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Supplier Requirements Manual

1.0 Scope
2.0 Hutchinson Sealing Systems Quality Policy
3.0 Supplier Selection
4.0 Hutchinson Sealing Systems Supplier Survey & Quality System Assessment
5.0 Quality Certifications (ISO/TS)
6.0 Requests for Quote (RFQ)
7.0 Purchase Orders (PO) & Material Specification Sheets
8.0 Quality Submission Packages
    8.1 Prototype
    8.2 APQP (Advanced Product Quality Planning
    8.3 PPAP (Production Part Approval Process)
    8.4 Run at Rate
    8.5 Early Production Containment
9.0 Shipping Releases & Delivery Requirements
10.0 Product Protection, Identification & Traceability
11.0 Certifications to Regulations
12.0 Control of Customer Owned Product
13.0 Inspection & Product Monitoring
14.0 Material Certifications
15.0 Non-Conforming Material
16.0 Corrective Action Expectations
17.0 Controlled Shipping
18.0 Supplier Performance Tracking
19.0 Reference Documents
20.0 Reference Forms
Table of Revisions

1.0 Scope

The information and procedures contained in this manual must be followed by all suppliers to ensure the quality expectations of Hutchinson Sealing Systems and Hutchinson Autopartes Mexico Body Sealing Systems are clearly stated, understood and met by our supply base.

By providing this “Supplier Requirements Manual”, we expect conformance to all areas outlined. As we work to maintain our status as a world class manufacturing organization and continually strive for improvements, we recognize the importance of developing a cooperative and interactive relationship with our suppliers. Your cooperation in this endeavor is appreciated.

If there are any questions concerning this “Supplier Requirements Manual”, please contact your Hutchinson Sealing System’s Purchasing and/or Quality contact person.

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2.0 Hutchinson Sealing Systems Quality Policy

“Hutchinson Sealing Systems is committed to providing value to our customers through products and services that meet customer expectations. This will be accomplished through a continuous improvement process, which maximizes the effectiveness of human, technical, manufacturing, and financial resources.”

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3.0 Supplier Selection

The approval process begins when the Purchasing Department considers a new supplier for a new or existing product, service or material. Suppliers are evaluated and selected based on their ability to meet contract specification and their ability to meet Hutchinson’s Sealing System’s Supplier Quality Requirements. This will be done using the Acceptable Supplier Designation and Process Procedure [P10.P06.003]

Hutchinson Sealing Systems maintains an Acceptable Supplier Record (ASR). The record contains a listing of all acceptable suppliers from whom services, materials and customer owned tooling, that directly affect finish product quality, may be purchased and used.

A supplier may be removed from the ASR listing if performance history is unfavorable. Specific performance requirements will be explained later in section 18.0 of this manual.

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4.0 Hutchinson Sealing Systems Supplier Survey and Quality System Assessment

The first step to being considered an acceptable supplier and being placed on the Hutchinson Sealing System’s ASR list is to complete a supplier survey. These surveys are sent by the Quality Department to the supplier at the request of the Purchasing Department. The completed surveys are reviewed and approved by Quality and Purchasing.

For verification, quality system assessments may be conducted by one of the following methods:

Copy of quality certification (ISO9001:2008 or TS16949)
Successful completion of a Quality Survey
On-site audit by Hutchinson Sealing Systems Quality and/or Purchasing

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5.0 Quality Certifications (ISO9001:2008 or TS16949

All suppliers are responsible to send copies of renewed or updated quality certifications to the Hutchinson Sealing Systems Quality and/or Purchasing contact person.

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6.0 Requests for Quote (RFQ)

All Requests for Quotations (RFQ’s) will be sent from the Hutchinson Sealing Systems Purchasing Department.  Any questions should be directed to your Purchasing contact person.

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7.0 Purchase Orders (PO) and Material Specification Sheets

All purchases made by Hutchinson Sealing Systems Inc., are made through purchase orders or material releases issued under the terms of a blanket purchase order. No other communication is considered valid for the purpose of entering into a contract with a supplier of good and services.

