CASS_RTCASS_PBL_PSOW_APP_G_PQDR_INSTRUCTIONS.docx

INSTRUCTIONS FOR CUSTOMER

PRODUCT QUALITY DEFICIENCY REPORTS

PURPOSE

To establish a standard procedure for the evaluation of and response to hardware deficiencies described on a Customer Product Quality Deficiency Report (PQDR).

GENERAL

Product Quality Deficiency Reports shall be processed in accordance with the procedure specified herein.

DEFINITIONS

Closure - PQDRs may be considered closed when an investigation into the assignable cause has been completed, corrective actions to preclude recurrence of the deficiency have been initiated, credit and disposition information for the material have been provided, and exhibit disposition has been initiated. PQDRs may also be closed for lack of exhibit delivery from the government or for an invalid PQDR.

Information Only Report - A deficiency report sent to an activity as a copy furnished, “information only copy," or via a transmittal letter stating the report is furnished for information only. A written response to the sending activity is not required; however, local action may be required by the recipient, such as assuring corrective action, or verifying compliance.

Origination Point – An activity within each military component that finds a product quality deficiency and reports it to the designated military component screening point.

Product Quality Deficiency Report (PQDR) - The SF 368 form (generated by the user) or other approved format used to record and transmit product quality deficiency data.

PQDR Focal Point - The individual identified by the respective program or project, to receive, direct/coordinate and respond to all PQDRs issued to the program or project. The Program/Project Quality Engineer (PQE) shall be the focal point for corrective actions, including PQDRs on any Program/Project.

PQDR Log Book - A record or journal for entry of all activities, milestones, etc. that take place during the processing of a PQDR as kept by each program/project that receives PQDRs. The format is elective provided that the information is captured by date, and individuals involved. The logbook must be clearly identified for the program/project PQDRs. The Program/Project PQE will be responsible for the storage and maintenance of the logbook.

Quality Investigation - A comprehensive investigation conducted by Product Assurance (PA) to determine whether the reported unsatisfactory exhibit was repaired, manufactured, or tested in conformance with required specifications, standards, or contractual requirements, and that the applicable quality controls are adequate to ensure conformance. Corrective action will be initiated when inadequacies are identified.

Reworked Material - Material that has been overhauled, rebuilt, repaired, reworked, or modified by a military facility or commercial facility, and proven during actual system operation. Such material will be considered newly reworked until it has been again proven during actual system operation.

Screening Point – The designated QAR Activity within each military component that reviews the PQDR for proper categorization, validity, accuracy and transmits the PQDR to the proper DCMA QAR Action Point, maintains an audit trail for each PQDR and reviews closeout response from Action points.

PROCEDURE

A. The Defense Contract Management Agency (DCMA) Quality Assurance Representative (QAR) provides the Contractor’s PQDR Focal Point with the PQDR Report and a response due date upon receipt from the Navy QAR Screening Point (NAVAIR North Island). A Report Control Number is assigned to each PQDR by the Navy Originating Point in accordance with a prescribed format containing the originating point’s DoDAAC, calendar year, and sequential number. The PQDR Focal Point will record the PQDR information in a PQDR log. The PQDR Focal Point will coordinate with the Navy Fleet Support Team (FST) and Type Command (TYCOM) personnel to obtain amplifying/clarifying information on the reported discrepancy/failure as necessary.

B. The PQDR Focal Point will consult with the affected Program/Project Contract Administrator to conduct a review of the incoming PQDR paperwork and to make a determination regarding whether the PQDR is considered "new material" or newly "reworked material" and whether the hardware is covered by warranty. Should the review reveal that the hardware is "used" rather than new and not under warranty, the PQDR is considered invalid and a notice of deletion/rescission of the PQDR shall be sent to the DCMA QAR. The Program/Project PQDR focal point shall provide evidence in the PQDR response that the material met all acceptance criteria at the time of shipment.

