Corporate Support Quality System Level 2 Procedure

DOCUMENT TITLE
Supplier Non-conforming Product

SCOPE
Describes the process used to define the activities associated with non-conforming Type I
materials purchased from external suppliers, and the issuance of Discrepant Material Reports
(DMR’s).

DEFINITIONS
8-D REPORT is the report originated by the Ford Motor Company on 8 disciplines of TeamOriented Problem Solving.
3-D REPORT is the less detailed problem solving approach using 3 of the 8 disciplines (see 8-D
Report) for quality issues with less severity.
DISCREPANT is defined as deviation from drawing specifications, purchase order
specifications, Timken Company Product and Process Specifications and Standards, or Industry
Product and Process Specifications and Standards, including but not limited to the areas of
quantity, appearance, material, metallurgy, packaging/handling/shipping, and dimension.
DMR is defined as Discrepant Material Report(s) and is used to notify the subcontractor of
discrepancies and/or rejections documented at any Timken Company facility regarding the Type
I material received and requests corrective action from the subcontractor.
QA is defined as Quality Assurance Representative.
QIM is defined as Quality Issue Management.
SQD is Timken Supplier Quality Development team or their representative.
TSN is Timken Supplier Network

PROCEDURE
The Discrepant Material Report (DMR) is completed by a Plant QA representative using QIM
upon detection of non-conforming material in the course of processing the material at Timken.
Initial notification to the supplier can be verbal, but QIM will notify the supplier quality
contact via e-mail. The Plant QA representative is responsible for issuing DMR’s and tracking
corrective action responses and verifying that corrective actions are effective for DMRs which
require 8D responses.

DMR distribution is as follows:

• Supplier
• Plant QA

The supplier is responsible to respond directly to the DMR issuer within the requested time frame
using QIM.

SQD is responsible for monitoring DMR issuance and corrective action responses at the
Corporate level (global).

DMR shall include the following information where applicable. Note an asterisk (*) indicates
always required.

• DMR #: *
• Part Number *
• Drawing Number / Revision
• Part Name
• Timken Purchase Order Number / Line Number *
• Subcontractor Name and Address
• Type of response required (8-D or simple 3-D) *
• Samples Enclosed and Sample Quantity
• Quantity *
• Detailed Description of Discrepancy *
• Product Disposition (if available)
• Timeframe required for response *
• Additional Comments

Upon receipt of response from supplier, Plant QA reviews the response and accepts or rejects the
response and notifies supplier.

If no response is received or corrective actions are unacceptable – Plant QA may initiate
escalation procedure. Actions requiring SQD involvement should be infrequent, and are
considered strongly in evaluation scorecards.

The SQD group is responsible to do a periodic analysis of the DMR’s to identify and lead
opportunities for continuous improvement to improve process stability or efficiency to reduce
the total cost of ownership to The Timken Company.

For DMRs which require 8D responses, the Plant QA shall work with the supplier to verify the
effectiveness of corrective actions. This can be done by monitoring product quality for a certain
number of receipts or a certain interval of time or other method as agreed between Plant QA and
supplier.