Purchase orders (PO) for equipment, tooling, services and new or changed materials will be issued from Hutchinson Sealing System’s Purchasing department. Blanket purchase orders (PO) for direct material will be issued by the Purchasing Department, once the material has been approved for production with a PPAP status. Weekly planning and shipping releases will be provided to the supplier by Hutchinson’s Material Planning Group. (Section 9.0)

Purchase Orders will indicate the specific Hutchinson part number which directly relates to all applicable drawings, blueprints, math data and/or specifications.

Any questions on Purchase orders should be directed to the Purchasing and/or Material planning contact person.

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8.0 Quality Submission Packages

8.1 Prototype Submission Package

This applies to all suppliers providing prototype parts to Hutchinson Sealing Systems. All parts shall be in accordance with requirements set forth in this manual. The intent of the activity is to assemble and test production intent parts.

Parts are to be made to authorized drawings, and/or other engineering design records, using specified material(s). For deviation from engineering requirements, please contact your Hutchinson Supplier Quality contact for formal written authorization.

All suppliers are required to complete the following documents and submit to Hutchinson Quality Department by the agreed due date listed on the prototype Purchase Order.

  • Supplier Warrant for Prototype Parts  [Q10.F08.001]  
  • Design Records
  • Inspection Results
  • Material Certifications
  • Performance Test Results
8.1.1 Supplier Warrant for Prototype Parts [Q10.F08.001]
  • Shall be completed and signed by the authorized official of the supplier, who is responsible for the preparation and shipment of the prototype parts.
  • There shall be a separate warrant form for each part number.
  • No parts may be shipped to Hutchinson without a status given on a signed warrant. Status must be “Approved” or “Useable” with corrective action plan.
  • If the submission has been rejected, the supplier is not authorized to ship that part number into Hutchinson.
  • If prototype parts do not meet all specifications but are deemed useable; by the Hutchinson Engineering Coordinator, Design Engineer and the Quality Manager, a corrective action plan [Q10.F13.004] must be completed and signed by the above Hutchinson personnel. Plan must be submitted and approved prior to the parts due date and prior to any parts being shipped.

8.1.2 Design Records

  • Must be controlled drawings.
  • Marked drawing may be used to include any changes that have not been added to design records. If the drawing is marked for a change, it must be signed and dated by the Hutchinson Engineer.

8.1.3 Inspection Results

  • Complete characteristic inspection must be conducted on the first six (6) parts unless otherwise specified by Hutchinson Supplier Quality contact. These six (6) parts must be submitted to your Hutchinson Sealing Systems Supplier Quality contact with the submission paperwork.
  • All parts produced in excess of these six (6) parts mentioned above, the inspections must be recorded for any key product characteristic as defined on the design records and/or any requested inspections.
  • All characteristic measurements must be recorded on an inspection results sheet.
  • All parts must be numerically serialized and recorded on inspection sheet for the entire quantity ordered.

8.1.4 Material Certifications

  • The material certifications document is needed from the material producer that states manufacturing location, lot number, product number, product name, material specification, dates of test, and test data that shows compliance to the specifications shown for the material as referenced on design records.
  • Blanket statements of compliance will not be accepted.

8.1.5 Performance Testing

  • The performance testing is needed for all performance, material and functional requirements that are specified on the design records.
  • Test results must show specification used for testing. The actual Complete test results and dates of testing must be recorded.

8.1.6 Additional Prototype Requirements

  • All shipping containers must be clearly marked as per customer requirements.
  • When production material and processes are used for prototype parts the supplier should submit a PPAP package per Hutchinson Sealing Systems PPAP requirements.

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8.2 Advanced Product Quality Planning (APQP)

HSS requires all suppliers to utilize APQP practices. When a purchase order (PO) is issued to a supplier, for a new or changed product, we must have APQP information provided to Hutchinson by the supplier. All suppliers must complete the HSS APQP Checklist (Q10.F21.001) and submit to HSS’s Supplier Quality Contact within 15 business days of the PO issue date.

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8.3   Production Part Approval Process (PPAP) Submission Package

Please reference AIAG PPAP manual for instructions on submission procedures and filling out forms used from the AIAG manual. All Hutchinson Sealing Systems, Inc. specific forms will be explained within this manual.

