Date 25-11-2022

WINTECK
Doc No WIN PM-05
Rev No 00
Purchase manual
Page No 1 of 10

Sl Date of
Amendments Name & Signature
No release

Prepared & Verified By

S Viswanathan
1 25-11-2022 INTIAL RELEASE

Approved By
Vijay Kumar P

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Purchase manual
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1. PURPOSE

1.1. This section provides procedure for selection and assessment of sub contractors
and Suppliers. This also details the method of preparation, review and approval
of purchase documents for adequacy of requirements.

2. SCOPE

2.1. Applicable for the procurement of below items:

2.1.1. Raw Materials used
2.1.2. Sub Contracted Parts / Jobs
2.1.3. Sub Contracted Processes
2.1.4. Consumables used for application
2.1.5. Bought out Components

3. RESPONSIBILITY

Activity Responsibility Accountability Authority

Purchase XXX XXX XXX

Assessment & approval XXX XXX XXX

Inspection Production Production XXX

Stores accounting Production XXX XXX

4. Process inputs

Departments Inputs

Assessment & approval Supplier Identification & Registration

Purchase Purchase order generation

Stores accounting Accounting of incoming parts

5. Procedure
5.1. Definition.
5.1.1. Sub-contractor
• To whom production work such as machining or heat treatment, etc. is off
loaded due to non-availability of in-house capability, capacity or for any
other commercial reasons. A sub-contractor does work against a specific
Winteck drawing or specification and has no MRB (Material Review Board)
authority.

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• From whom raw materials, bought out components, spares, consumables,

tools and gauges, etc., are procured. A Supplier owns the design and/or
process for these items.
5.1.2. Assessment of a Supplier / Sub-contractor
• Assessment of a Supplier / Sub-contractor shall be done by MD and
production by adopting any one or more of the following methods.
5.1.2.1. On site assessment.
5.1.2.2. Based on Product Sample-
Where on-site visit is immediately not possible, a Supplier / sub-
contractor may be asked to fill in the Supplier Registration Form,
MD may also request the Supplier / sub-contractor to produce and
submit samples. These samples shall be inspected by QA and if the
product quality is satisfactory, such Supplier may be included by
MD in the ‘List of approved Sub-contractors and Suppliers’.
5.1.2.3. Published experience of other users
Where appropriate- based on the published experience of other
users, a Supplier / sub-contractor can be included in the ‘List of
approved sub-contractors and Suppliers’. Proof of satisfactory
supplies to other users can be taken as basis for assessing and
filling the Supplier Appraisal Report.
5.1.2.4. Assessment of sub – contractor for special processes.
The procedure for assessment of the sub-contractor doing special
processes like Anodizing, Heat Treatment etc is given below.
• Identify the sub-contractor with facilities for carrying out special
processes which are likely to meet the customer processes
requirement.
• Verify the process specification and match with customer
requirements.
• Check for the certifications/ approvals (ISO 9001 / AS9100, ISO
14001, ISO 45001, NADCAP, Original manufacturer approval etc).
• If any gap is found in meeting the requirements, check the feasibility
to merge the gap, merge with gap in consonance with product
requirements as appropriately.
5.1.2.5. Send the Supplier Registration forms and QA requirements for sub-
contractor to fill up and return as per format.
5.1.2.6. On receipt of the Registration Form, study the availability of the
processes with the process requirements of the customer. Inform
the sub-contractor of the short comings/ changes may be required
to meet the customer requirements.
5.1.2.7. Visit the firm and verify the facilities available with the requirements.
Get samples as per the customer approved process and send them
to the customer for their test/ inspection as applicable.
• If the samples are found satisfactory on testing / inspection,
arrange visit of the customer/ regulatory body for their audit, as
required.