C. The PQDR Focal Point will request the exhibit from Defense Logistics Agency (DLA)/DCMA Deficiency Report Program Manager if required for an investigation, and notify Receiving to hold the exhibit upon receipt. The PQDR Focal Point will send a request for status of the exhibit to the DCMA QAR approximately thirty days after the request for exhibit to obtain an expected date of receipt. The PQDR will be statused every thirty days thereafter or as required to achieve adequate visibility. It is also possible to respond to a PQDR without actually receiving the material(s).

D. The Navy origination point will forward the PQDR exhibit within 48 hours from date of PQDR origination to the subject Contractor Facility:

E. When material is shipped to the Contractor, the Government’s originating point will be requested to clearly mark the material as a "PQDR exhibit", and send it to the attention of the PQDR Focal Point.

1. Receiving Inspection will only open the "PQDR exhibit" in the presence of the PQDR Focal Point or designee and the DCMA QAR. The PQDR Focal Point or a designee shall document all abnormal observations found at Receiving Inspection. The purpose of this review is to assess the condition of the material as received (i.e., check packaging, verify correct exhibit was provided, proper Electrostatic Discharge protection, etc, correct PQDR Report Control Number (RCN) and Military Standard Requisition Procedure (MILSTRIP) number, etc.). The review will be completed promptly upon receipt.

2. The material will be positively identified by the Contractor’s Receiving Inspection personnel as government owned equipment in accordance with their government property procedure as a "PQDR exhibit". It will then be logged in as received material and stored in a secure location until the investigation begins.

F. The affected Contract Administrator will open a Customer Order Requisition Tracking System (CORT) input and Work Authorization for investigation of the material or complaint. If the PQDR covers material found to be under contract warranty, the Program/Project Financial Representative will open a contract authorization to fund the necessary efforts.

G. When the PQDR exhibit is received by the Contractor, the PQDR Focal Point or designee will determine if the material is an in-house built product or was obtained from a supplier.

H. If the material was not manufactured by the company, but rather obtained from a supplier, Product Assurance personnel shall coordinate the return of the material to the source for further evaluation and corrective action. If corrective action is warranted or a failure analysis is required, the Program/Project PQE will coordinate these actions through the Program Engineer and Supplier Quality Engineer (SQE) for the sub-contractor in order to assist in answering the PQDR.

I. The PQDR Focal Point will notify the area responsible for the investigation to initiate a Field Report Information record (FRI) to authorization to test and troubleshoot the material as coordinated with the affected Program/Project Engineer.

1. Subsequent inspection and tests performed on the material down to a level that either verifies the defect(s) or demonstrates that the material performs satisfactorily must be witnessed by DCMA. DCMA will notify the investigators as to when they are satisfied that a failure mode or cause has been determined. This notification will be logged as a milestone and will be included in the PQDR Response.

J. If at any time in this cycle, a determination is made that the material is defective because of sections J1 – J5 below, the deficiencies noted will be provided by the principal investigator (Engineering) and to the PQDR Focal Point for DCMA notification:

1. Unsatisfactory material condition / damage attributable to improper handling or deterioration during storage, use, user mis-application

2. Improper preservation, packaging, packing

3. Transportation-type discrepancies

4. Inadequate user maintenance

5. Physical damage or other cause outside the control or responsibility of the Contractor.

K. If at any time in this cycle, a No Fault Determination is made on the material, a Product Quality Deficiency Investigation Report will be prepared by Quality Engineering and submitted to the DCMA QAR for disposition.

L. The PQDR Focal Point will formulate a final/interim response to the PQDR to the Customer DCMA QAR within 30 days without exhibit or 30 days after receipt of requested exhibit.

If the investigation cannot be completed in the time requested by the customer, an interim response must be submitted to DCMA. The response shall explain the accomplishments of the investigation to date and identify incomplete tasks and their anticipated closure date. The affected Contractor Program Corrective Action Board Chairman will review all responses to PQDRs. The format shown in Attachment B is suggested.

M. The PQDR Focal Point or designee will submit the response to DCMA PQDR Focal Point and send copies to individuals involved in the evaluation/investigation/response as required.

N. Should the PQDR be closed due to a No Fault Found determination or due to induced material deficiencies as specified in sections J1 – J5 above, Fleet charges will be incurred for the PQDR MILSTRIP requisition under the terms of this Statement of Objectives.

Appendix G