PPAP is required for any new and/or changed product or process. PPAP package must be set-up using the HSS’s PPAP Checklist (Q10.F21.003). Any product that is used for Chrysler or Ford Motor must have annual lay outs and testing completed and submitted to Hutchinson Sealing Systems, Inc.

All PPAP submissions must be Level 3 Per AIAG Manual, unless otherwise communicated in writing by a Hutchinson Sealing Systems Representative.

Suppliers are not allowed to ship any product to Hutchinson Sealing Systems without a PPAP status.  Non-compliance of this requirement will result in a product rejection requiring the supplier to submit a written corrective action plan. Additionally, the supplier may be placed into a control shipping requirement for this type of rejection.

If a supplier is submitting a PPAP package that is not complete, you must contact your Hutchinson Sealing Systems Supplier Quality contact to determine what is needed. Incomplete PPAP packages must have a Hutchinson’s PPAP worksheet [Q10.F21.005]. This Hutchinson PPAP worksheet must be submitted 2 weeks prior to the PPAP due date and be signed by the following Hutchinson Representatives (Supplier Quality Contact, Plant Engineering Coordinator)

Supplier of “bulk materials” should follow PPAP requirements for bulk materials shown in the AIAG PPAP Manual.

PPAP submissions will be given a status within three (3) weeks from the date of submission.

PPAP statuses concerning shipment(s) of products are as follows:

Full approval is given to the PPAP. Meets all requirements and the supplier is authorized to ship production quantities to Hutchinson Sealing Systems.

Interim Approval:
Allows temporary shipment of product for a defined period. Reason for the interim / temporary status will be defined on the signed PPAP warrant. Supplier is responsible to provide written corrective action plan to achieve approval status

No product may be shipped to Hutchinson Sealing Systems. If any product is received with a rejected PPAP status, product will be rejected again, returned and the supplier may be placed into controlled shipping.

A PPAP Status from one HSS plant location does NOT apply to all HSS plant locations. Suppliers must submit PPAP submission packages to any and all HSS plant locations that their material is being shipped to. In the event that the final assembly manufacturing is transferred to a different HSS plant location, the supplier must submit a PPAP submission to that HSS plant location, upon request.

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8.4 Run at Rate

The purpose of the Run at Rate activity is to verify the supplier’s manufacturing process while operating under normal operating conditions is:

  • Capable of producing quality components as stated in PPAP.
  • Capable of meeting or exceeding the daily contracted capacity within one production day on a sustained basis.

Note: All elements of systems readiness may be reviewed to ensure that potential start of production problems are identified and addressed.

The scope of Run at Rate applies to all manufacturing and assembly processes contracted to Hutchinson Sealing Systems, Inc. to:

  • Produce new components
  • Increase existing capacity on previously contracted volume.
  • Tool and equipment moves to new manufacturing locations.

Note: The application of this procedure may be required for changes to existing processes where it is deemed that the capability and/or capacity may have been altered.

All Run at Rate documentation must be submitted to the HSS Quality Contact.

Type of Run at Rate: Hutchinson Sealing Systems Supplier Quality contact person will confirm in writing as early as possible to the supplier’s Quality Representative, the need to perform a “Customer Monitored” or “Supplier Monitored” Run at Rate. If you have not been contacted the default position will be “Supplier Monitored” Run at Rate.

Duration of Run at Rate will be sufficient to verify that the process can meet the contracted capacity. The default length of the Run at Rate will be equal to the daily contracted hours. However the authorized Hutchinson Sealing Systems Supplier Quality person contact may deviate from this default duration.

Timing of Run at Rate should be after the supplier has attained a PPAP submission status and no later then twelve (12) weeks prior to start of regular production.

For Customer Monitored Run at Rate, to ensure readiness BEFORE the actual Run at Rate is performed, the supplier will be required to conduct a practice Run at Rate.

Two (2) weeks prior to a Customer Monitored Run at Rate the following worksheets must be completed and submitted to Hutchinson Sealing Systems Supplier Quality contact person.

Q10.F02.002 - Process Plan Audit.                                  

