Supplier change management

I have a question related to supplier change management. I have (roughly) the following statement on my purchase order that the supplier is responsible for notifying (the buyer) in writing of any changes made to specification. Changes cannot be implemented without approval. Changes can include, change to process parameters, test methods, facilities, equipment, manufacturing location, product ID, labelling, packaging. Supplier must communicate clearly why the change and the effects of such change.
My question is: Is it enough to make a statement on the purchase order or do I need to have a document signed by the supplier?

Sticky said:

I have a question related to supplier change management. I have (roughly) the following statement on my purchase order that the supplier is responsible for notifying (the buyer) in writing of any changes made to specification. Changes cannot be implemented without approval. Changes can include, change to process parameters, test methods, facilities, equipment, manufacturing location, product ID, labelling, packaging. Supplier must communicate clearly why the change and the effects of such change.
My question is: Is it enough to make a statement on the purchase order or do I need to have a document signed by the supplier?

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It's common to include a change notification clause in the supplier quality agreement. It typically states that the supplier must notify the customer of any change (or specific changes, if you prefer) within a specified period of time prior to the change becoming effective, whenever possible. I've seen cases where the supplier was not able to meet that requirement due to circumstances beyond their control and it was a short notice to their customer. In companies that don't have SQAs with all of their suppliers, it's also common practice to have a change notification statement on the purchase order. No matter which approach you take, it's always best to also have a conversation with your supplier about this and make sure they understand your needs and are in agreement with them.

I hope that helps.

Gidget, thanks for the reply.
We have not had any issue with suppliers making changes without notification. It is just an observation I have noted. A purchase order is not signed by the supplier. I just wondered if we need to have an actual signature by an authorised person from the supplier(s) to a notification of change statement. We don't usually send our suppliers supplier quality agreements. It is something I will look into.

Sticky said:

Gidget, thanks for the reply.
We have not had any issue with suppliers making changes without notification. It is just an observation I have noted. A purchase order is not signed by the supplier. I just wondered if we need to have an actual signature by an authorised person from the supplier(s) to a notification of change statement. We don't usually send our suppliers supplier quality agreements. It is something I will look into.

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I'd think it would be a good idea to do that. And if you outsource any processes that contribute to product quality, you may also want to consider establishing SQAs with those outsourced process suppliers. Change notification is a common part of SQAs.

Sticky said:

I have a question related to supplier change management. I have (roughly) the following statement on my purchase order that the supplier is responsible for notifying (the buyer) in writing of any changes made to specification. Changes cannot be implemented without approval. Changes can include, change to process parameters, test methods, facilities, equipment, manufacturing location, product ID, labelling, packaging. Supplier must communicate clearly why the change and the effects of such change.
My question is: Is it enough to make a statement on the purchase order or do I need to have a document signed by the supplier?

Click to expand...

do your supplier get the certification of ISO 9001 or IAFT 16941 or something else.
I remember there is some item (clause) about change on these.
If your suppliers have the certification, I believe a statement is enough.

You might want to add a time period for warning of changes. Something like "Changes approved by (Name of Your Company) require at least 30 days to be made to the product prior to receipt...or something like this.

We have been discussing this recently as sometimes orders are placed by web portals rather than traditional purchase orders, and not all suppliers have ISO9001 certification, but also don't warrant an SQA (we are a small business often purchasing small quantities infrequently), it is a gap. We have sometimes filled in a webform on the supplier website and requested to be added to a notification list that way, or made an email request.

Sticky said:

I have a question related to supplier change management. I have (roughly) the following statement on my purchase order that the supplier is responsible for notifying (the buyer) in writing of any changes made to specification. Changes cannot be implemented without approval. Changes can include, change to process parameters, test methods, facilities, equipment, manufacturing location, product ID, labelling, packaging. Supplier must communicate clearly why the change and the effects of such change.
My question is: Is it enough to make a statement on the purchase order or do I need to have a document signed by the supplier?

Click to expand...

In automotive, most of these changes you mention would require a PPAP and probably a OEM plant trial.