“You can’t inspect quality into a product; it must be built in.” – W. Edwards Deming

Introduction

Before appearing for a competitive exam, we rigorously prepare through mock tests—replicating the real environment, writing for three hours with the same pen, and simulating every detail. The goal is to assess our readiness for the final day and identify key areas for improvement.

Content: PPAP: Production Part Approval Process

1. What is PPAP?
2. The key purpose of developing a PPAP
3. When the PPAP needs to be submitted
4. 5 levels of PPAP submission
5. 18 documents related to PPAP
6. Key challenges
7. Conclusion

Read More: bit.ly/APQP3rdedition2024 (APQP Overview)

Read More: https://bit.ly/APQPPhase1 (APQP Phase 1)

Objective

The key objective of PPAP (Production Part Approval Process) is to ensure that organisations can consistently manufacture parts that meet customer specifications. It verifies that design requirements are understood, the production process is capable, and quality standards are maintained before full-scale production begins, reducing risk and ensuring product reliability.

After reading the article, you will understand the meaning of PPAP, details about 18 documents, 5 levels of PPAP submission, reasons when PPAP needs to be submitted and key industry challenges.

Read More: https://bit.ly/APQPPhase2 (APQP Phase 2)

Read More: https://bit.ly/StatutoryRegulatory (Difference Between Statutory & Regulatory Requirements)

Definition: IATF 16949 Clause 3.1

APQP: product quality planning process that supports development of a product or service that will satisfy customer requirements; APQP serves as a guide in the development process and also a standard way to share results between organizations and their customers; APQP covers design robustness, design testing and specification compliance, production process design, quality inspection standards, process capability, production capacity, product packaging, product testing and operator training plan, among other items.

Control plan: a documented description of the systems and processes required for controlling the manufacturing of the product.

Read More: https://bit.ly/OpportunityCostTradeOff (Opportunity Cost & Trade-off)

Read More: https://bit.ly/APQP3rdPhase (APQP Phase 3)

Detailed Information

In the automotive industry, there are 5 key core tools (APQP, PPAP, SPC, MSA and FMEA), which are used during the new product development phase. All these core tools are interrelated with each other.

PPAP (Production Part Approval Process) is a standardised process in the automotive industry that verifies an organisation’s ability to consistently produce parts meeting customer specifications. It ensures design integrity, process capability, and quality control before full-scale production begins, thereby reducing risks of defects and improving supplier–customer confidence.

Read more: https://bit.ly/DifferenceCrandCSR (Difference Between Customer Requirement & Customer Specific Requirement)

Read More: https://bit.ly/PDCASDCA (Difference Between PDCA and SDCA)

PPAP Process Requirements

In the context of PPAP (Production Part Approval Process), a Significant Production Run refers to a trial manufacturing run that is conducted under normal production conditions to validate the process capability and consistency before full-scale production begins.

Key Characteristics of a Significant Production Run:

1. Quantity: Typically involves 300 consecutive parts (or as agreed with the customer) from 1 to 8 hours of a significant production run (except bulk material, where no specific number is required, but ensuring that it represents steady-state operation of the process).
2. Conditions: Must be produced using:
   • Regular production tools and gauges
   • Standard cycle times
   • Normal production personnel
   • Approved materials

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Key Purpose of PPAP

The key purpose of PPAP (Production Part Approval Process) 4th Edition, June 2006, is to ensure that a supplier can consistently meet the quality and production requirements of a customer before mass production begins. It is a core part of the Advanced Product Quality Planning (APQP) framework used in the automotive and manufacturing industries.

Here are the main objectives of PPAP 4th Edition:

1. Demonstrate that customers’ engineering design and specification requirements are understood and met.
2. Ensure the organisation’s manufacturing process is capable of producing parts that meet these requirements consistently.
3. Provide evidence of quality planning and risk mitigation.
4. Establish confidence in the organisation’s production process and quality controls.
5. To meet the customer-specific requirements (CSR) as specified in their manual.
6. Whether the Supplier to the organisation (next is Customer) is capable of meeting the engineering design and specification requirements?

For bulk material* manufacturers (Paints, Lubricants, adhesives, textiles, etc.), PPAP is not required unless specified by the authorised customer representative. Refer to Appendix F for more details.

*Bulk Material: used in large quantities, not individually packaged or labelled, not traceable by serial number and used in a process rather than as a standalone part

Read More: https://bit.ly/APQPPhase4 (APQP Phase 4)

5 Levels of PPAP Submission

The level of documentation required depends on the customer’s request and the risk involved.