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• If the process is acceptable to the customer / regulatory body. The

process may be sealed and firm be registered giving scope of
approval.
• While placing an order attach a copy of the approved process for
the firm to follow.
• Approval of inspection staff be obtained from the customer.
• Sub-contractor doing special process if approved by the customer
can be used within the scope of approval.
• Special process (NDT): In respect of Services of Level 3 for NDT
(outsourced or arranged from in-house), it should be ensured that
all requirements including necessary specific Level 3 approvals
from Primes are verified by the initiator of contract and suitable
action effected. At the time of finalizing contract with the External
Responsible Level 3 and prior to taking up first article in case of
internal Level-3.
• Customer Designated Sources: The suppliers listed in the
‘approved suppliers list’ of an aerospace OEM customer may be
included into Winteck Approved Suppliers List as customer
designated sources. However, information shall be given to the
original manufacturer and where necessary, Winteck shall enter
into a tripartite agreement with all parties concerned for all
commercial terms. However, other documents necessary to treat
the suppliers as airworthy shall be ensured. Winteck is responsible
for the quality of all products purchased.
• Winteck may sub-contract Classified Items to sub-tier sources for
complete manufacture, individual manufacturing operation(s) or
performance of special processes/NDT. Sub-tier classified item
sources must be approved by the customer to provide the
classified item when the sub-tier source is providing a classified
item complete or when individual operations are being performed
by the source involving “Significant” or “Critical” characteristics.
• Supplier Appraisal has to be filled-in in all the above cases as per
format.
5.1.2.8. Supply of consumables, tools, gauges shall be selected based on
the past history in similar supplies or based on published
experience of other users. These suppliers do not figure in the AVL.
5.1.2.9. Quality Plans, where required, Winteck may insist for a quality plan
from a Supplier/sub-contractor, to finalize the method of inspection
and spell out inspection records or data necessary from the
Supplier / sub-contractor. However, the incoming material
inspection shall be carried out as per Work Instruction "RECEIVING
INSPECTION".
5.1.2.10. Winteck shall maintain a register of AVL.
5.1.2.11. The quality plans prepared by a supplier to Winteck shall have
concurrence of the respective Aerospace customer.

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5.1.2.12. Supplier / Sub – Contractor shall be rated as per Work Instruction

Vendor performance rating Such of those Suppliers or sub-
contractors’ names who have a rating of 59% and below shall be
intimated by Quality rep to SCM rep. Risk Levels shall be reviewed
based on data relevant to supplier/ sub-contractor and necessary
action plans shall be initiated.
5.1.2.13. Trigger points to perform risk analysis are:
- Sub-contracting
- Supplier change
- Plant relocation
- Plant re-organisation
- On time delivery
- Manufacturing process change
- Means and tool change.
5.1.2.14. Corrective action to improve the performance shall be discussed with
the Supplier or sub-contractor by SCM and QA. If no appreciable
improvement is seen in the next three consecutive ratings then the
Supplier or subcontractor is brought to the notice of MD for review and
subsequent decision.
5.1.2.15. Winteck or her representative shall visit the premises of such
Suppliers / sub-contractors to discuss the problems faced by them and
suggest suitable corrective action. The Supplier / sub-contractor may
be asked to resubmit the samples and action shall be taken as
mentioned in earlier Para above.
5.1.2.16. Discretion of including such supplier again in the ‘List of approved
Suppliers and sub-contractors rests with Winteck.
5.1.2.17. Supplier rating of suppliers to Winteck shall be as per QMS
procedures.
5.1.2.18. Sub-tier sources of complete classified items or sources for individual
operations involving “Significant” or “Critical” characteristics will have
a system to control these sources that includes the following
requirements:
a) Initial and annual “on-site” facility audits at sub-tier sources will be
performed to determine compliance to the requirement.
b) Classified item suppliers or sub-tier sources approved and re-
evaluated directly by customer may be used as sub-tier sources
without “on-site” audit requirements being performed by the using
classified item supplier.
c) Customer audit guide where applicable shall be used to document
the performance and results of the “on-site” audits.
d) The audit report shall be sent to the customer as and when
required by the customer.
5.1.2.19. Regular / Re-evaluation of Supplier / Sub-contractors as per
procedures, and shall be taken up in the following circumstances.
• Whenever there is an additional quality / technical requirement
insisted by Winteck Customer.