Q10.F14.001 - Corrective Action Plan (if needed).  

Q10.F02.003 - Capacity Analysis Worksheet.                     

Q10.F02.004 - Plant Readiness Audit                    

All requests to change a scheduled Run at Rate date must be made in writing to Hutchinson Sealing System’s Quality contact, two (2) weeks prior to the originally scheduled date.

The supplier’s lead representative is responsible for ensuring that the Run at Rate is performed as detailed in this procedure and must be present during the entire Run at Rate duration.

Suppliers are required to ensure the reliability of their suppliers (sub-contractors). Written confirmation of contracted requirements as well as actual systems performance for quality, capacity and delivery must be provided to Hutchinson Sealing Systems, Inc. if requested during the Run at Rate.


Q10.F02.001   Run at Rate Summary
This will be used to indicate status of the Run at Rate.

Pass - Meets all requirements of Run at Rate

Pass Pending PPAP Status - Meets all requirements with the exception of full PPAP approval. (Example; pending testing results etc.)

Fail Pending PPAP Status - Does not meet requirements due to pending PPAP items.  (Example; incomplete production tooling/gauging.)

Fail – Does not meet requirements of Run at Rate (This indicates serious non-conformances exist and must be given significant actions by the supplier to correct).

Corrective Actions:

Should the Run at Rate result in a failed status, a corrective action and/or recovery plan must be submitted to Hutchinson Sealing Systems Supplier Quality contact person within a reasonable amount of time (days not weeks) following the completion of the Run at Rate. Upon full implementation of the corrective action and/or recovery plan, the Hutchinson Sealing System’s Supplier Quality contact person will determine the method of verification which may require an on-site review. Following this verification of the corrective action(s), the Run at Rate will be conducted again.

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8.5 Early Production Containment

Early production containment is to be used for all pre-production, production and service parts that require a PPAP and/or represent significant risk to Hutchinson Sealing Systems.

Early production containment requires a Pre-Launch Control Plan that is a significant enhancement to the Production Control Plan and raises the confidence level to ensure all products meet Hutchinson Sealing Systems requirements. The Pre-Launch Control Plan should take into consideration all known critical conditions of the parts as well as potential areas of concern that have been identified during Prototype and/or PPAP phases.

The purpose of early production containment is as follows:

  • Protect Hutchinson Sealing Systems from quality non-conformances during a critical period.
  • Ensure that any quality issues are quickly identified, contained and corrected at the supplier location.
  • Document control of the processes during start up, acceleration and after revisions to the processes.
  • Increase involvement of the supplier’s top management.

Suppliers Responsibility is listed out in the following details.

Validation process that contains the following elements:

  • Identify the staff person responsible for ensuring the development and implementation of the verification process.
  • Implement the early production containment plan with entry date, exit criteria and exit date as defined by Hutchinson Sealing Systems.
  • Establish containment stations which must be off line, separate and independent of the normal process and located at the end of the process.
  • Identify additional inspections, testing, and dimensional checks required at the containment stations based on Key Product Characteristics, high RPN’s and/or issues found during the Prototype phase and product process development phase.
  • Train personnel to the standardized work performed at containment station.
  • Establish a reaction plan for single defect.
  • Implement audit process of Pre-Launch Control Plan utilizing all levels of management.
  • Include subcontractors in the validation plan.

Development of the Pre-Launch Control Plan needs to consider the following:

  • Increased frequency/sample size as stated in the production control plan.
  • Verification of the effectiveness of error proofing.
  • Verification of packaging and label requirements.
  • Immediate implementation of containment and irreversible corrective action when a non-conformance is discovered within the containment station.

Document the Pre-Launch Control Plan using the Control Plan format referenced in the AIAG Advanced Product Quality Planning and Control Plan Reference Manual. The Pre-Launch Control Plan is in addition to the Production Control Plan and is not a substitute. Documentation should include the following:

  • Additional inspections, testing and dimensional checks required at the containment station.
  • Inspection work instructions for the containment station to insure standardized work.
  • Data collection showing evidence of execution and validation of the Pre-Launch Control Plan.
  • Document all problem solving actions for both internal and Hutchinson Sealing Systems quality concerns.

