The production part approval process, or PPAP, is a quality control and approval process in the manufacturing industry. Its purpose is to help ensure that parts can meet customer-specific requirements every time. However, it doesn’t just bolster your manufacturing process; it also creates vital documentation that acts as part of advanced product quality planning (APQP).

To get the most out of PPAP and meet every quality and customer requirement, it’s important to know what the requirements are. Our 2024 guide has it all — the what, why and when. Here’s what to know.

 

PPAP Process: The What

Originally developed by the Automotive Industry Action Group (AIAG), the PPAP process is now a core tool across industries, helping ensure that the production process creates parts that consistently meet customer requirements. PPAP unites elements of engineering design and product specification, providing proof that a supplier is capable of everything from communication to quality control. 

PPAP approval is mandated in some industries, but not all. It may also be requested per customer preferences. That’s why it’s important to be ready to fulfill PPAP requirements at any time.

The process includes 18 elements:

  • Design records: This is a part drawing, usually provided by the customer, where features must be ballooned to correspond with the inspection results or report.
  • Engineering change documentation: Only required if there’s a change, these documents show detailed descriptions.
  • Customer engineering approval: This is where customers approve a sample product or part.
  • Design failure mode and effects analysis (DFMEA): This element allows documentation of potential failures and causes.
  • Process flow diagrams: Here, you’ll note every step in the manufacturing process, from components to inspection.
  • Process failure mode and effects analysis (PFMEA): This element allows your team to predict potential failures and causes during the production process.
  • Control plan: In this stage, you’ll provide details on quality control, clarifying how you’ll check for and prevent predicted failures.
  • Measurement system analysis (MSA): This study conforms to customer standards including ISO or TS. It may include gauge repeatability and reproducibility (Gauge R&R).
  • Dimensional results: Here, you’ll list every dimension on the ballooned design records, including pass/fail results.
  • Material/performance test results: This summarizes the tests performed on the part and should include sign-off from both the customer and the supplier.
  • Initial process studies: These studies prove that the underlying processes are stable and reliable, generally including statistical process control (SPC) charts.
  • Qualified laboratory documentation: This is where you’ll include certifications from every lab that performed testing.
  • Appearance approval report (AAR): This verifies customer inspection and approval of all final product elements, including color and texture.
  • Sample product: /parts: Here, you’ll include sample production parts or final product. This may sometimes be a photograph.
  • Master sample: This is a sample that has sign-off from both customer and supplier, acting as a blueprint for processes going forward.
  • Checking aids: You’ll list all the tools production needs to use for inspecting, testing and measuring parts for assembly.
  • Records of compliance with customer-specific requirements: Here, customers list their requirements for clarity.
  • Part submission warrant (PSW): This is a summary of the PPAP report, specifying part information, revisions, pass/fail results and more.

Note that this information is compiled by several team members, primarily production members, and is customer-facing (not internal). However, that doesn’t mean all 18 elements are always submitted to the customer. 

There are five “submission levels” for PPAP. The PSW is always included, but additional information varies:

  • Level 1: PSW only.
  • Level 2: Add product samples and minimal data.
  • Level 3: Add product samples and complete data.
  • Level 4: The customer defines which requirements are included.
  • Level 5: Add product samples and complete supporting data with a review stage at your location.

Generally, PPAP Submission Level 3 is the standard.

 

PPAP Process: The Why and When

Every step on a PPAP checklist has a purpose, but the benefits go far beyond any single quality management system. Here’s a closer look at why and when you should perform PPAP:

The Why

Remember, PPAP is a requirement in some cases, which means gathering the necessary elements is part of your compliance and risk management responsibilities. However, there are plenty of other reasons to leverage PPAP.

For example, these reports help prove that you’re following customer instructions, communicating clearly and documenting properly — all characteristics that can help win trust and a competitive advantage. This is particularly important in a landscape where supplier shifts and supply chain issues can significantly impact overall quality. 

