contacted, if time permits and quantity of parts allow, the supplier may
choose to travel to Polaris to perform the sort, or the supplier can arrange to send a
representative (3rd party) to perform the sort at Polaris at their expense. If Polaris personnel or
16 | P a g e
a 3rd party hired by Polaris conduct the sort, the charges for the sort are applied per the current
burden rate.
The material rejections that shall be reported to a supplier’s PPM performance are
nonconformities to an engineering drawing revision level, engineering specifications or any
additional requirements specified by the Purchase Order (Design Record). This would also
include approved deviations and DCRs associated with the same requirements as outlined
above.
In the event of incorrect labeling and incorrect quantities received, the supplier will be charged
with a one piece quantity in the RMO per occurrence. This consideration is for received goods
only, any mislabeled product put into the production stream will be charged against the supplier
including costs associated with the correction and an RMO against the actual quantity which
were found in production or built product. The intent of the RMO is for defective material.
Suppliers may challenge an RMO through Purchasing and/or the initiator. Upon a challenge, the
Quality group, supplier and Purchasing will review the RMO and decide if disposition or
quantities should change. Any costs incurred by Polaris by way of hours or fees paid to justify
the RMO will be charged against the supplier should the supplier be found liable. The time
limitation regarding supplier challenges is 60 days from date of notification.
Material rejections that result from Form, Fit or Function defects shall be evaluated against the
Purchase Order requirements (Design Record)
RMOs shall also be issued for delivery of production material without prior PQR approval and
material received which underwent an unapproved process change (PCR) which is also limited to
a quantity of one.
As a result of the rejected material, Polaris may define Part Qualification requirements via the
Polaris PQR system. The supplier shall follow all applicable guidelines of the PQR system for this
request and shall respond to all RMOs as soon as possible but no later than 24 hours from the
date/time of notification. If a response is not received within that period the material may be
shipped back to the supplier at supplier’s expense. RMOs issued may require a supplier
response to replenish stock, sort, rework and /or respond to a SCAR. All RMO notifications are
subject to Polaris Certification ID procedures.
MATERIAL REVIEW AND DISPOSITION CODES
00 – Inventory Adjustment: Parts and/or materials are sent to Polaris Industries under an
incorrect part number. Parts are correctly identified and inventory adjustments made.
Misidentified parts/materials may be sorted and returned to the supplier at supplier expense.
01 – UAI (Use As Is): Components are used in production without further rework or sorting
operations. A request for deviation shall be completed and approved for all UAI dispositions
prior to the parts being released to production.
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02 – RTV (Return to Vendor): Components are returned to the vendor without further
processing by Polaris Industries.
03 – Scrap at Vendor Expense: Components are scrapped at Polaris and the vendor is debited
for the cost of the components.
04 – Rework / Sort at Vendor Expense: Components are sorted and/or reworked at Polaris and
the vendor is debited for the cost of the sort / rework operation based on sorting cost
guidelines.
All disposition codes may affect the supplier’s Quality Performance Rating, expressed in parts
per million (PPM), if it is determined that the supplier is responsible for the non-conformance.
NON-CONFORMING PPM RATE
PPM = Parts Per Million = (Defective Parts Rejected/Number of Parts received)*1,000,000
A supplier's Quality Performance Rating is measured using a non-conforming Part per Million
(PPM) index based on a 12-month rolling calculation of total non-conforming parts counted
versus total parts received. The following, afore mentioned criteria and those found in Appendix
A (Rejection rules for RMOs) are used to tabulate "total non-conforming counted" based upon
the assigned disposition code.
Any material received on a released Polaris drawing is subject to RMO rules and procedures.
The following will be counted against a supplier's PPM
1. All non-conforming material received at Polaris Industries is subject to an RMO in
accordance with Appendix A
2. Non-conforming material received prior to a Polaris Deviation or DCR approval
(deviation approval after the occurrence will not affect the RMOs disposition)
The following will not be counted against a supplier's PPM:
1. Non-conforming parts that the supplier notifies prior to Polaris discovery, prior to
production use and removes without impacting the production schedule (either by sorting
at Polaris or replacing with certified conforming inventory).
2. Non-conforming parts shipped to Polaris with an approved deviation prior to shipment and
with copies of the deviation attached to all containers affected by the deviation.
3. Parts that are not fit for use but conform to Polaris Design Record.
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3.6
Polaris Certification ID
All shipments after an RMO notification MUST be certified and identified with the proper labels
Procedures for packaging and labeling are detailed in the Polaris Certification ID process.
Certified material per the Certification ID process shall be used for the next 5 shipments after
RMO notification unless otherwise requested by an authorized Polaris QA representative
(decision may involve shipments greater than or less than the default of 5 shipments)
Material received without Certification ID when required will be considered suspect material
and will be subject to sort and/or rejection
3.7
Supplier Corrective Action Report (SCAR)
Typically if Polaris creates two RMOs for the same part number within 30 days or based on the
severity of the discrepant material (impact to Polaris production) a response from the supplier
shall be requested which shall be clearly and adequately addressed in the Supplier Corrective
Action Report (SCAR).
