1. SQA01 Supplier Guidance Material: Concession Applications
GKN Aerospace Services – Cowes Date: 13/5/16

2. Supplier Guidance Material: Concession Applications
Index
Purpose
Requirement
Review of BS
Guidance for the completion of the concession applications
Common Mistakes
Additional Notes on Non-Conformance Description
Additional Notes on Cause/ Corrective Actions
Submittal to GKN Aerospace Services - Cowes
Answered Concessions/ Approved Dispositions
Supplier Check List
What is Not Covered

3. Supplier Guidance Material: Concession Applications
Purpose:
This Supplier Guidance Material is to ensure that if the need arises for a concession application to be made, then the supplier is aware of the applicable requirements of GKN Aerospace Services – Cowes, both for submittal of the applications, and subsequent actions based on the approved dispositions.
Requirement:
Per AS Control of Non-conforming Product:
“The organisation shall ensure that product which does not conform to product requirements is identified and controlled to prevent its unintended use or delivery …..
The organisation shall not use dispositions of use-as-is or repair, unless specifically authorised by the customer …….”
Per SQA01 17 Non-conformance:
Selected key requirements:
“The supplier is responsible for applying to the Company, via Procurement Office, to obtain formal authorisation on any non-conforming products before being dispatched to the Company.”
“Products that do not comply with the engineering drawing (and any referenced Material or Process specifications) are considered as non-conforming to the engineering design requirements and their acceptance must be subject to authorisation by GKN via the concession process. ….”

4. Supplier Guidance Material: Concession Applications
Per SQA01 17 Non-conformance:
Selected key requirements continued:
“Supplier concession application forms are available on the GKN Cowes Data Store website Ref BS …..”
“GKN shall be under no obligation to accept or approve a concession application.”
“Any repair/ further work defined as part of the approved concession disposition becomes part of the GKN Purchase Order requirements on the Supplier, ie the Supplier is responsible for the competition of the defined actions prior to delivery to GKN. It is required that the Suppliers manufacturing records document the actions taken to accomplish the required repair/ further work, including the re-inspection to verify completion of the work in accordance with the approved concession.”
“Suppliers shall not deliver components to GKN with open concessions, eg unanswered concessions applications. In exceptional circumstances only will GKN consider shipment with open concessions via an authorised “Permission to Ship” and the product shall be conspicuously tagged highlighting the supplier condition”

5. Supplier Guidance Material: Concession Applications
Per SQA01 17 Non-conformance:
Selected key requirements continued:
“The Supplier’s Certification of Conformity shall declare all applicable GKN concession or customer concession numbers on delivery …. A copy of the approved concession shall be included with the Supplier’s delivery documentation”
“Products that do not comply to the GKN’s condition of supply requirements as referenced via the Purchase Order [eg Process Layout/ Process Sketch], but conform to the engineering design requirements (eg specific condition of supply requires pilot hole in lieu of drawing requirement for full size hole, or excess trim to be left on etc), are considered as non-conforming to the condition of supply requirements and their acceptance must be subject to authorisation by GKN via the “Permission to Ship” process”
References:
SQA01 Quality Requirements for Suppliers to: GKN Aerospace Services Cowes
BS Supplier Concession Application Template
BS Concession Application Continuation Document

6. Supplier Guidance Material: Concession Applications
Review of BS :
Open BS from the Cowes Data Store to ensure you are using the current version.
BS includes the applicable template, plus completion instructions and guidelines.
Additional guidance is provided on the following pages.

7. Supplier Guidance Material: Concession Applications
Guidance for the Completion of the Concession Applications:
Clear
Concise
Correct
Complete
Ensure the GKN engineers who will review this application have enough information, and that it is clear, concise and to the point.
The application, including any referenced attachments, must be stand-alone (ie not reliant on other knowledge).
Remember, this concession might be looked at years from now, when the part isn’t available to look at.
It is essential that the Supplier’s Production/ Quality Inspection checks each application before submittal to GKN to ensure that all information required is present & correct

8. Supplier Guidance Material: Concession Applications
Common Mistakes:
Missing header details (PO Number/ Item, work order number etc)
Missing “Should Be” and ‘Is’ condition statements (12a & 12b)
Missing tolerances in the “Should be” statements
Missing location or DWG References
Missing dimensions or wrong units of measurements used
Initially difficult to understand what the discrepancy is – missing a short sentence stating the defect
Punctuation errors, or not using punctuation, leading to difficulty in understanding
Spelling errors
Supporting information not being supplied in the correct format, ie BS
Missing reference to other concessions applications on the same part (12c)
Missing reference to previous concession application for the same defect (if this condition existed previously it does not set a precedence but may help determine the disposition of the tag. This can be a time saver) (12d)
Product delivered prior to receipt of answered concession
Concessions not declared on C of C, or copies included
Note: if errors are found, GKN have to request updated information, thus slowing the response (and causing aggravation by all involved)

