Quality System Document No.

: GL-006-002
Requirements for Rev.: C
Page: 1 of 13
Suppliers
Document Class: Restricted Export Control: No

SL NO Distribution List

1 All GLODESI Employees

2 ALL SUPPLIERS

*DISCLAIMER*
This document is for the sole use of the intended recipient(s) and may contain confidential and privileged information. If you are
not the intended recipient(s), please return to the issuer and destroy all copies of the original document. Any unauthorized
review, use, disclosure, dissemination, forwarding, printing or copying of this document, and/or any action taken in reliance on
the contents of this document is strictly prohibited and may be unlawful. GLODESI accepts no liability for any damage caused by
use of this document.

03.10.2019 C Revised Sukesh Sampathu Amar Reddy

30.11.2017 B Update on Sl. No. 8,9,11,12 Sukesh Sampathu Amar Reddy

29.06.2016 A Initial release Ravi.B.H Venkatachalam Sethuraman

Date Revision Reason for change Prepared by Reviewed by Approved by

 Quality System Document No.: GL-006-002
Requirements for Rev.: C
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Suppliers

1. Scope
This procedure describes the minimum quality system requirements for suppliers.

2. Purpose
The purpose of this procedure is to provide for a uniform procedure and to define
responsibilities associated with the process. This document shall be provided to suppliers.

3. Responsibility
Overall responsibility: All suppliers.
All suppliers will be audited for implementation of these requirements as per the audit
plan. –
Responsibility: Head Quality, Glodesi and Head –SCM, Glodesi

4. Applicable Documents

Supplier assessment rating procedure:

5. Applicable Forms

Supplier Assessment form:

Supplier performance rating form:

Supplier Registration form:

6. Procedure

All suppliers must be certified to ISO9001/AS9100, apart from the certification, supplier

Should follow the requirements given in this procedure.

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Suppliers

1. Receiving Inspection
a. Verify with respect to requirements in Purchase Order
b. Test report / CoC (Certificate of Conformity) is required for each material
c. Chemical composition of material to be checked in labs, if manufacturer’s report
is not available. (Manufacturer’s report must be traceable to physical
identification on the material.) Third party labs used for checking the raw
material must be NABL approved.
d. Dimensional inspection if any (if they get partial manufactured parts from their
suppliers) must record the reading using check list.
e. Appropriate sampling used if necessary (which must be accordance with IS/Mil
standards) we prefer to have IS2500 with Level2 (general level).
f. If any special process is being done, then supplier to enclose special process
validation & standards to be mentioned for which the validation is done.

2. Storage and Identification

a. All material / components must have identification at all times; starting from
receiving till it is shipped and delivered to customer.
b. Whenever material is cut from stock it shall be ensured that material is not cut
from the identified end.
c. Route card/ Job card must carry the batch number of the material used.
d. All Shelf life items are to be stored in Environmental conditions mentioned in
drawing / specifications of the particular products.
e. During machining, last product to be identified always in each batch before
supply.
Route cards: must contain the details of machine used, Equipment used for
measurement, operator details (who has done the operations & inspection) &
Traceability of the material used i.e. heat number/ lot number / Serial number

3. Traceability
a. All material must have end to end forward and backward traceability.
b. Forward traceability:
The supplier must be able to establish beyond doubt that whatever material
received at the supplier’s stores was used in which all products and ultimately
shipped to which all customers.
c. Backward traceability:
Once the product is made and delivered to customer, on request, the supplier
must be able to establish which all material and processes were used in that
particular batch/ serial number of the product.
d. Serial number/ Batch number
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Suppliers

In order to maintain traceability it is mandatory that all product supplied to

GLODESI are either serial numbered or at least batch numbered.
A batch is the lot of production which is processed at the same time under the
same operating conditions.

4. Product Realisation
a. Review of requirements
Supplier shall put a process in place and fix responsibility to review the GLODESI
requirements as mentioned in Purchase Order and other quality requirements. All
requirements and all associated specifications must be thoroughly studied. These
requirements then shall become part of the Process plan and Quality Plan of the
supplier.
b. Process Plan and Control Plan
Control plan and process plan shall be made in such a way that no requirement of
GLODESI is person/ memory dependent.
Supplier shall submit Control plan to GLODESI for approval.
Control Plan: A control is a document which lists all the processes step by step and
identifies its specification / acceptance criteria, the reference method to be used
and its associated spec. reference, it also lists with what tool this will be performed
and with what measuring/ test equipments the output of the process will be
checked including the frequency of check and samples size, if applicable. It further
lists, in case the result is not found within the specs. What action shall be taken.
Process Plan: It is a document cum record. The process plan lists the process, step
by step, and has provision for sign off by Operator and QC inspector. It lists in-
process inspection at appropriate place.