In the event of a quality issue (reject material order or some other quality failure event), a SCAR
may be required. This requirement will be transmitted to the supplier through the PQR system
(see section 3.1) and it is the supplier’s responsibility to communicate the status of the SCAR
through this system. The Polaris SCAR form shall be used for all responses and shall be
submitted electronically to the responsible QE listed in the PQR. If available, the supplier may
attach their internal Corrective Action documentation to support their SCAR response. In all
cases the Polaris SCAR form must be submitted.
The 8D (Eight Disciplines) is a proven team oriented and structured problem solving
methodology commonly used in automotive industries but also very popular across different
industry branches worldwide.
This problem solving approach is used to identify, correct and eliminate recurrence of a quality
problem.
The 8D name is given because it is structured in eight disciplines, emphasizing team synergy. The
team as a whole is believed to be better and smarter than the quality sum of the individuals.
Upon receipt of a SCAR PQR, the supplier shall promptly respond with the flowing:
Interim Actions - ICA (sections 1a, 1b) within 2 business days of SCAR receipt: ICA, Interim
Corrective Actions, including containment actions detailing sorting, reworking, inspecting,
immediate corrective actions, and/or methods of certifying material within the supplier’s
facility, at the affected Polaris facilities, and parts in transit. Initial root cause discussions should
commence and be provided in the short term response to Polaris.
Long Term Corrective Action Response within 14 days of SCAR receipt (sections 2,3,4,5,6): The
formal corrective action response is intended to implement solutions that will prevent ANY
reoccurrences of the same or similar issues. Suppliers shall use problem solving methodologies
19 | P a g e
such as 8D, 5 Why, Fishbone or DMAIC when responding to an issue to ensure the risk of a
reoccurrence is eliminated.
Several excellent training programs including Effective Corrective Actions may be available
through the Polaris Supplier Training program.
SCAR Requirements Approval:
The SCAR shall have specific effective dates for all actions. TBD is not an acceptable response.
The SCAR form requires signatures of two authorized management representatives of the
supplier. If the form is to be submitted electronically the names may be typed in. SCARs
submitted without either signatures or typed names are not acceptable.
If supplemental items such as an updated Process Control Plan, Process FMEA, Cpk analysis
data, etc. are requested via the PQR or updated by the supplier, those documents shall be
submitted with the SCAR. SCARs submitted without the additional requested data are not
acceptable and will be rejected.
If a satisfactory response to the SCAR request is not received by the due date stated on the PQR
it will be assumed that adequate permanent corrective action has not been implemented by the
supplier. At that time the item may be placed on Quality Alert, and/or may be subject to
receiving inspection by Polaris at supplier expense.
3.8
Quality Alert
Quality Alert is an unfavorable status in which a part repeatedly demonstrates unacceptable
quality and/or shows indications of a quality issue. A supplier will be notified of a Quality Alert
via a Part Qualification Request forwarded to the supplier by Polaris Quality Assurance.
A part may be placed on Quality Alert for any quality issue and/or any of the following reasons:
1.
2.
3.
4.
Repeated rejections of the same part number over a six month period.
Rejection due to an out-of-tolerance condition on a Key Product Characteristic (KPC).
Parts showing high risk to assembly performance due to an identified non-conformance.
Warranty and/or identified field service issues.
When placed on Quality Alert, it is the Supplier’s responsibility to:
1. Inspect 100% of all parts placed on Quality Alert prior to shipment until the Quality Alert is
removed. This may include hiring a 3rd party inspection source to complete all inspections
within Polaris and the material stream.
2. Provide objective evidence of the inspection work completed with each shipment through
copies of actual inspection records and/or witness marking of each individual part.
3. Complete and affix a Polaris Certification ID to all containers holding a part number placed
on Quality Alert.
4. Resolve all quality-related issues for a part number placed on Quality Alert.
20 | P a g e
5. Satisfy the requirements of the Part Qualification Request to have the part removed from
Quality Alert.
6. Complete all of the requirements of the Corrective Action and obtain acceptance by Polaris
Quality Assurance in a timely manner.
Consequences for remaining on quality alert include: potentially losing the business of the
affected parts, potentially losing future business on similar parts/commodities, being removed
from the preferred supplier list, financial implications for sorting that is organized by Polaris, and
ultimately being in jeopardy of remaining a Polaris supplier.
Quality Alerts are requested through the PQR system
3.9
Recovery Fees
It is important to preserve productive working relationships with Polaris’ supplier partners while
ensuring justified expenses to Polaris are recovered. Reimbursement of the following expenses
may be requested from a supplier at the full rate shown or at a lesser rate (shared
responsibility) as determined by Polaris.