9. Raising a Concession in TipQA:
Supplier Guidance Material: Concession Applications
Raising a Concession in TipQA:
Additional Notes on Non-conformance Description:
Only enter text in the description box (12).
If marked up drawings or pictures (as TIFs) or photos or other documents are required to fully explain the nonconformity, then put these onto the Concession Application Continuation Sheet (BS ) reference this in the text and enclose a MS Word copy with the application.
The BS continuation document must be used when attaching additional information to the concession as part of the non-conformance description, unless attaching another formally controlled document which has its own traceable document number (such as an NDT report, a CMM report, a specification document etc); in which case the non-conformance description text must refer to the document being attached by its reference number
Generate the “picture” in separate editor (eg PowerPoint or MS Paint) and then import a screen dump or group into the Word template, this helps overcome some of the problems with manipulating pictures and text and arrows within MS Word, especially when read using a different version.
Supplement information supplied in separate files to support the concession application must be less than 5MB each.

10. Supplier Guidance Material: Concession Applications
Example of Concession Application Continuation Document, BS

11. Raising a Concession in TipQA:
Supplier Guidance Material: Concession Applications
Raising a Concession in TipQA:
Additional Notes on Non-Conformance Description:
Always consider attaching a continuation document with a labelled photograph or sketch – a picture can say a thousand words when presented correctly, and could save a great deal of time.
Location, location, location! Essential for engineers to know instantly where the discrepancy is located (again, an annotated photo or drawing is ideal).
When dealing with hole discrepancies – think about the context. Surrounding holes and or edge distances need to be considered too, always include pitches & detailed descriptions of adjacent fasteners.
The same applies to skin surface damages, the damage needs detailing (width, length & depth) but surrounding fasteners or features need to be considered also.
The following are terms that should be avoided:
Anomaly, defect, defective, deficiency, error, failure, fault, flaw, problem, malfunction, misbehaviour, mistake, oversight, snag
Instead use:
Divergence, deviation, issue, item, occurrence, question, situation, solution, subject, non- conformance, non-conformity

12. Raising a Concession in TipQA:
Supplier Guidance Material: Concession Applications
Raising a Concession in TipQA:
Additional Notes on Non-conformance Description:
If the non-conformity is defined within some form of inspection report (eg CMM report) it is preferable to extract the relevant features and report just these. If the full report is included then clearly identify features that are non-conforming.
Refrain from adding un-necessary detail, such as to why the non-conformity exists (the cause is dealt within in the Cause/ Corrective section)
It is acceptable to cover more than one non-conformity for the same part on the same application, provided that each non-conformity is clearly identified (eg item #1 Discrepant Condition: x is located at x,y,z; Should Be Condition: x; item #2 Discrepant Condition: x is located at x,y,z; Should Be Condition: x)
It is acceptable to indicate in this box a proposed solution for the non-conformity (eg “it is proposed that the non-conformity be remedied by the following method ….”). Such statements are useful BUT NOT AUTHORITY TO PROCEED; such authority is only given by the approved signatories of the MRB.
If the originator’s proposed repair action is worked AT RISK too prior to approval from the MRB and is subsequently found not to comply with the MRB defined action – then a new concession is required to address this “new non-conformity”
If the application is the result of an omission or error in respect of a previous concession repair, this must be clearly noted along with the appropriate specific concession Number

13. Raising a Concession in TipQA:
Supplier Guidance Material: Concession Applications
Raising a Concession in TipQA:
Additional Notes on Non-Conformance Description:
Use of Photographs in the Continuation Document
Photographs are a quick & easy solution for identifying the exact location of the NCR, and enables design engineering to view the non-conformance.
Photographs must be clear & in focus. Use the macro function on the camera for close up photo’s & flash in dark restricted areas.
Photograph must be labelled to clearly define the location of the non-conformance, the following should be included:-
Direction of view, i.e. ‘View looking Aft’.
Components labelled with description & part no.
Orientation guide arrows, i.e. Fwd, Aft, Up, Down, Inbd & Outbd.
Scale
Fasteners identified, and all relevant technical data shown, i.e. pitches to adjacent fasteners, min land, dimension / depth of damage detailed.

14. Raising a Concession in TipQA:
Supplier Guidance Material: Concession Applications
Raising a Concession in TipQA:
Additional Notes on Non-Conformance Description:
Use of Photographs in the Continuation Document
Bad example – no labelling.
Where is this discrepancy?
What are the pitches achieved?

15. Supplier Guidance Material: Concession Applications
Additional Notes on Non-Conformance Description:
Use of Photographs in the Continuation Document
Better examples.