Duration of Early Production Containment will be as follows:

  • Implemented for a period of time or quantity of parts as specified by Hutchinson Sealing Systems.
  • Early Production Containment is mandatory for 100% of parts during the required period.
  • Based on performance which includes no issues identified by supplier or Hutchinson Sealing Systems request for reduction of 100% containment requirement may be made. Approval of this reduction must be made in writing from Hutchinson Sealing Systems.

Identification is as follows:

  • To indicate compliance with the Early Production Containment requirements, the supplier must attach to each shipping label a green circular sticker approximately 25mm diameter. Sticker must be signed and dated by management level person responsible for implementation of Early Production Containment requirements.

Exit Criteria is as follows:

  • Ship the required number of parts to Hutchinson Sealing Systems with no quality problems found at supplier location or at Hutchinson Sealing Systems.
  • Ship parts during time frame required with no quality problems found at supplier location or at Hutchinson Sealing Systems.
  • If a problem is identified during Early Production Containment the plan must remain in effect for a minimum of 2 weeks after implementation of corrective action or through the original period as required by Hutchinson Sealing Systems which ever is longer.
  • If Early Production Containment continues to identify non-conformances the Early Production Containment plan must be kept in place until process controls and capabilities have proven effective.

Failure to execute an Early Production Containment plan will result in placement of Controlled Shipping Level 2.

Shipment of non-conforming parts during the Early Production Containment plan will also result in placement of Controlled Shipping Level 2.

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9.0   Shipping Releases and Delivery Requirements

Hutchinson Sealing Systems Material Planning will provide the supplier with a material release schedule and/or a blanket Purchase Order (PO). This will be sent to suppliers by either email or fax. An acknowledgement of the release is required to confirm order quantity and delivery date.

Concerns regarding quantities and/or delivery due dates may be addressed with your Hutchinson Sealing Systems Material Planning contact person.

An Advanced Shipping Notice (ASN) is required to be faxed or email to the Hutchinson Sealing Systems Material Planning contact person when the shipment leaves the supplier’s facility.

The Hutchinson Sealing Systems Material Planning contact person defines actual delivery requirements. Hutchinson requires 100% on time delivery. If these delivery requirements can not be met the supplier must notify their Hutchinson Sealing Systems Material Planning contact person immediately to review the situation. We operate under the “Just in Time” philosophy which dictates orders be received on time and for the quantity requested. Late deliveries that result in additional freight expense shall become the responsibility of the supplier. Any charges involved with a late delivery will be the supplier responsibility.

Where applicable the Hutchinson Sealing Systems Material Planning contact person will provide documented release information to the supplier. Quantities scheduled beyond 30 days are forecasted quantities and are to be considered for planning purposes only. If there are any concern or questions regarding this forecast please contact your Hutchinson Sealing Systems Material Planning contact person immediately.

Delivery performance is tracked on a monthly basis and will be explained in this manual in Section 18.0 Supplier Performance Tracking.

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10.0  Product Protection, Identification and Traceability

The supplier is required to provide controls that will assure Hutchinson’s purchased materials are protected against damage, contamination and corrosion during manufacturing, storage and shipment. Where applicable, the supplier shall also include storage control provisions for products subject to limited shelf life. The supplier is responsible to follow FIFO (First In, First Out), when shipping material to HSS.

Hutchinson Sealing Systems requires that all materials and products are properly identified to ensure the material can be traced back to a manufacturing date and raw material used.

Each container or unit of material (coil, box, bag, etc.) must have a bar code label that will provide traceability to part number, manufacture date, quantity, and Purchase Order (PO) number. We must have two (2) bar code labels per container, one at each point of entry for fork truck movements. Coil stock type of material must have each coil/spool marked with a label containing part number, manufacture date, lot number, and description on each coil/spool.

Master bar code labels for each item number must be provided for each shipment to allow for bar code processing of receipts. Bar code labeling is critical to Hutchinson Sealing Systems as this is the means that we use for processing all receipts of materials.