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• Whenever there is a change in the supplier’s facilities or plant location

is shifted.
• Whenever there is a change in the supplier’s management.
• Whenever services from these Suppliers / sub-contractors are
reactivated after a six-month suspension, however a case-on-case
approval can be granted by Winteck.
5.1.2.20. Guidelines for initiating Purchase Order.
• For Aerospace Raw Materials, Consumables, Aerospace related
Services and bought out items, PO should accompany flow down of
requirements indicating specification details, Certificate of
conformance etc. Specifically for NDT Liquid Penetrant processing
materials, PO should accompany requirements as per Appendix C.
• For all other Aerospace related purchases whether Raw material or
consumables, complete details should be specified in make or buy
planning & MD should ensure that the details are entered in totality.
• The requirements for aerospace projects are received from respective
Project leader. The project leader decides the requirements based on
the project review and material planning. The procurement personnel
initiate the actions for procurement of raw materials and standard
parts.
• Materials received from service providers shall accompany original
conformance document. The package shall not be altered. Materials /
Parts shall be accompanied with relevant Approval Certificate, release
Note, Certificate of conformance, Safety Data Sheets etc., whichever
is necessary.
• All orders placed by Winteck on sub-contractors shall be endorsed
‘This order is in furtherance of our customer order’ the customer’s
name shall be specified.
• All movement of items between suppliers and sub-contract shall be
released and conveyed under cover of the correct form of release in
certificate of conformity. Approval certificate, release certificate. etc.,
which declares the inspection status of the items.
• The Supplier Approval Process shall insist on the Supplier that
Winteck has the right of access to visit and audit the supplier premises,
along with his OEM Customer and the regulatory bodies or national
aviation authorities.
• Requirements of shop for tools, consumables and other spares shall
be similarly initiated by respective groups to SCM for further
processing.
• Requirements which are urgently required on shop floor may be
procured by Procurement Department based on verbal or telephonic
requests from user departments. However, paper work shall be
completed later. If material is procured from an unapproved sub-
contractor / Supplier, assessment of such Supplier has to be
completed later. If it is a one - time – procurement, assessment of the

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supplier is not necessary. However, the procured lot has to be

inspected. Assessment can be done after the trail order also.
• Procurement of sundry tools such as drills, taps, etc. is managed by
by maintaining MOQ appropriately.
• The guidelines for giving purchasing information and verification of the
purchased product are given at Appendix A & B respectively.
• The details such as delivery term, price, payment terms, taxes &
duties, transportation method, etc shall be provided by the initiating
department.
• SCM verifies the above details & ensures appropriate insurance
coverage is addressed in the purchase Order.
• The payments to the supplier are made as per the mutually agreed
credit terms.
• SCM periodically reviews P.O / J.O files. Outstanding P.O / J.O will be
followed up with the supplier. If supplier / Supplier expresses his
inability to supply, Procurement Department will search for an
alternative source and keeps the initiating department informed about
the likely delay.
• Any special requirements to be included in the PO are mentioned in
the enclosure to PO which includes details such as method of
operation, release procedure, inspection details, Right of access to
customer / regulatory bodies etc. These requirements will be given by
the initiating department.
• Procedure for initiating Purchase order for Calibration of Gauges,
Instruments & Equipment and for Testing.
• The initiating departments shall give all requirements such as the
range of calibration, standards to be followed and any special
requirements for calibration to the procurement group attached to the
purchase/Subcontract requisition slip.
5.1.2.21. Job Order request (Sub-Contract)
• The work which needs to be sub-contracted shall be identified by the
respective departmental managers. They shall prepare a "Job Order
Request".
• Based on the job order request, Procurement Department shall
request for quotation from the Sub-contractors. After receiving the
quotation and assessing it for technical and commercial terms, a Job
order shall be initiated. Job order shall be verified and approved for
adequacy by MD.
• For all customer deliverable items an Open Purchase Order is
released in the beginning of the financial year. Further schedules are
released based on the consumption pattern and the established lead
time.
• For all Aerospace materials, a Purchase Order is released mentioning
specific quantities required. Further schedules will follow based on the
project requirement.

