Vendor Approval
1.0.
OBJECTIVE:
To provide the System and Guide line for
Selection, Evaluation and Development of Raw & Packaging suppliers in respect to
matching the Quality & Quantity requirement.
2.0.
SCOPE:
This procedure is applicable jointly to the Purchase
department as well as Quality Assurance department for evaluation and
development of Suppliers (Vendor) of Raw materials and Packaging materials.
3.0.
RESPONSIBILITY:
3.1.
Purchase Executive and
Purchase Head should be responsible to identify and suggest the suitable
Manufacturer (Vendor) for the Required Raw Material and Packaging Material.
3.2.
Purchase Head and QA Head shall be
accountable to evaluate and develop the vendors.
4.0.
PROCEDURE:
4.1.
Introduction :
4.1.1.
For consistency in product
quality as well as quantity, smooth flow of raw and packaging material with
uniform quality standard is required.
4.1.2.
The uniformity of quality
standard of final product as always depends on the uniformity of quality standard
of initial material.
4.1.3.
It is also important that the
vendor should also be evaluated for the capacity of supplying the quality as
per our requirement at the defined time.
4.1.4.
Evaluation of vendor should be
done on the base of above parameter and then be approving for the commercial
dealing.
4.2.
Purchase department will
identify the suitable manufacturer for the RM, PM requirement and will inform
to QA with all necessary details.
4.3.
Wherever possible, purchasing
should be from the manufacturer directly is to be preferred rather through
supplier or an agent.
4.3.1.
In case if material has to be
purchased from supplier or an agent, then the required additional controls must
be discussed and finalized with supplier who needs to follow the same.
4.3.2.
In such case confirmation must
be taken for matter such as ;
4.3.2.1.The original Manufacturer must be identified and traceable.
4.3.2.2.Material must be provided in its original pack / container.
4.3.2.3.In case if the supplier is pasting his own additional product detail
label, it should not be pasted over the manufacturer’s original label and it’s
detail should not be varies from the details mentioned on the original labels.
4.3.2.4.They have to provide material as a full pack and not a partly pack
container, i.e. it should be intact.
4.4.
Among the suggested vendor list
by purchase department, QC & QA department jointly decides the vendor for the
final approval on base studying the following parameters..
4.4.1.
Market reputation.
4.4.2.
Past history of vendor in
respect of quality.
4.4.3.
Other customer where the vendor
supplying the goods.
4.4.4.
Bearing Approval of Regulatory
/ Quality / System certification.
4.5.
QA / QC will provide the
following information to purchase ;
4.5.1.
Specification of materials.
4.5.2.
Quality norms for the materials
4.5.3.
General Precautions to be taken
care during transport of goods
4.5.4.
Details of special precautions
to be taken, if any.
4.5.5.
Details of documents (such as
COA, Stability data etc.) requirement of the product.
4.6.
On selecting the vendor on
above parameter and on receiving the information from QA/QC, the further
correspondence will be made by purchase department for ;
4.6.1.
Providing them our
specification quality norms required for
the respective material.
4.6.2.
Providing them the approx.
quantitative requirement.
4.6.3.
Details of Precautions during
transportation of goods.
4.6.4.
Details of special precautions
to be taken.
4.6.5.
Mode of delivery required.
4.6.6.
Providing the list of technical
and commercial document required.
Document required by us.
4.7.
On complying the all above condition
the order will be placed by purchase department and the first 3 Batches /
consigns will be critically observed by QC /QA.
4.8.
On satisfactory result of 1st
3 supply (of different batch no.) the vendor will be consider as “Approved
vendor” for future supply and the official copy of our specification (that
includes in-house specification if any) for the respective product will be
issued to vendor by purchase department.
4.9.
In case of Active Raw Material
vendor, visit for an audit of the manufacturing facility to be arranged
initially or afterward as earliest is desirable. The audit reports are to be recorded in Annexure-I. For Printed packaging material record the
audit report in Annexure-II.
4.10.
The vendor must be visited and
audited personally by the QA & purchase jointly in cases of any major OR
frequent incidence of quality related problem occurs. Incase if corrective /
preventive action taken by vendor found unsatisfactory and problem remained
continue in 2-3 futures supply then the vendor should be discontinued.
4.11.
A List of ‘Approved Vendor” is
to be prepared as per Annexure-III.
4.12.
For new vendor, send Annexure-IV
for vendor information and it shall be required to meet the same specification
as older vendors. They will also be required to supply appropriate samples
& documentation to quality control prior to acceptance as an approved
vendor.
Note: All the satisfying of commercial parameters such as Ability to
fulfillment of quantity requirement, Rates, Mode of transport, Delivery time
etc. is to be verified by purchase.
5.0.
ANNEXURE:
Annexure-I : Vendor Audit Report (Raw Material)
Annexure-II : Vendor Audit Report (Printed Packaging
Material)
Annexure-III : Approved Vendor List
Annexure-IV : Questionnaire for New Vendors
6.0.
REFERENCES:
Nil
7.0.
ABBREVIATION :
Abbreviation
used Full form of abbreviation used
QA Quality Assurance
RM Raw Material
PM Packing Material
QC Quality Control
COA Certificate of
Analysis
8.0.
DISTRIBUTED TO:
Quality Assurance
Warehouse
Quality Control
Manufacturing
9.0.
REVISION HISTORY:
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for the Modifications
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