PPAP is the approval a supplier needs before it may ship series parts to an automotive customer. It answers two questions: does the supplier understand every requirement of the drawing and the specifications, and can the production process make conforming parts consistently at the quoted rate? The rules come from the AIAG PPAP manual (4th edition) plus the customer’s own requirements, which always take precedence.
When a PPAP is required
| Situation | Example | What to do |
|---|---|---|
| New part or product | First production of a part number | Submission |
| Engineering change | Drawing, specification or material change | Submission |
| Tooling | New, additional, replaced or refurbished tooling | Submission |
| Tooling transfer | Tools moved to another plant or line | Submission |
| Production location | Parts made at an additional or new site | Submission |
| Sub-supplier or material source | New supplier of a component, material or service (e.g. heat treatment) | Submission |
| Process change | Change in method, process parameters or sequence | Submission |
| Tooling inactive | No production for 12 months or more | Submission |
| Correction of a discrepancy | Earlier submission had an error | Submission |
| Other changes | Changes that do not affect fit, form or function | Notify the customer; they decide |
When in doubt, notify the customer before the change and let them decide. Shipping changed parts without approval is one of the most serious supplier quality failures.
PPAP process flowchart
- Trigger and agreement. Confirm with the customer that a PPAP is needed, the submission level, the number of sample parts and every customer-specific requirement.
- Plan. Give each of the 18 elements an owner and a due date, working back from the PPAP date in the APQP plan.
- APQP outputs. Process flow, PFMEA and control plan must be complete and consistent before the production run.
- Gauges. Measurement system analysis for every gauge in the control plan, so the results can be trusted.
- Significant production run. Production site, tools, process, materials and operators, at rate, typically 1 to 8 hours and at least 300 consecutive parts.
- Results and package. Dimensional, material and performance results, capability studies, then the package and the signed PSW.
- Customer decision. Approved, interim approval or rejected. Only full or interim approval allows series shipments.
Submission levels
| Level | What goes to the customer |
|---|---|
| Level 1 | PSW only (and the appearance approval report where required) |
| Level 2 | PSW with product samples and limited supporting data |
| Level 3 | PSW with product samples and complete supporting data: the default |
| Level 4 | PSW and other requirements as defined by the customer |
| Level 5 | PSW with product samples and complete supporting data reviewed at the supplier’s manufacturing site |
The level only decides what is sent. Every applicable element must exist at every level; retained elements are kept at your site and shown on request.
The 18 PPAP elements by level
S submit to the customer and retain · R retain and make available · * as the customer specifies
| # | Element | L1 | L2 | L3 | L4 | L5 |
|---|---|---|---|---|---|---|
| 1 | Design records | R | S | S | * | R |
| 2 | Authorized engineering change documents | R | S | S | * | R |
| 3 | Customer engineering approval | R | R | S | * | R |
| 4 | Design FMEA | R | R | S | * | R |
| 5 | Process flow diagram | R | R | S | * | R |
| 6 | Process FMEA | R | R | S | * | R |
| 7 | Control plan | R | R | S | * | R |
| 8 | Measurement system analysis studies | R | R | S | * | R |
| 9 | Dimensional results | R | S | S | * | R |
| 10 | Material / performance test results | R | S | S | * | R |
| 11 | Initial process studies | R | R | S | * | R |
| 12 | Qualified laboratory documentation | R | S | S | * | R |
| 13 | Appearance approval report (AAR) | S | S | S | * | R |
| 14 | Sample production parts | R | S | S | * | R |
| 15 | Master sample | R | R | R | * | R |
| 16 | Checking aids | R | R | R | * | R |
| 17 | Customer-specific requirements records | R | R | S | * | R |
| 18 | Part Submission Warrant (PSW) | S | S | S | S | R |
What each element contains
- Design records: All released design records (drawings, CAD / math data, specifications) for the part and its components, marked with every characteristic numbered (ballooned).
- Authorized engineering change documents: Authorized engineering change documents for any change not yet included in the design record.
- Customer engineering approval: Evidence of customer engineering approval where the design record requires it (e.g. engineering trial runs, deviations).
- Design FMEA: Design FMEA when the supplier is design-responsible, using the AIAG-VDA method.
- Process flow diagram: Process flow diagram covering every step from receiving to shipping, including rework and nonconforming material.
- Process FMEA: Process FMEA for every operation, consistent with the flow diagram and the control plan.
- Control plan: Production control plan with all characteristics, controls, sample sizes, frequencies and reaction plans.
- Measurement system analysis studies: Measurement system analysis for every gauge and test equipment listed in the control plan (variable and attribute).
- Dimensional results: Dimensional results for every characteristic on the drawing, on the number of parts required by the customer (often 5 parts, each cavity and each process stream).
- Material / performance test results: Material, chemical, metallurgical and performance test results required by the design record and the control plan.
- Initial process studies: Initial process studies (Ppk) for special characteristics, from the significant production run.
- Qualified laboratory documentation: Scope and accreditation (e.g. ISO/IEC 17025) of the laboratories used for the tests.
- Appearance approval report (AAR): Appearance approval report for parts with appearance requirements (colour, grain, gloss).
- Sample production parts: Sample production parts as requested by the customer, from the significant production run.