Accumulation of Reject Parts
Reject Labor for rework, sorting, screening
Vehicle Rework Fee for Loose Crate
Lost Production Labor-Down Time
Lost Production Capacity
Service Bulletin
Part Qualification Non-Compliance
Supplier Corrective Action Request (SCAR) Non-Compliance
Expedited Shipments / Extra Shipments
U.S. Customs Penalties
Repackaging or labeling
Un-Authorized Changes to process, part, material, tooling, etc. (See section 3.4 for PCR)
For details, please refer to the Business Practices section of the portal.
3.10 Pilot Order Requirements
Material ordered outside of the production control system on unreleased or WIP drawings shall be
exempt from normal quality processing controls such as PQR, PCR, PPAP, RMO, Deviation and DCR. Only
released drawings can be processed through PQR, PCR, PPAP, RMO, Deviation and DCR. For these
reasons Polaris engineering shall control the disposition of non-compliant material purchased outside of
the production system. Product ordered for engineering purposes are expected to conform to the
current unreleased drawing at the time of order.
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3.11 Corrosion and Material Safety Data Sheet (MSDS) Requirements
3.11.1 Corrosion
Unless otherwise defined in the design record Polaris will not accept product exhibiting
corroded features within 90 days FOB from Polaris suppliers. Corroded features such as rust
(oxidized ferrous material), white rust (actually aluminum oxide found on aluminum), or
degradation of ceramics or polymers is not allowed. Corrosion is the gradual destruction of
materials by chemical reaction with its environment (oxidation). Special causes contributing to
corrosion while under the control of Polaris will be reviewed on a case by case basis. Use of
corrosion inhibitors is subject to Polaris MSDS guidelines and pre-approval by the Polaris PAR
team.
3.11.2 MSDS Requirements
The first priority is the safety of Polaris employees. Along with safety, numerous Polaris
production processes rely on the ability to fully clean metal to remove oils, soils and
contaminants in the existing cleaning washers. Therefore, suppliers of incoming materials and
products are obligated to utilize chemicals that comply with general lubrication guidelines and
provide complete MSDS documentation as proof of that compliance. Approval of candidate
lubricants and all other chemicals shall be processed via a PQR requirement for an MSDS
submission.
4.0 First Article Inspection Report (FAIR)
FAIRs are used for engineering samples and to qualify tooling, but a FAIR cannot be used for a
PPAP. AS9102 is the Aerospace Standard for First Article Inspection Requirements and is used as
the primary method for inspection and testing of pre-production samples.
5.0 Production Part Approval Process (PPAP)
The Production Part Approval Process (PPAP) is a rigorous and structured process for part
qualification. PPAP is a method used for evaluating the complete manufacturing process which
was developed by the domestic auto industry as part of QS 9000 and TS16949. A PPAP package
is composed of several elements. These elements are tools that focus on the manufacturing
process and the prevention of defects. Five different levels of documentation and submission
requirements have been identified and standardized. All of them include a Part Submission
Warrant.
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The PPAP package, if requested, is a significant component of the Part Qualification Request
(PQR). A PPAP is typically required on a PRODUCTION PART for new part submissions and
implemented product change orders, but may be required in whole or in part for other
qualification events.
Elements of PPAP:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
Design Record
Engineering Change Documents
Customer Engineering Approval
Design FMEA
Process Flow Diagrams
Process FMEA
Control Plan
Measurement System Analysis Studies
Dimensional Results
Material, Performance Test Results
Initial Process Studies
Qualified Laboratory Documentation
Appearance Approval Report (AAR)
Sample Product
Master Sample
Checking Aids
Records of Compliance
Part Submission Warrant
PPAP Submission Levels:





Level 1: Warrant and AAR (if applicable)
Level 2: Warrant, sample, and limited data submitted (typically elements 1,2,3,9,10,12,13,14
& 18)
Level 3: Warrant, sample, and complete data submitted (typically elements
1,2,3,4,5,6,7,8,9,10,11,12,13,14,17 & 18)
Level 4: Warrant, sample, and other customer defined requirements (unless otherwise
specified the default elements for Level 4 are listed below)
Level 5: Warrant, sample, and complete supporting data reviewed at the supplier’s
manufacturing location
PPAP Level and requested elements are defined at the discretion of the Polaris Quality
Assurance representative
Unless otherwise specified, a Level 4 PPAP includes the following Elements:




1.
5.
6.
7.