Any specific traceability requirements that are greater than defined above will be specified on Material Specification Sheets and/or material drawings and/or APQP. Individual traceability and/or marking of component type materials will be shown on part design records/drawings.

Additionally, Supplier’s packing slips and invoices are required to contain Hutchinson part number and the respective Hutchinson purchase order number. Failure to comply may result in late payments and or rejected shipments.

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11.0 Certifications to Regulations

Suppliers are responsible for insuring that all materials and processes used in the manufacturing and sale of products to Hutchinson Sealing Systems are in compliance with all Federal, State and Local requirements regarding environmental, toxic and hazardous waste, mechanical, electrical and electromagnetic devices. This applies in the country of manufacture and sale.

If the products provided is affected by regulations such as the Federal Motor Vehicle Safety Standards published under Public Law, the supplier is required to certify compliance of the product with such stands prior to initial productions shipments and as required thereafter. The written certification with supporting test data shall be directed to Hutchinson’s receiving site’s Quality Department

MSDS (Material Safety Data Sheets) for raw materials and chemical must be sent to the Hutchinson’s receiving site. Please mail under separate cover to the site’s Quality Department on the initial shipment and with any subsequent revisions.

IMDS (International Material Data System) all suppliers must comply with reporting material/substance data to Hutchinson Sealing Systems, for all automotive materials used in the US and Europe.

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12.0 Control of Customer Owned Tooling

Any tools or equipment owned by Hutchinson Sealing Systems or owned by Hutchinson’s customers must be permanently and clearly marked with the owners name and the part number or with a similar method which provides traceability to the owner.

All tooling in the supplier possession must be maintained by the supplier to ensure a quality part. All tooling drawing(s) becomes the property of Hutchinson Sealing System’s after final payment is made.

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13.0 Inspection and product monitoring

The supplier shall provide and maintain written evidence of inspection and test instructions to supplement drawings and specifications. These instructions shall be kept current and available at all locations where they would be utilized.

Suppliers are required to use statistical methods for the control and continuing improvement of significant product/process characteristics. SPC files should be kept on file at the supplier location and made available to HSS upon request.
Hutchinson Sealing Systems Supplier Quality contact person will notify you of the labeling requirements when based on material rejections.

The supplier must permit Hutchinson Sealing Systems or Hutchinson’s customer access to the facilities where we can perform a source inspection or any other associated function that involves the assurance of contractual obligations.

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14.0 Material Certifications

The supplier is responsible to have documentation of conformance to all requirements on file for each lot/run of material. Hutchinson Sealing Systems may request the material analysis certifications at any time.

Hutchinson Sealing Systems supplier quality contact person will inform you of the need to provide material certifications with each lot/run of material.

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15.0 Non-Conforming Material

Hutchinson Sealing Systems acceptance criteria are ZERO defects. If non-conforming material is found, the supplier will be contacted by the Hutchinson Sealing Systems Supplier Quality contact person and/or Purchasing contact person.

Depending on the non-conformance, amount of acceptable inventory, daily Hutchinson Sealing Systems usage of material and available replacement material, the decision will be made what needs to be done.

If the non-conforming material can be either sorted and/or reworked, the supplier must provide someone to the Hutchinson Sealing Systems plant location within 24 hours. In the case, where we must have the product sorted or the rework done immediately, Hutchinson Sealing Systems will start this work and charge back all costs to the supplier.

If the non-conforming material can not be used, the supplier is responsible to immediately send replacement material. All cost will be the responsibility of the supplier, including any work stoppage due to non-conforming material at Hutchinson Sealing Systems and/or at our customer locations.

It is the supplier responsibility to contain all non-conforming material once contact had been made. If there is material in transit to a Hutchinson Sealing Systems plant location this must also be contained. If material is shipped to more then one Hutchinson Sealing Systems facility the supplier must notify the other Hutchinson Sealing Systems plant locations of the non-conformance. 

Request for written corrective action plans will be made when non-conforming material is found. Hutchinson Sealing Systems corrective action requirements are listed in Section 16.0 of this manual.

