Approving and releasing a product, or a part is essential before serial production. In order to assure that the requirements are fulfilled, the Automotive Industry Action Group (AIAG) has developed and initiated a process, the so called Production Part Approval Process, or PPAP as it is referred to in the automotive supply chain. After its first release in 1993, PPAP is still a generally used process in the automotive industry, actually having its 4th edition, which was released in 2006.

The purpose of PPAP is not only a documented part release process, but also to improve the automotive supply chain. By signing the documentation, the supplier provides written evidence, that the customer requirements are understood and kept, and the customer signs off the PPAP upon product release.

PPAP improves customer satisfaction, by the following aspects:

PPAP is a major element of the Advanced Product Quality Planning (APQP) framework, included in it’s 4th phase: "Product and Process Validation". In addition, PPAP has mutual relation to Measurement System Analysis (MSA), Statistical Process Control (SPC), Failure Mode- and Effects Analysis (FMEA).

Although PPAP is an industry-specific process that has key elements, many automotive OEMs have developed it further, with additional requirements. The generally accepted, AIAG-specified PPAP manual contains eighteen elements, as follows:

Having all elements is mandatory, however the level of the PPAP indicates what documents need to be submitted to the customer. There are five levels of the PPAP, and the customer defines for the supplier, what PPAP level is requested before the whole approval process:

The following table contains the submission (S) / retention (R) requirements for each PPAP level:

S (submission) – The organization shall submit to the customer and retain a copy of records or documentation items at appropriate locations.
R (retention) - The organization shall retain at appropriate locations and make available to the customer upon request.
* (other) - The organization shall retain at appropriate locations and submit to the customer upon request.

Though PPAP was developed by AIAG, it has been adopted by various other business sectors. The aerospace business also uses the methodology very similar to the PPAP.

PPAP is not only required in case of the introduction of a new product. There are many occasions and reasons, what also initiate the need of the approval process. These reasons can be:

As a supplier, you must proactively inform your customers about the potential changes, and have to agree with them on the PPAP procedure (e.g. what PPAP level they request for submission). Proactive activity increases trust, and can save you from inconvenient questions later, during process audits.

Before the PPAP process, you need to ask your customer’s approval for the initiation of the change with a change request. The main intention is always the same: to inform and to ask for an approval from the customer about the intended change. The name of the document may vary based on the requesting organization’s quality policies, for example:

PPAP is a confidential documentation between the two affected parties (supplier and customer), so giving out any information is only allowed if both parties agree on it.

The PPAP takes time, and resource (huge load of both administrative and physical work), so don’t skimp with it. Despite the identification of risks is essential in the design phase, it is still better to identify an issue during the PPAP, instead of the serial production. A properly performed PPAP can save you from many inconvenient issues. ("If we had done the PPAP precisely, we could have managed this serial issue with much less money and resources).

The customer can either release, conditionally release, or reject the PPAP, depending on the deviations and risks concerning the affected product. Conditional release can mean a limited time, or a limited quantity.