Design Record
Process Flow Diagrams
Process FMEA (Failure Modes and Effects Analysis)
Control Plan
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







8. Measurement System Analysis Studies
9. Dimensional Results (Previously referred to as FAIR)
10. Material, Performance Test Results
11. Initial Process Study - Cpk
13. Appearance Approval Report (if applicable – for appearance items)
14. Sample Product
18. Part Submission Warrant (PSW)
MSDS
Additional Information:


All AIAG forms are acceptable (Polaris equivalent preferred). Use of the Polaris AAR form is
mandatory for all AAR submissions.
TS 16949 manuals and forms are available from AIAG (www.aiag.org)
Both the Polaris PPAP Manual and the AIAG Production Part Approval Process (PPAP) 4th Edition
manual should be used for detail information about PPAP submissions. Specific Polaris PPAP
requirements are defined in the Polaris PPAP Manual.
5.1
Supplemental Notes Regarding PPAP Elements
5.1.1 Element 1 – Design Record
The purpose of the design record is to document and provide a copy of the formal part print and
to provide any additional engineering records for reference. The design record (as a component
of the PPAP) may be the ballooned drawing.
5.1.2 Element 2 – Engineering Change Documents
No supplemental notes for this section, see Polaris PPAP manual for specific Polaris PPAP
requirements.
5.1.3 Element 3 – Customer Engineering Approval
No supplemental notes for this section, see Polaris PPAP manual for specific Polaris PPAP
requirements.
5.1.4 Element 4 – Design FMEA (DFMEA)
When the product design is the responsibility of the supplier, the suppler shall have created and
documented a Design FMEA (failure mode and effects analysis). The purpose of a DFMEA is to
identify all possible failure modes and the effects they would have on the end product or
24 | P a g e
customer. Subsequently, the necessary changes to minimize those effects should be
implemented and documented on the DFMEA.
Severity, Occurrence and Detection ratings (scales) shall be in accordance to the AIAG guidelines
for FMEA (4th edition). Any potential failure mode with a severity ranking of 9 or 10 shall be
addressed with a corrective action. Potential failure modes that rank in the top 15% in terms of
RPM should have corrective actions as well.
5.1.5 Element 5 – Process Flow Diagrams (PFD)
No supplemental notes for this section, see Polaris PPAP manual for specific Polaris PPAP
requirements.
5.1.6 Element 6 – Process FMEA (PFMEA)
No supplemental notes for this section, see Polaris PPAP manual for specific Polaris PPAP
requirements.
5.1.7 Element 7 – Process Control Plan (PCP)
The Process Control Plan is a comprehensive document that provides the details to ensure
delivered product is compliant with the design records, engineering specifications and quality
standards. The Process Control Plan does not take the place of operator or workplace
instructions but may refer to them and their use where appropriate.
Process Control Plans should exist for all part numbers. Multiple part numbers may utilize a
single Process Control Plan if all parts fall into a manufacturing "family" with a high degree of
similarity.
Polaris does not require a supplier to submit a standard Process Control Plan form; this allows
suppliers to utilize their own internal documentation system to provide this plan. The following
Polaris Process Control Plan, however, can be used in lieu of, or as a supplement to a supplier's
A submitted Process Control Plan shall include the following information:






Part Number and Revision Level
Part Description
Supplier Name and Plant
Polaris Supplier Number
Key Supplier Contact and Phone Number
Control Plan Date and Revision Level
A submitted Process Control Plan shall include the following minimum information for each Key
Product Characteristic (KPC) specified and Key Process Characteristic used by the supplier (and
25 | P a g e
should be used for all process steps). Supplier Key Product and Process Characteristics shall be
included.








Process Name/Operation Description
Product Characteristic
KPC Identifier
Product Specification
Measurement Technique
Sampling Plan
Control Method
Reaction Plan
5.1.8 Element 8 – Measurement System Analysis Studies (MSA)
A measurement system analysis is a mathematical method of determining how much the
variation within the measurement system contributes to the overall measured process
variability. An MSA is required for all KPC’s that require a capability analysis. Detail on the MSA
can be found in the AIAG manual. The suggested method to analyze the measurement system is
a Gage R&R study. Gage R&R required for PPAP submittal.
A Gage R&R (repeatability and reproducibility) study is used to understand how consistent the
gage’s measurements within a process are, regardless of the operator. Using total tolerance, the
percentage of R&R should strive to be less than 10%. Gages are considered marginal if between
10% and 30%. If greater than 10%, an explanation of why the gage is to be used shall be
included.
Every effort shall be made to include samples that represent the full range of process variation.
5.1.9 Element 9 –Dimensional Results
The dimensional results (previously referenced as FAIR – first article inspection report) are a
comprehensive inspection report of a production intent part(s). The measurements on this
report shall correlate with the ballooned drawing (from Element 1).
When a full part layout dimensional result is required, it shall include the measurement and
verification of all dimensions, engineering specifications and quality standards. Quality
standards are controlled documents with assigned issue numbers which can be obtained
through your Polaris Purchasing Agent.