c. In-process inspection
Supplier shall plan in-process inspection considering 1. All the processes, output of
which cannot be inspected at subsequent stages and 2. To make sure that non-
conformances are identified at critical phases of operation so that effect of non-
conformance does not affect delivery schedule and cost of the project.
In-process inspection steps shall be part of process plan and control plan.
GLODESI reserves the right to include mandatory inspection points at appropriate
stages, which will require supplier to inform GLODESI in advance of the impending
inspection point/s and hold the process for inspection, unless otherwise waived by
GLODESI in writing.
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Suppliers

d. Final Inspection and release

Final inspection shall be done as per pre-defined check list. This check list shall not
only contain the drawing dimension requirements but shall also contain
requirements in “notes” given in the drawings, surface roughness requirements
mentioned on the drawing and the material. It shall also cover requirements given in
the associated specs. and workmanship standards. It shall also contain any specific
requirements such as packing spec, and also labelling and shipping requirements.
A competent person, independent of mfg. team of the supplier shall review the final
product and its associated documents and ensure that all requirements have been
complied with before releasing the product for shipment. Release of product must
be signed off.
Traceability Requirements in Final inspection report to consists of,
Batch Number of the production / Serial number of the part.
Raw Material Traceability – Lot number/heat number/batch number etc..
Traceability for Anodising/Passivation/conversion coating – Heat number/Batch
number etc.
Documentation requirements
1) Final inspection report – Covering Critical dim & visual inspection as per Drg/QIP.
2) Raw Material Test report from Material supplier / 3rd party test report( Supplier
should be NABL Approved)
3) Salt spray test report for – Anodizing/Passivation/conversion coating(Test should
as per test plan provided by us)
4) Wet tape test report for conversion coating
5) Test report for any other test specified in the drawings
6) In process inspection report.( which should cover first piece & Periodic
inspection details)
7) Incoming inspection report for the raw material purchased.

e. Calibration
i. Master list: Supplier shall establish and maintain a master list of
instruments which need to be calibrated. The master list shall contain the
following information as a minimum:
1. Unique sl. No. of the instrument
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Suppliers

2. Description of the instrument

3. Make of the instrument
4. Location of the instrument
5. Least count and accuracy of the instrument
6. Name of the calibrating agency
7. Frequency of calibration
8. Date of Calibration
9. Due date of next calibration
10. Qualification of person / Master instrument traceability if
calibration done in house at supplier place.
ii. Frequency of Calibration
Supplier shall assign frequency of calibration for each instrument. The
calibration frequency shall be based on the frequency of use, environment
in which it is used and handling conditions of the instrument.
In between if any damage found to instruments calibration needs to be
done.
iii. Assign Responsibility
Supplier shall assign a person who is responsible for calibration activities,
this person shall also be responsible for making sure that concerned
persons are informed in advance of the due date of calibration and makes
sure that instruments are sent for calibration in time.
iv. Out of calibration condition
If during calibration or during any other activities it is found that a
particular instrument is out of calibration, then following must be done:
1. Quarantine the instrument.
2. Analyse whether products already supplied to customer can be
out of tolerance.
3. If the above is yes – then trace all the products which were
inspected/ produced using this instrument and send a re-call/
alert note to the customer.
4. Mutually agree with customer to provide replacement/ rework.
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Suppliers

f. Selection of IMTE
Supplier shall use an instrument for measurement / test which is in general 10 times
better accurate than the tolerance requirement. Supplier shall not use any
instrument which is less than five times better than tolerance requirements, unless
otherwise approved by GLODESI in writing.
g. Non-Conforming article Control
Non-conformance: A condition where in the observed values are not as per
specification/ requirements.
Once a non-conforming product is found at any stage of manufacturing, the article
shall be identified suitable and placed in a quarantine area until the disposition is
taken.
Authorised persons shall decide on the disposition of the product, suppliers are
permitted to take the following decision:
i. Rework to specification using standard rework method. (A standard re-
work method uses the processes as used in normal production of the
item.)
ii. Scrap
Suppliers, who are not design responsible, are not permitted to take – “Use As Is”
decision, they shall contact GLODESI for further instructions.
If Non-conformance identified by GLODESI after supply of material, the product
would be scrapped or rework disposition will be given which needs to be completed
immediately & supplied.