Whatever the situation with the non-conforming material is, communication and feedback to the Hutchinson Sealing Systems plant location(s) are vital. Failure to communicate and respond may results in the supplier being placed into Controlled Shipping (Section 17.0).

In the event it becomes necessary to return or scrap non-conforming material the supplier will be requested to provide authorization in writing. A Return Material Authorization (RMA) number will be requested by Hutchinson Sealing Systems Supplier Quality contact person or Material Planning contact person. Response to this request for an RMA is required within 72 hours or the non-conforming material will be sent back to the supplier at their cost.

A debit invoice will be issued for material and any labor cost due to the non-conformance. All non-conforming material returned, scrapped or reworked will be assessed a $100.00 administrative fee. Hutchinson Sealing Systems Accounts Payable department will debit the amount from the next scheduled payment.

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16.0 Corrective Action Expectations

The supplier must initiate written corrective action for any and all non-conforming material found at Hutchinson Sealing Systems. All written corrective action plans must be sent to the Supplier Quality contact person.

The supplier must submit an initial written corrective action plan within 24 hours of being contacted about non-conforming material being found at Hutchinson Sealing Systems. The final written corrective action plan must be submitted with 15 calendar days.

The supplier may use any corrective action plan type format; however the format used must include the following:

  • Supplier name
  • Date
  • Description of the non-conformance
  • Containment actions with identification plan for certified material
  • Root Cause
  • Short term interim actions with responsible person and estimated completion dates
  • Long term permanent actions with responsible person and estimated completion dates
  • Verification of permanent actions
  • Sign off of completed plan
  • Preventive actions to address the systemic causes

The supplier is required to submit copies of the written corrective action plan for each update. If final corrective actions can not be completed with 15 calendar days the Hutchinson Sealing System’s Supplier Quality contact person must be given an updated written corrective action plan with estimated completion dates.

If permanent corrective actions alter anything within the actual process the supplier must update any and all quality documentation (flow chart, control plan, process FMEA, etc.) and submit these to the Hutchinson Sealing Systems Supplier Quality contact person with the final written corrective action plan. If the process changes are significant, a new PPAP (Section 8.2) may be required, as directed by the Hutchinson Sealing Systems Supplier Quality contact person.

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17.0 Controlled Shipping (Level I and Level II)

Level I Controlled Shipping:
Inspection process is enacted by the supplier employees at the supplier location in order to isolate Hutchinson Sealing Systems from receipt of nonconforming product.

Level II Controlled Shipping:
Includes same processes as Level I with an added inspection process that is completed by an impartial third party, paid for by the supplier.

Modifications to these levels may be made at Hutchinson’s discretion.

Determination of need for Level I or Level II Controlled Shipping

Hutchinson Sealing Systems makes the determination whether the supplier can effectively correct the nonconforming product situation and isolate Hutchinson from the problem. One or several of the following items may be considered for implementation of controlled shipping.

  1. Repeat nonconforming product.
  2. Duration and/or severity of the problem.
  3. Incapable processes.
  4. Quality problem in the field.
  5. Inadequate containment and/or resolution of non-conformances.

Based on consideration of the above characteristic, Hutchinson will make the decision whether Level I or Level II is appropriate. Level II situations are generally characterized as situations where the suppliers past actions have proven ineffective.

Level I Controlled Shipping Process

Hutchinson Sealing System’s Supplier Quality contact person or Purchasing contact person will notify the supplier by calling the appropriate Supplier Quality contact. This verbal contact is the official notification to the supplier of controlled shipping status, which will be followed by a written confirmation letter. Written communication will consist of a standard letter being faxed to supplier’s quality contact. A confirmation reply letter will also be faxed. The supplier must complete this reply letter and fax back to Hutchinson with 24 hours.

The supplier is required to:

  1. Immediately establish a separate containment activity area.
  2. Commence the sort activities and display the results.
  3. Track breakpoints of nonconforming product.
  4. Conduct daily management meeting to review sort results and ensure that corrective actions taken are effective, or plan required change.
  5. Communicate results of sort activities to Hutchinson in a format and with a frequency agreed to.
  6. Meet the defined exit criteria.
  7. Request exit from controlled shipping and provides supporting documentation on performance to the appropriate Hutchinson contact.