When a “changes only” dimensional result is required, every change made to the drawing as
defined in the most current revision shall be analyzed. A ballooned print reflecting only those
changes shall also be submitted.
When a tool has multiple cavities, 1 sample from each cavity shall be measured.
26 | P a g e
Polaris does not require a supplier to submit a standard dimensional results form; this allows
suppliers to utilize their own internal documentation system to provide this report. The
following Polaris FAIR Form, however, can be used in lieu of, or as a supplement to a supplier's
form.
For positional tolerances, the basic dimensions used to determine the location must be listed on
the dimension results report.
IMPORTANT: The parts measured for the dimensional results should be the same part(s)
submitted as formal samples in Element 14. All print requirements shall be conforming to specs
prior to submission, or an approved deviations or DCR must accompany the submission.
A submitted dimensional result shall include the following information:












Supplier Name
Polaris Part Number
Revision Level
Part Name
Date Inspected
A listing of all measuring equipment used
A listing of each characteristic measured including:
 nominal dimension call out
 upper specification limit call out
 lower specification limit call out
 actual measurements taken with indication of pass/fail
A listing of all engineering material call outs with verification of actual materials used
Verification of any specific engineering test call out (i.e. hardness, surface finish, color, gloss,
etc.)
Name of inspector(s)
Submit the actual part(s) measured with the FAIR.
Attach a Sample Part Label to the outside of each container of sample FAIR parts shipped to
Polaris.
For any general profile note, not associated with a specific surface, or profile of all surfaces, or
profile “all over”, a point cloud analysis is required using the CAD model.
5.1.10 Element 10 – Material, Performance Test Results
No supplemental notes for this section see Polaris PPAP manual for specific Polaris PPAP
requirements.
5.1.11 Element 11 – Initial Process Studies
The initial process study is a is a multi-part statistical study of critical and significant dimensions
identified by Polaris to determine if the production processes are likely to yield products that
will consistently meet Polaris’ requirements.
27 | P a g e
The part drawing defines the critical and significant dimensions through the use of KPC’s and the
(diamond) symbol. All dimensions listed as KPC’s shall have a process study performed and have
a known Cpk Index that are tracked and maintained by the supplier. There are certain cases
where a non-KPC dimension requires a process study and that will be detailed in the Polaris PQR
System (such instances may include verification of a corrective action).
Key Inspection Characteristics (aka internal KPCs). – supplier should select at least 2 KICs to
submit with a level 3 or 4 submission.
A Process Capability (Cpk) Index is used to predict the future capability and is a measure of the
inherent process variation of a specific dimension, relative to an engineering specification,
expressed in terms of three standard deviations. A Cpk Index encompasses both process spread
(variation) and process centering, and can only be determined from a process verified to be
within statistical control.
Acceptable Cpk Index / Action if not met: 1.33 Cpk is the acceptable level for capability. All
KPC’s shall meet this level at a minimum. If the KPC does not meet a 1.33 Cpk, 100% inspection
shall be implemented in process until it has been proven that a 1.33 Cpk can be met and
sustained and approved by responsible PQR represented. This shall be documented on the
process control plan.
Ppk 1.67 for short term or initial qualification. Cpk – go back after 3 months and reevaluate.
Continual monitoring required.
Sample Size: The standard sample size for determination of a Cpk Index is 50 unless otherwise
specified. Samples drawn for statistical inferences as well as Cpk calculations are to be selected
from a consecutive based sampling plan unless otherwise specified.
Multiple Tooling/Multi-Cavity Tooling: A separate Cpk analysis may be required for each tool or
cavity used to produce the same part number. Polaris Quality Assurance will define
requirements via a Part Qualification Request. Cavity traceability is vital for monitoring quality
performance, and shall be considered with tooling design.
Special Notations: In some cases Cpk Index values are not applicable for the listed critical and
significant dimension; these situations are noted with an "N/A" in the corresponding supplier
response column. There may also be cases where a Cp value is more appropriate (ie. no lower
spec). Both cases shall be presented to and agreed upon by the Polaris Quality Assurance
representative.
Request for Drawing Change: As part of a Design Change Request (DCR) a 30 piece Cpk analysis
shall accompany the DCR submission if so requested by Polaris quality or engineering
representative. In such cases a minimum Cpk value of 1.33 will be required for the affected
change.
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5.1.12 Element 12 – Qualified Laboratory Documentation
No supplemental notes for this section see Polaris PPAP manual for specific Polaris PPAP
requirements.
5.1.13 Element 13 – Appearance Approval Report (AAR)
An appearance approval report shall be completed for each part (or series of parts) when
appearance requirements exist on the design record. Once the appearance meets the
requirements, a completed AAR and representative production part(s) shall be submitted –
Polaris AAR Form.