Quality Alert: If you find any defect of a particular lot after the parts has been
shipped to GLODESI, information to be communicated on immediate basis through a
quality alert & appropriate action plan needs to taken for sorting/rework/scraping of
defective parts, quarantine the material if any available at WIP/Stores or transit for
similar defects & take action.
Corrective Action
Supplier shall establish and maintain a system of performing root-cause analysis and
taking appropriate corrective actions to eliminate the root cause.
Records of root cause analysis and corrective action must be kept.
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h. Customer Complaint handling

GLODESI will formally inform the suppliers of any non-conforming condition
detected at GLODESI or at its customers.
Any customer complaint shall be dealt with utmost urgency and preliminary
response shall be provided within 24 hrs of receipt of the complaint. A formal
response identifying the root cause and corrective action plan shall be provided
within 10 days of receipt of the complaint. If it is not possible to respond within this
time, the supplier shall request GLODESI for extension of the date of formal
response with justification.
Verbal response is not acceptable.
i. Record Retention
Supplier shall retain all quality records for a period mutually agreed between
GLODESI and supplier. If it is not mutually mentioned it should be for minimum of 8
years from the date of acceptance of products from GLODESI. The method of
storage shall be appropriate and suitable with the storage period. The storage shall
provide for easy and fast retrieval of the records.
The following are part of quality records:
i. Purchase Order
ii. Incoming inspection records
iii. Material test certificates
iv. In-process and Final inspection records/FAI documents
v. Process records / Assembly records
vi. Inspection records
vii. CoC and test reports of Raw material / Components
viii. Deviation records
ix. Traceability records
K. Preventive maintenance of Machine.
Supplier shall maintain a master list of machines with proper identification on the
machines, each machine should have preventive maintenance plan covering
Daily/weekly/Monthly maintenance requirements with effective record control for the
same.
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L. Customer Property
Supplier shall maintain a list for the items provided by GLODESI example machine,
Equipment, material, documents & Drawings, if any damages or loss of these items must
be informed to Glodesi, if any changes in the drawing rev, supplier should return back
the old rev drawings & there master must be updated accordingly.
Periodic inspection to be carried out for customer supplied tools or samples etc.

M.First Article Inspection

Supplier shall plan & conduct the FAI samples, a minimum of 5 parts will produced &
checked for the 100% dim including Notes provided in the drawing, any testing such as
plating thickness, Salt spray test, Pencil hardness test, etc.. , GLODESI has the right to
participate in the FAI trail & a joint inspection, supplier should submit the FAI samples a
along with COC, Dim report, raw material test reports, plating thickness reports, Salt
spray test reports, process plan/Route card/ process control records & Traceability
records. GLODESI will verify FAI & parts for dim check etc.. & give an approval for the
further production.
N. Packaging Requirements;
Supplier should follow GLODESI packaging specifications, if specifications not available,
supplier should submit a plan for packaging, and Glodesi will review & approve the
packaging accordingly. Even after approval Supplier will have responsible to accept
product damage if any during transit from supplier place to GLODESI.

4.1 Special Process Controls

The suppliers shall follow below the instructions who is performing special processes
Like Heat treatment, Magnetic particle Inspection, Anodizing, Passivation, conversion
Coating, Epoxy primer and top coat etc.
1. Metallurgical and chemical processing shall be accomplished under controlled
Conditions by the supplier in accordance with exact work instructions.
Supplier can only process parts at customer approved sources only.

2. Processes, Equipment, and personnel shall be subjected to strict qualification and/or

Certification requirements and /or re-certification as conditions dictate.
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Suppliers

3. Metallurgical and chemical process verification shall be conducted by the supplier to

Ensure consistent compliance to engineering drawing and specification requirements.
4. Suppliers shall submit their CoC’s for every consignment to GLODESI.

5. Responsibility of Quality
Any inspection by GLODESI or its customers or its appointed inspection agency does not absolve
the supplier of responsibility of quality. Supplier shall take complete responsibility of any
quality issue aroused later.

6. Supplier Performance Rating

GLODESI has a system of rating performance of suppliers once in 6 months. The following
parameters are considered while arriving at performance rating
a. Quality of products supplied
b. On time delivery
c. Response time ,clarity in communication, document accuracy and initiative for
cost reduction
Suppliers with poor performance shall take corrective actions and provide written response
to GLODESI.

7. Right of Access

Supplier shall provide access to its premises where work related GLODESI products are
performed, to GLODESI and its customers and third party inspection/ audit agencies /
Statutory/ Regulatory with minimum of one day notice.