Hutchinson Sealing Systems evaluates if exit criteria has been met and communicates in writing to the supplier removal from controlled shipping status.                

Level II Controlled Shipping Process

Hutchinson Sealing Systems Supplier Quality contact person or Purchasing contact person notifies the supplier by calling the appropriate Quality contact of the supplying location. This is official notification of controlled shipping status. Followed by written communication to confirm controlled shipping status.

Written communication will consist of a standard letter being faxed to suppliers quality contact. A confirmation reply letter will also be faxed. The supplier must complete this reply letter and fax back to Hutchinson with 24 hours.

The supplier is required to:
  1. Continue Level I requirements.
  2. Use a third party to re-inspect product.
  3. Provides proper instruction to perform re-inspect activity to third party.
  4. Provides written containment plans to Hutchinson.
  5. Provides written corrective action plan to Hutchinson.
  6. Communicates results from third party re-inspection to Hutchinson.

Hutchinson Sealing Systems is required to:

  1. Review, verify and approve the containment plan.
  2. Review, verify and approve the corrective action plan.
  3. Define the exit criteria.
  4. Drives resolution of all issues.

Exit Criteria

Exit criteria are listed below and must be provided to Hutchinson when requesting removal from controlled shipping.

  1. Include clear and measurable elements
  2. Be specific and relevant to the nonconformance issues to be addressed.
  3. Required documentation to demonstrate corrective actions taken are permanent.
  4. Twenty (20) working days of data from the containment activity and a summary, which verifies that the normal production controls are effective for controlling the discrepancies identified in the controlled shipping activity.
  5. Documentation showing the root cause was identified and verified.
  6. Documentation indicating corrective action was implemented and validated.
  7. Copies of all documentation revised as required (flow charts, control plans, FMEA’s, operator’s instructions, etc.)
Removal from ControlledShipping Status

Hutchinson Sealing Systems evaluates if the exit criteria have been met. Hutchinson communicates in writing that the supplier is no longer considered on controlled shipping status, and then controlled shipping activities can cease.

Suppliers cannot be removed from the controlled shipping status or cease the controlled shipping activities without written documentation from Hutchinson that authorizes the removal.

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18.0 Supplier Performance Tracking

Hutchinson Sealing Systems evaluates supplier performance monthly on the following:

Parts Per Million (PPM)
Delivery Ratings

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19.0 Reference Documents

P10.P06.003   Acceptable Supplier Designation and Process

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20.0 Reference Forms

Q10.F08.001:   Supplier Warrant for Prototype Parts
Q10.F13.004:   Corrective Action Plan Prototype Parts
Q10.F21.001:   New/Changed Product APQP Checklist
Q10.F21.003:   PPAP Checklist
Q10.F21.005:   PPAP Worksheet
Q10.F02.001:   Supplier Run at Rate Summary
Q10.F02.002:   Supplier Run at Rate Process Plan Audit
Q10.F14.001:   Supplier Run at Rate Corrective Action Plan
Q10.F02.003:   Supplier Run at Rate Capacity Analysis Worksheet
Q10.F02.004:   Supplier Run at Rate Plant Readiness Audit

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Summary of Revision
Revised By
Date of
Sections Revised
or Added
Rev. 0
Initial issue.

Rev. 1
Changed cover sheet and
added 2.0 and revised
3.0, 4.0, 6.0, and 7.0

Cover sheet, 2.0, 3.0,
4.0, 6.0 and 7.0.
Rev. 2
Added 11.0 and 12.0,
added to the “In the event”
paragraph of 6.0, added
proc. # to 2.0 and replaced
last paragraph in 9.0.
Index, 2.0, 6.0, 9.0,
11.0 and 12.0.
Rev. 3
Addition and renumber

Rev. 4
All sections revised / Total
Rev. 5
Logo updated; Attachments
changed to controlled
documents; Added
description of PPAP
statuses; Corrective action
time frame clarified for run
at rate; Monthly summary
report removed;
Jamie Zywicki
Steve O’Brien
Carol Provecal
Nancy Clark


8.3, 8.4

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