5.1.14 Element 14 – Sample Product
The sample part(s) submitted to Polaris should be from a production run and the same part that
was used for the dimensional results. The sample part shall have the Sample Part Label fixed to
the shipping container and part. It is to be shipped to Polaris free of charge and not against any
purchase orders. DO NOT SEND SAMPLE PARTS WITH INVENTORY/PRODUCTION SHIPMENTS.
Submit 1 sample part per cavity, mold or tool unless otherwise noted in the PQR. Contact the
responsible PQR representative with questions or concerns.
5.1.15 Element 15 – Master Sample
No supplemental notes for this section see Polaris PPAP manual for specific Polaris PPAP
requirements.
5.1.16 Element 16 – Checking Aids
No supplemental notes for this section see Polaris PPAP manual for specific Polaris PPAP
requirements.
5.1.17 Element 17 – Records of Compliance, Customer Specific
Requirements
No supplemental notes for this section see Polaris PPAP manual for specific Polaris PPAP
requirements.
5.1.18 Element 18 – Part Submission Warrant (PSW)
No supplemental notes for this section see Polaris PPAP manual for specific Polaris PPAP
requirements.
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Appendix A
Rejection Rules for RMOs
Example 1: A lot of material received contains 2,500 pieces. An issue is identified; the supplier is
notified and elects to sort the material at the point of receipt. 12 pieces are found to be defective and
are returned to the supplier as a material rejection (RMO). Only the 12 defective pieces found are
counted in the PPM calculation: (12/2,500)*1,000,000 = 4,800 PPM.
Example 2: A lot of material received contains 2,500 pieces. An issue is identified; the supplier is
notified and elects not to sort the material at the point of receipt. All pieces are returned to the supplier
as a material rejection. Investigation by the supplier provides evidence that only 12 of the returned
pieces are nonconforming. If the evidence provided indicates that only 12 pieces were nonconforming
the RMO will be adjusted and only the 12 defective pieces found are counted in the PPM calculation:
(12/2,500)*1,000,000 = 4,800 PPM.
Example 3: A lot of material received contains 2,500 pieces. An issue is identified; the supplier is
notified and elects not to sort the material at the point of receipt. All pieces are returned to the supplier
as a material rejection. Investigation by the supplier provides evidence that 100% of the returned
product is conforming. The supplier shall provide that evidence to the receiving facility for review. If
the evidence proves that an error was made by the receiving facility in the disposition of the rejected
material the receiving facility will change the Quality Indicator on the material rejection (RMO) to hold
the supplier harmless. No pieces returned are counted in the PPM calculation: (0/2,500)*1,000,000 = 0
PPM. If nonconformance is found in the returned material the Quality Indicator shall not be changed
and the full amount of the rejection shall be reflected in the PPM Calculation: (2,500/2,500)*1,000,000 =
1,000,000 PPM.
Example 4: A minor nonconformance (as determined by the receiving facility operations/quality
division) is identified after the receipt of material at the receiving facility. The supplier requests the
opportunity to perform minor rework and the receiving facility agrees to allow the supplier request and
provides adequate floor space for the supplier to complete the rework. No pieces are returned and
there is PPM counted towards the supplier’s performance. All nonconformance pieces received by
Polaris reworked or not, will be counted against the suppliers PPM: (2,500/2,500)*1,000,000 =
1,000,000 PPM.
The receiving facility must ensure the supplier has provided all documentation that provides the
adequate language holding Polaris Ind. harmless for any associated liability while their employees work
in our facilities.
Example 5: A minor nonconformance (as determined by the receiving facility operations/quality
division) is identified after the receipt of material at the receiving facility. For purposes of velocity
(production demand) Polaris choses to perform minor rework to bring the material into compliance
either directly or through a 3rd party. The material is further damaged by Polaris or the Polaris
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contracted 3rd party during the rework process. The parts shall be rejected to the 3rd party or rejected
internally to the division/section responsible for managing the rework not the supplier of the original
part.
Example 6: Supplier has shipped and facility has received part number 1234567 in accordance with a
scheduled release. The material is determined to be part number 1357891. Since part number 1357891
does not meet the design record of the part ordered (1234567) a quantity of one is rejected by way of
an RMO. The resulting PPM shall be charged to the supplier’s PPM performance per occurrence. This
consideration is for received goods only, any mislabeled product put into the production stream will be
charged against the supplier including costs associated with the correction and an RMO against the
actual quantity which were found in production or built product. The intent of the RMO is for defective
product. This transaction is completed even if the parts are subsequently received under their actual
part number.
Example 7: Corrosion has been identified as a nonconformance in a product stored in the warehouse as
it is delivered to the line. The intended storage life and conditions shall be checked and verified prior to
RMO disposition. If the material has been stored longer than the expected life of the corrosion
protection, resulting PPM charges shall not be charged to the supplier’s performance (90 days FOB from
Polaris suppliers). In all cases corrosion protection shall be adequate to provide a minimum of 90 days
FOB from date of shipment from supplier to Polaris (see 3.11.1).