- Master sample: Master sample kept by the supplier, signed off with the customer, for the life of the part.
- Checking aids: Part-specific checking aids (fixtures, templates, gauges) with their certification and MSA.
- Customer-specific requirements records: Records of compliance with all applicable customer-specific requirements.
- Part Submission Warrant (PSW): Part Submission Warrant summarising the submission, signed by an authorised person.
Acceptance criteria
| Check | Scope | Typical acceptance |
|---|---|---|
| Dimensional results | Every characteristic on the drawing, numbered (ballooned), on the parts the customer requests | All within tolerance |
| Material and performance tests | Chemical, mechanical, durability and functional tests from the design record or DVP&R | All requirements met, by a qualified lab |
| Initial process studies | Special characteristics, from the significant production run (≥ 25 subgroups / 100 values) | Ppk > 1.67 accepted; 1.33 to 1.67 after customer agreement; < 1.33 not accepted |
| Measurement system analysis | Every gauge and test listed in the control plan | Typically %GRR ≤ 10 %, 10 to 30 % with customer agreement; Cg, Cgk ≥ 1.33; kappa ≥ 0.75 |
| Appearance | Colour, gloss, grain, texture where the drawing requires it | Approved appearance approval report |
| Run at rate | Often required by the customer as part of the significant production run | Demonstrated capacity ≥ quoted rate |
Customer requirements override these values. Check capability with the Cpk calculator and gauges with the Gage R&R and type 1 study. More on Ppk: PPAP capability requirements.
Part Submission Warrant (PSW)
| Section | Content |
|---|---|
| Part information | Part name and number, drawing revision and date, engineering change level, weight, safety / regulatory items, IMDS |
| Organization and customer | Supplier name and site, customer, buyer / purchase order |
| Reason for submission | Initial submission, engineering change, tooling, correction, sub-supplier change, process change, additional location, other |
| Submission level | 1 to 5, as requested by the customer |
| Submission results | Dimensional, material / functional, appearance and statistical results: meet all requirements yes / no |
| Declaration | Signed by an authorized person: the samples are representative and made by a process that meets all PPAP requirements |
| Customer disposition | Approved, interim approval or rejected, with date and signature |
One PSW per part number unless the customer agrees otherwise. If any result does not meet the requirement, say so on the PSW and explain it; never tick “yes” to make the package look complete.
Customer approval
| Decision | Meaning | Next step |
|---|---|---|
| Approved | All requirements met | Start series shipments |
| Interim approval | Shipments allowed for a limited time or quantity | Close the actions and resubmit before it expires |
| Rejected | Requirements not met | Correct, update the affected elements, resubmit; no series shipments |
After approval
- Produce exactly as approved: follow the control plan and keep the PFMEA and work instructions current.
- Monitor special characteristics with SPC and keep Cpk at the agreed level.
- Check daily that the standard is followed, for example with layered process audits.
- Many customers require an annual layout inspection and functional verification of every part number.
- Any change to product, process, tooling, material, sub-supplier or location: notify the customer first and resubmit when required.
Why PPAPs get rejected
- Drawing revision on the PSW differs from the revision the parts were made to.
- Characteristics on the ballooned drawing missing in the dimensional results, or results only “OK” without measured values.
- Ppk from too few parts or from a run that was not with production tools, operators and rate.
- Control plan, PFMEA and process flow do not match each other or the shop floor.
- MSA missing for gauges named in the control plan, especially attribute (go / no-go and visual) checks.
- Customer-specific requirements not addressed (labels, packaging, run at rate, annual layout).
- A result that does not meet the requirement, with no explanation and no request for interim approval.
Create the PPAP online
All 18 elements, import of the FMEA, control plan, MSA and Ppk, what is missing for your level, and the complete PPAP with the PSW as one PDF. Free, no sign-up, data stays in your browser.
Open the PPAP tool →FAQ
What is PPAP?
The production part approval process (AIAG) is how an automotive supplier proves, before series delivery, that it understands all customer requirements and that its production process makes conforming parts at the quoted rate. The result is a package of up to 18 elements and a signed Part Submission Warrant (PSW).
Which PPAP level should I use?
The one your customer asks for. Level 3 is the default in the AIAG PPAP manual when nothing else is specified.
What is a significant production run?
The run that produces the PPAP parts: typically 1 to 8 hours of production with at least 300 consecutive parts, on the production site, with production tooling, gauges, process, materials and operators, unless the customer specifies otherwise.
What is an interim approval?
A limited approval for a defined time or quantity while a requirement is not yet met, for example Ppk below 1.67. The supplier must have an action plan and resubmit before the interim approval expires.
Is PPAP required by IATF 16949?
IATF 16949 (8.3.4.4) requires a product and manufacturing process approval process that conforms to the customer requirements. For most North American customers that is PPAP; German OEMs usually require VDA PPF instead.
Can I create the PPAP online for free?
Yes. The QM Bench PPAP tool covers all 18 elements, imports the FMEA, control plan, MSA and Ppk from the other tools, shows what is still missing for your level and generates the complete package with the PSW as one PDF.
Related
- PPAP vs VDA PPF for German customers
- What is APQP? and the APQP plan generator
- Run at rate calculator and control plan
- PPAP in the glossary