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• The purchasing document for processing of classified items shall

include the following information in addition to standard quality system
requirements:
a) Classified item designation, e.g. “Primary”, “Critical”, “Flight
Safety”, or “Fatigue Controlled”.
b) Special packaging, preservation and identification
requirements, including provisions for preservation and
protection of parts.
c) If the process operation involves a “Significant” or “Critical”
characteristic, the characteristic level.
d) Requirement of Sub-tier Planning instructions which must
reflect “Significant” or “Critical” characteristics.
5.1.2.22. Usage of FORMATS
e) Delivery Challan: It is used for authorizing movement of
material to outside of Winteck for all items.
Prepared By: by the personnel concerned

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Appendix ‘A’: Purchasing Information

The purchase requisition gives full description of the item to be purchased as applicable,
namely and also the conditions given here.
a) The title, number and issue (revision level) of the quality system standard to be applied.
b) Part number/drawing number/specification & their revision/other relevant technical data.
c) Type/class/grade/size.
d) Process requirements including requirements for approval/qualification of process.
e) Inspection instructions including requirements for FAIR, Inspection upon receipt, or
inspection at subcontractor’s premises when necessary and requirements of the
inspection/test certificates and records.
f) Condition of supply.
g) Quantity
h) Required delivery date
i) Material code
j) Source of supply
k) Estimated cost
l) Storage/packing requirements.

Winteck, their customer’s representatives, the representatives from the regulatory bodies
shall have access to the subcontractors/Suppliers facilities involved in the order and all
applicable quality records.
The requirement of the test specimen shall be intimated to the subcontractors/Suppliers at
the time of placing the order.
Any change to the requirements of the drawings, specifications, processes shall be
intimated to the subcontractors/Suppliers for incorporation. The key characters required to
be controlled and records maintained shall be intimated.
Any Non-conformance to the requirements shall be brought to the notice of Winteck for
disposition.

Purchase Information for Raw Material / Consumables:

Material shall be purchased from approved sources / customer designated sources, which
could be direct supply or through approved stockiest. In all cases the material shall be
accompanied by certificate of conformance. The certificate of conformance shall contain
the chemical composition and physical properties, and such reports shall be either from
the manufacturer / stockiest from an approved lab.
Additional information required to be conveyed on purchase orders for subcontracting is
given as appropriately.

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Appendix ‘B’: Verification of Purchased Product

• Winteck shall be responsible for quality of all items purchased/ subcontracted, which
are subsequently delivered to the customers.
• Upon receipt of the purchased product, Winteck shall verify the material at
inspection.
• The verification will include:
o Visual Inspection
o Dimensional verification to Drawing
o Configuration verification
o The part number/material specification
o Quantity received (partial/complete order)
o P.O Number
o Inspection report/Test certificate, test reports, statistical records, process
control as the case may be If the purchased product does not meet specific
requirements, a non-conformance report will be raised and returned to the
Supplier/subcontractor for rectification.
• All purchased products shall be verified upon receipt. In case onsite inspection by
Winteck at the subcontractor/ Supplier premises is proposed the same shall be
mentioned in the purchase order.
• The responsibility for verification of quality of supplied product shall not be
delegated to the subcontractor/ Supplier.
• The purchase documents shall specify the quality system requirements to complied
by the subcontractor/ Supplier in order to ensure that characteristics which are not
verifiable on receipt or adequately controlled.
• Purchased products shall not be used or processes until it has been verified as
conforming to the specified requirements by QC department. In case of urgency of
production the material/ product shall be properly identified and released under
positive recall.
• The right of Winteck to determine and verify the quality of work, records and
materials pertaining to purchased products at any place including the plant of the
subcontractor/ Supplier and necessary right of entry for that purpose shall be
incorporated in the purchase order.
• The customer or his representative has the right to verify the quality of purchased
product either at Winteck or at the subcontractor/Supplier’s premises. Such
verification by the customer shall not absolve Winteck of its responsibility to ensure
that the product conforms to customer’s requirement and will not be used as
evidence of effective control exercised by subcontractor/Supplier and does not
preclude subsequent rejection by the customer.

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