Example 8: Damaged material is delivered to a receiving facility. It is determined that parts are no
longer in the original supplier provided packaging, have been repackaged or otherwise forwarded
absent of adequate packaging protection by a 3rd party. The damaged material shall be rejected to the
3rd party provider. If the purchase order needed to complete this rejection is not available the material
shall be rejected internally to the division/section responsible for managing the 3rd party provider.
Example 9: Polaris requires an expedited engineering change to a part number or a new part number
release. There has not been a PPAP submitted on the new change or part number and the supplier is
pressured to ship. Supplier does not receive PQR approval or PQR conditional approval prior to
shipment. Polaris requires one of the forms of PQR approval before the supplier may ship material. The
entire lot received is subject to an RMO resulting in PPM charges against the supplier.
Example 10: The packaging has failed in the delivery truck, the load is visibly damaged upon receipt.
The supplier has conformed to the documented packaging requirements. The owner of the packaging
design, specification or 3rd party repackaging, shall receive the charge to the PPM reporting. If the
trucking company damaged the load, a shipper damage claim or the equivalent documents shall be filed.
The appropriate parties shall handle the recover for damage. Suppliers will be held harmless for transit
damage which is outside their control such as transit forklift damage, falling off the truck, smashed
containers, etc. if the supplier complied with Polaris approved packaging.
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Appendix B
Quality Definitions / Partial Acronym List
Benchmarking– The concept of discovering what the best performance being achieved is,
whether in your company, by a competitor, or by an entirely different industry. Benchmarking is
an improvement tool whereby a company measures its performance or process against other
companies' best practices, determines how those companies achieved their performance levels,
and uses the information to improve its own performance. It is a continuous process whereby
an enterprise measures and compares all its functions, systems and practices against strong
competitors, identifying quality gaps in the organization and striving to achieve competitive
advantage locally and globally.
Containment - Immediate short-term supplier actions taken or planned to identify and
segregate defective product in order to eliminate further product impact to Polaris during the
cause and corrective action processes.
Continuous Improvement - Adopting new activities and eliminating those which are found to
add little or no value. The goal is to increase effectiveness by reducing inefficiencies,
frustrations, and waste (rework, time, effort, material, etc.).
Corrective action - The permanent, documented, systemic corrections to the failed processes
that will prevent a recurrence of the identified non-conformance, and ensure future defect
detection.
Cpk (Process Capability) Index - A numerical value that compares natural process variation
based on samples measured to the engineering specification, and expresses it in terms of three
standard deviations.
FMEA (Failure Modes and Effects Analysis) - A procedure and the tools that help to identify
every possible failure mode of a process or product, in order to determine its effect on other
sub-items and on the required function of the product or process. The FMEA is also used to rank
and prioritize the possible causes of failures as well as develop and implement preventative
actions, with responsible persons assigned to carry out these actions. Failure Modes and Effects
Analysis (FMEA) is a disciplined approach used to identify possible failures of a product or
service and then to determine the frequency and impact of the failure.
FAIR Sample - An actual part measured for the First Article Inspection Report. Shall be included
with the FAIR submission and tagged with a Sample Part Label when submitted.
Gage R & R (Repeatability & Reproducibility) - A statistical tool that measures the amount of
variation in the measurement system arising from the measurement device and the people
taking the measurement.
ICA – Interim Corrective Action to ensure all suspect product is quarantined and certified prior
to use by Polaris as soon as possible to minimize any production delays on the part of Polaris.
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In-Process Control - This is a statement of how the process is controlled during production (i.e.
SPC, go/no-go gauging, fail-safe fixturing/tooling, in-process sorting/screening).
ISO 9000 Series of Standards – A series of standards established in the 1980s by countries of
Western Europe as a basis for judging the adequacy of the quality control systems of companies.
Key Product Characteristic (KPC) - A special product characteristic for which a reasonably
anticipated variation could significantly affect a product's compliance to engineering standards
or quality standards.
MSA (Measurement System Analysis) - An experimental and mathematical method of
determining how much the variation within the measurement process contributes to overall
process variability.
Part - A comprehensive term used to describe any material, component, fabrication or assembly
used within a Polaris product.
Part Qualification Due Date - This date, defined in the PQR system, establishes when Polaris
expects to receive all requested qualification data.
Part Qualification Request - A request for a supplier to conduct a set of analysis to prove quality
compliance.
Part Qualification Requirements - The analysis required in order to satisfy a specific Part
Qualification Request.
PFMEA (Process Failure Modes and Effects Analysis) - A systemized group of activities intended
to: (a) recognize and evaluate the potential failure of a product/process and its effect, (b)
identify actions which could eliminate or reduce the occurrence, (c) document the process, (d)
track changes to a process which have been incorporated in order to avoid potential failures.