16. Supplier Guidance Material: Concession Applications
Additional Notes on Non-Conformance Description:
Defect code (13): select the best fit from the choices in BS
Supplier Liability (14): Code: expect to be challenged if code other than “J” used
Customer Specific Fault/ Cause Code (15): only applicable on Airbus projects (A380, Axxx A400M Trailing Edge or A400M Spar) and Boeing projects, select codes from applicable tables in BS

17. Supplier Guidance Material: Concession Applications
Additional Notes on Cause & Corrective Action
Use tools such as 5Whys etc when appropriate to help determine the Root Cause of why the non-concurrence occurred; it is equally import that the Corrective Action(s) to address the Cause are identified and supported by appropriate objective evidence.
You can reference and include evidence of corrective actions, the format for such evidence can be in any format (less the 5MB file size)
If the corrective action involves GKN (eg design change request etc) then make reference to other formal requests for such action. Submit such requests separately to GKN. Suggesting GKN changes the design in the concession application will not be recognised as a design change request, it will not trigger the review of the design requirements.
A Cause code is required (19): select the most suitable code from AS9131 Table 3 (AS9131 is available from British Standards Institute and other documentation services)

18. Supplier Guidance Material: Concession Applications
Submittal to GKN
Once completed the completed concession template (less the instruction notes) plus any related supplementary files, are to be sent to GKN for the attention of your Procurement rep.
Submittal can be via , that is unless the concession relates to products that are subject to Export Control or ITAR requirements, in which case the concession application is to be sent via a secure date exchange process.

19. Supplier Guidance Material: Concession Applications
Answered Concessions/ Approved Dispositions
The answered concession is to be returned to the Supplier, if you do not receive a copy – ASK FOR IT from your GKN Procurement rep.
The Supplier’s control processes, per AS9100 should be in place to prevent delivery of open concessions. (The organisation shall ensure that product which does not conform to product requirements is identified and controlled to prevent its unintended use or delivery …..)
Do NOT ship the product until you have received a copy of the answered concession, and when applicable, the required further work/ repair activity has been completed. A verbal “ok” is not authority to proceed!
If, in exceptional circumstances, GKN permits the delivery of a product which is subject to an open concession, then the Supplier shall not deliver the product unless an approved Permission to Ship (PTS) has been provided (ref to PTS requirements in SQA01 and the instructions on the PTS form)

20. Supplier Guidance Material: Concession Applications
Dispositions Options:
Approved for Use-As-Is. No further action required by supplier; record GKN’s concession number on the C of C and enclose a copy of the approved concession with delivery of the product
Rejected. The affected product is not acceptable, the supplier is expected to dispose of the product per its internal processes.
Approved for use following defined Further Work / Repair Activity.
The supplier is required to perform the defined further work/ repair. This work may be as simple as verify a condition is maintained (such as an edge distance is achieved, or an acceptable fit on assembly etc) or it may involve a more complex repair activity.
Either way, the Supplier’s manufacturing records are to show the completion and inspection of the work.

21. Supplier Guidance Material: Concession Applications
Further Work/ Repair Dispositions Options (continued):
The returned concession includes a section for the supplier to confirm the completion
Upon completion, the Supplier is required to return the signed acknowledgement to GKN’s Procurement (this is then added to GKN’s records, prior to its closure in GKN’s system)
Record GKN’s concession number on the C of C and enclose a copy of the approved concession with delivery of the product.
Note the GKN concession number is not required to be physically recorded on the part, unless specifically required in the disposition response and or unless specifically required as a project requirement (as noted in project specific quality requirements in QCF-GEN-02)

22. Supplier Guidance Material: Concession Applications
Example of an answered concession format
If further work / repair activity was required, then typically this would be detailed in an attachment, and would accompany the answered concession – if missing, then ASK FOR IT from your GKN Procurement rep

23. Supplier Guidance Material: Concession Applications
Supplier Check List
Checklist (Application stage)
All Boxes completed per instructions
Any continuation sheets required to supplement details of non-conformance (ie box 12) compiled on BS submitted in editable format (or separately controlled document)
Supportive evidence of Corrective actions planned or taken
File size of any supplementary sheets (ie Continuation documents and CA evidence) less than 3MB each
Checklist (Post acceptance of application)
Prior to shipment of affected items, has GKN provided copy of the approved concession disposition
If not has GKN provided a Permission to Ship authorisation to deliver item with open application been received
If the approved concession disposition required Further Work, has this work been completed and a signed copy of the concession document returned to GKN to verify this
Has part been identified GKN customer’s Concession Number
Has the GKN Concession number been identified on Supplier’s Certificate of Compliance

24. Supplier Guidance Material: Concession Applications
What is Not Covered
Rework:
A procedure applied to a Nonconformance that will completely eliminate it and result in a characteristic that conforms completely to the drawings, specification or contract requirements.
Scrap:
Non-conforming material that is not usable for its intended purpose and which cannot be economically reworked or cannot be accepted or repaired in a manner acceptable to GKN.
The decision to scrap may be taken without reference to GKN, or it may be required as a result of a submitted concession application.
Return to Vendor:
Non-conforming product to be rejected to the Supplier’s vendor.
Processes for Rework, Scrap and Return to Vendors, are all handled by the Supplier’s internal processes.