8. Right to conduct audit

Supplier shall permit audit by GLODESI or its customers or their appointed third party. GLODESI
undertakes to inform in advance of any such audits and conduct audit on mutually agreed date
and time.
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9. SUPPLIER RESPONSIBILITY TO AVOID COUNTERFIET PARTS.

All suppliers are required to take the following actions:

1. Implement and enforce a written Counterfeit Parts Prevention and Control Plan designed to preclude,
detect, and remove any counterfeit components/parts from all deliveries to GLODESI.

As an integral part of this plan, the supplier shall maintain a database of counterfeit components/parts
received and applicable source data.

2. GLODESI requires that suppliers review for counterfeit component/parts avoidance, detection,
migration and disposition, as best practice review and confirm internal procedures are appropriate and
effective.

3. Actively cooperate with GLODESI in the implementation of this policy to eliminate counterfeit
components from all products.

4. Ensure this policy and the expected actions are communicated to quality and business leaders
throughout your company and your suppliers and their sub-tiers.

10. USE OF NON-AUTHORIZED SUPPLIERS/DISTRIBUTORS/BROKERS

The use of Non-Authorized suppliers/Brokers/ distributor without express written consent by

GLODESI is hereby strictly prohibited. Should business reasons (obsolescence, cost, lead time,
customer commitments, etc.) dictate the use of such suppliers, the following process is
required:

1. Supplier shall notify in writing the Purchasing Representative at GLODESI of a requirement to

utilize a non-authorized source.

2. Supplier shall provide specific details regarding the suggested source, the known details on
component pedigree, date code, and use of this suggested verification/test plan for component
Verification.

2A. parts not available through a OCM, OEM or authorized distributors for such
OCM/OEM may be procured from a Broker without C of C only after GLODESI approval and
Component authenticity verification per Component Verification section And Testing/Analysis
Table.
Broker/distributor shall have an active counterfeit part detection program. GLODESI may
review relevant databases to evaluate broker’s history of supplying counterfeit components
prior to approval.
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Suppliers

Suppliers shall notify the appropriate GLODESI buyer to request Design activity for component
replacement or re-design.

3. Supplier shall provide all details in writing on a supplier request form document which
includes a customer sign off and approval section.

4. GLODESI shall review the supplier request and will either approve, reject, or return with
comments of requested changes including but not limited to additional or alternative
verification requirements.

Visual inspection, part marking inspection, and C of C inspection shall be included as critical
verification steps in all such instances.

5. Should GLODESI provide approval, the supplier shall provide Certification of Conformance,
verification documentation, and any test results promptly to GLODESI.

6. Supplier is not approved to deliver product(s) to GLODESI until signed approval is provided
and certification of conformance and test results are provided and confirmed to be compliant
to the details agreed upon in the approved supplier request form.

11. General conditions.

a. For Superseded, EOL (end of life), Obsolete parts (SEO), seller shall notify buyer with a
Written notice in advance of 3 months in addition to the lead time of the SEO parts. For EOL
parts seller to provide & ensure LTB (Last Time Buy) for GLODESI

b. Parts supplied shall be free of Foreign Object Debris (FOD). Follow the FOD prevention
Methods.

c. Supplier shall have process of counterfeit parts prevention and detection in their Supply
chain,

d. Supplier shall ensure the awareness among its employee on their contribution to Product or
service conformity

e. Supplier shall notify and get approval from Glodesi, on any change in the Approved process,
products, including change in their external supplier or location of Manufacturing.

f. Supplier shall ensure the awareness among its employee on the importance of ethical
Behaviors.
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g. Supplier shall ensure the awareness among its employee on the product safety Requirement
with in supplier organization and report if there is any product safety Concerns identified.

h. Ensure the Qualified work force with necessary training and competency.

i. Ensure the flow down of requirements to their sub supplier including customer Requirements.

j. Supplier should ensure that all material supplies are free of conflict minerals (i.e. raw materials from
conflict-affected and high-risk areas). Below mentioned information related to conflict material can be
used as guidelines, however supplier needs regularly verify international conventions, regulations in this
regard.

What Materials are involved in Conflict of Minerals,

• Tungsten
• Tantalum
• Tin
• Gold

From where it should not be bought

• Democratic Republic of Congo (DRC)
• Republic of Congo
• Angola
• Burundi
• Central African Republic
• Rwanda
• South Sudan
• Tanzania
• Uganda
• Zambia

k. Supplier should promptly ensure to resubmit the Quality management certification upon Renewal and
in case of certificate withdrawal same needs to be notified to Glodesi immediately.