On top of that, PPAP helps streamline production processes, avoiding costly mistakes and failures that could delay schedules. This also makes it easier to begin mass production workflows without having to learn as you go.

Finally, PPAP provides insight into your efficiency, consistency and precision. It’s a good way to ensure you maintain quality even as parts of your environment change.

The When

PPAP is necessary in a variety of cases:

  1. You’re producing a new part for the first time.
  2. Tooling has been inactive for more than one year.
  3. Something has changed in your supplier relationship.
  4. You’ve changed your production process.
  5. The design, materials or functionality of a part have changed.

Additionally, a customer can request a PPAP report at any time. 

 

PPAP Process: The How

Although you may not need to submit all 18 elements and complete data every time you create a PPAP report, your teams still need to know how to complete each step. Your exact processes may differ, but these tips can help get you started:

#1: Check for Updates

PPAP requirements don’t change quickly, but there have been three previous editions of the PPAP manual created by AIAG. That means it’s smart to start by ensuring two things:

  1. There haven’t been any new requirements, rules or changes since you last updated your PPAP workflows.
  2. You’re using the latest version of your PPAP documentation and requirements checklist.

This tip can be expanded to include just about everything, including customer requirements, production processes, part specifications and more. The idea is to make sure you have the right information upfront — which, in turn, prevents work from having to be redone.

#2: Ensure Understanding

If you don’t perform PPAP frequently, your teams might not be overly comfortable with every step of the process. Ensure that they understand everything, including:

  • What each team’s role is.
  • What data must be collected.
  • What the 18 elements are and why each matters.
  • What a completed PPAP should look like.
  • Which elements are being provided to the customer.
  • How they should use PPAP findings going forward.

#3: Double-Check for Accuracy

Data accuracy is vital at every step of the PPAP workflow. Start by ensuring that your data capture processes are simple and effective, then review every point where manual entry or changes may be required. Just one typo could throw off your entire process.

#4: Communicate

If there are questions about data, elements, customer expectations or any step of the PPAP workflow, it’s important to ensure that the right people are involved. Get clarification as early as possible to prevent delays.

On top of that, ensure that any new information is updated or reflected in the PPAP documentation, particularly if it’s provided in the middle of the process. Don’t forget to flag with the wider team if there’s a significant shift. This helps keep team members from missing changes.

#5: Provide a Clean PPAP Package

When you give your PPAP documentation to your customer, make sure that everything is clean, accurate and easy to understand. The customer shouldn’t be able to see any internal discussion, correction or confusion. This doesn’t just make you look more professional and trustworthy; it also puts the focus on the right parts of PPAP and reduces the risk of delays.

#6: Automate Everywhere

Manual steps can create frustration, inefficiency and inaccuracy at any step of your PPAP workflow. Your goal should be to automate as much as possible. This frees up your teams to focus on higher-value tasks, like double-checking accuracy and putting PPAP findings to work. It also saves time and money on a process that can feel like “extra work” before being able to establish a steady rhythm for mass production.

#7: Make Improvements

Although many parts of PPAP are outlined and specific, there’s room to adapt certain steps to your own needs, production processes and workflows. For example, you’ll decide which submission level to use during the quoting stage — so it’s up to you how you’ll work with customers to decide on the right amount of information. 

Furthermore, you can use PPAP as a continuous improvement and learning tool; the DFMEA and PFMEA can even be drivers for new solutions like automation. This helps you:

  • Identify and resolve issues.
  • Encourage best practices.
  • Build trust with customers and suppliers.

 

Production Part Approval Process and More: All the Help You Need

PPAP is just one part of a much larger manufacturing ecosystem, but it’s important — particularly if you’re in an industry where this process is mandated. Either way, when a customer requests this kind of information, you know you need to balance a quick response with a robust workflow, and that can be a challenge in the fast-moving world of manufacturing.

Fortunately, we’re here to help. Get in touch today to see how we can make this and other documentation processes easier than ever.