The PFMEA is a living document. It is better to take actions to eliminate or reduce the potential
causes than implement controls in process.
PPM Ratio - A measure of supplier performance based on total parts rejected divided by the
total parts received x 1,000,000.
Process Change - Any supplier method changes (i.e. process, tooling, material, location etc.)
potentially affecting any attributes and/or dimensions.
Process Control Plan - A written summary describing the systems used in minimizing process
and product variation.
Quality Alert - An unfavorable status applied to a part after the supplier repeatedly
demonstrates unacceptable quality or shows indications of a quality issue.
Quality Audit - An on-site verification activity based upon a sample used to determine the
effective implementation of a supplier’s documented quality system.
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Quality System - The organizational structure, responsibilities, procedures, processes and
resources required to achieve management’s goals or objectives.
Root Cause -The primary, proven reason(s) for the product defect(s), or defect detection
failure(s). The most basic reason(s) which, if eliminated, would prevent recurrence.
Root Cause Analysis - Study of original reason for non-conformance within a process. When the
root cause is removed or corrected, the non-conformance will be eliminated.
Run chart - A simple line chart that plots one characteristic over time. It is used to plot individual
observations and detect patterns in the data.
SPC (Statistical Process Control) - The application of statistical methods to identify and control
the special cause of variation in a process.
TS 16949 - An international standard replacing QS-9000. TS 16949 contain all of ISO 9000, QS9000, and many European standards. TS is much more process-oriented than QS or ISO. It
defines the business as a set of processes with inputs and outputs that need to be defined,
controlled, improved/optimized, etc.
X bar chart - A variables control chart that shows the subgroup averages. The subgroup size for
this chart shall be larger than one, and consistent.
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Appendix C
Sample/PPAP Label (Uncontrolled)
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Appendix D
Polaris SCAR/8D Form
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Appendix E
Electronic Deviation Form
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Appendix F
Electronic Design Change Request Form
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Appendix G
Process Change Request Form (Uncontrolled)
PROCESS/PRODUCT
CHANGE REQUEST (PCR)
POLARIS PART NO.
Supplier
SQE
Supplier #
QE
PCR #
PQR NUMBER
PART NAME
REV LEVEL
POLARIS ROUTING
DATE of REQUEST
Engineering:
REASON FOR CHANGE:
Service Parts:
Buyer:
ME:
DESCRIPTION OF CURRENT PROCESS, PRODUCT, or LOCATION CHANGE AFFECTED
Scheduler:
INCLUDE SERVICE PARTS IMPLICATIONS
SME:
CHANGE TYPE
PROCESS:
DESIGN:
MATERIAL:
LOCATION:
COST IMPACT
DESCRIPTION OF PROPOSED PROCESS, PRODUCT, or LOCATION CHANGE
Please include starting serial numbers if known
DESIGN FMEA UPDATED
YES
NO
CONTROL PLAN UPDATED
YES
NO
PROCESS FMEA UPDATED
VALIDATION OF CHANGE: (ATTACH BEFORE/AFTER DATA) if applicable
YES
NO
CAPABILITY (Cp/Cpk)
YES
YES
NO
DURABILITY OR DVP&R REQUIRED
NO
TIME LINES ASSOCIATED WITH CHANGE REQUEST
WORK INSTRUCTION UPDATED
YES
NO
ATTACH ALL DOCUMENTATION (INCLUDING DRAWINGS & PHOTOS), VALIDATION DATA AND UPDATED COPIES OF THE
CONTROL PLAN AND FEMA'S AS NECESSARY
COMPLETE UNSHADED AREAS AND SEND TO POLARIS SUPPLIER QUALITY ENGINEER FOR YOUR FACILITY
DISPOSITION
APPROVED:
BY:
REJECTED:
Effective Date:
Level 1
Submit
Retain
Warrant & AAR Only
Level 2
Warrant, Samples, Limited Documentation
Level 3
Full
Level 4
As Directed
Level 5
Review at Supplier
PPAP Submission requirements:
BY:
Reason:
1
2
PPAP not Required
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
Comments:
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Appendix H
Certification ID/Quality Alert Label (Uncontrolled)
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Appendix I
AIAG Publications
AIAG Reference Manuals
Advanced Product Quality Planning & Control Plan (APQP)
Potential Failure Modes and Effects Analysis (PFMEA)
Measurement System Analysis (MSA)
Statistical Process Control (SPC)
These publications will provide greater detail regarding
each subject
“Blue Books” (PPAP-4, APQP-2, SPC-3, FMEA-4, MSA-4, and TS Rules-3) which are
used by Polaris Industries can be purchased at:
www.aiag.org if you are an AIAG member or:
Plexus International
612-238-1214 (direct)
www.plexusintl.com
if you are not an AIAG member
(Identify yourself as part of Polaris)
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