Level	Description	Typical Use Case
Level 1 – Part Submission Warrant (PSW) only	Only the PSW is submitted to the customer. No supporting documentation unless specifically requested.	Used for low-risk parts or when agreed upon by the customer.
Level 2 – PSW with limited supporting data	PSW plus selected items such as product samples and limited documentation (e.g., dimensional results, material certifications).	Used for moderate-risk parts or when the customer wants a partial review.
Level 3 – PSW with complete supporting data	Most commonly used level. Includes PSW, all 18 PPAP elements (like DFMEA, PFMEA, Control Plan, PFC, etc.), and product samples.	Required for new parts, critical components, or significant changes.
Level 4 – PSW and other requirements as defined by the customer	Submission requirements are customised by the customer and may include specific documents or data sets.	Used when the customer has unique needs or internal processes.
Level 5 – PSW with full documentation and on-site review	All PPAP documentation is retained at the organisation’s location and available for customer on-site review.	Used for high-risk parts, new suppliers, or complex processes.

Read More: https://bit.ly/APQPPhase5  (APQP Phase 5)

When is PPAP submitted?

PPAP (Production Part Approval Process) is typically submitted at specific milestones in the supplier-customer relationship, especially in the automotive sector. Here’s when PPAP is submitted:

Event	Description
New Part or Product Introduction	When an organisation produces a part for the first time for a customer.
Engineering Design Change	Any change in design that affects fit, form, or function.
Tooling Change	New, modified, or relocated tooling (e.g., dies, moulds, machines).
Production Location Change	If manufacturing is moved to a new facility or line.
Change in Manufacturing Process	Significant changes in process steps, materials, or equipment.
Supplier Change	When a supplier or source of raw material changes.
Correction of a Discrepancy	If a part failed and is now being resubmitted after correction.
Customer Request	Sometimes, customers may request a PPAP submission even if none of the above changes occur, like a change in capacity

Read More: https://bit.ly/ControlPlan2024 (Control Plan 1st Edition 2024)

PPAP Submission Checklist

This checklist outlines the 18 required elements for a Production Part Approval Process submission as per AIAG 4th Edition.

Number	PPAP Element	Description
1	Design Records	Final drawing or CAD file approved by the customer.
2	Authorised Engineering Change Documents	Any changes from the original design, approved by the customer.
3	Customer Engineering Approval	Evidence of customer validation (if required).
4	Design Failure Mode and Effects Analysis (DFMEA)	Risk analysis of potential design failures.
5	Process Flow Diagram	Visual representation of the manufacturing process steps.
6	Process Failure Mode and Effects Analysis (PFMEA)	Risk analysis of potential process failures.
7	Control Plan	Document outlining how quality will be controlled at each step.
8	Measurement System Analysis (MSA)	Studies like Gauge R&R to validate measurement tools.
9	Dimensional Results	Actual measurements of sample parts vs. specifications.
10	Records of Material / Performance Tests	Test results proving material and performance compliance.
11	Initial Process Studies	Statistical evidence of process capability >1.67 (e.g., Cp, Cpk).
12	Qualified Laboratory Documentation	Accreditation certificates (ISO 17025, if external) of labs performing tests else laboratory scope or the internal lab.
13	Appearance Approval Report (AAR)	For parts with visual or aesthetic requirements (colour, grain, etc.).
14	Sample Production Parts	Physical samples are submitted to the customer.
15	Master Sample	A signed reference sample was retained for comparison.
16	Checking Aids	Measuring instruments, Tools or fixtures used for inspection, with calibration records.
17	Customer-Specific Requirements	Any additional documentation required by the customer.
18	Part Submission Warrant (PSW)	Summary document confirming all PPAP elements are complete.

Read More: https://bit.ly/OEECalculation (What is OEE?)

Customer PPAP Approval Status Levels

Approval Status	Definition	Supplier Action / Outcome
Full Approval	The customer has accepted all 18 PPAP elements with no issues.	Authorised for full production. Parts can be shipped without restrictions.
Conditional (Interim) Approval	Customer approval with minor non-conformities that do not affect form, fit, or function.	The organisation may ship limited production (Quantity or time). Corrective actions and documentation are required.
Rejection	Significant issues or missing elements identified; form, fit, or function may be compromised.	PPAP is not accepted. The organisation must address issues and resubmit the full PPAP package.

Read More: https://bit.ly/PESTLEANALYSIS (What is PESTLE?)

Conclusion:

PPAP (Production Part Approval Process) is a standardised quality assurance method used in the automotive and manufacturing industries. It ensures that suppliers can consistently produce parts that meet customer specifications. PPAP involves submitting 18 key documents, such as design records, control plans, and process capability studies, at critical milestones like new part introduction or design changes. These documents demonstrate that the supplier understands the requirements and that the production process is capable and stable.

PPAP helps build confidence between suppliers and customers, reduces risk, and ensures product quality before mass production begins. Approval levels range from full to conditional or rejection.

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Present Challenges:

• How often is the objective not to meet the customer requirements but to fulfil the requirement of 18 documents to start mass production?
• How often during the internal and external audit, the key objective is only to demonstrate the availability of 18 documents and not whether design intent has been met?

References:

APQP 3rd Edition March 2024

Control Plan 1^st Edition March 2024

PPAP: 4^th Edition, June 2006

IATF 16949

Ford PPAP requirements

Industry Experts

This is the 243^rd article of this Quality Management series. Every weekend, you will find useful information that will make your Management System journey Productive. Please share it with your colleagues too.

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