What are the most effective tools and methods for monitoring and controlling purchasing quality?

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Quality assurance (QA) is a vital process for any organization that wants to ensure the quality and consistency of its products or services. In the context of purchasing, QA involves verifying that the suppliers meet the specifications and standards required by the buyer, and that the delivered goods or services match the expectations and requirements of the end users. A quality assurance audit checklist is a tool that can help purchasing managers and staff to monitor and control the quality of their purchasing activities, and to identify and address any issues or risks that may affect the quality of the outcomes. In this article, we will discuss some of the most effective tools and methods for conducting a quality assurance audit checklist for purchasing, and how to use them to improve your purchasing performance and satisfaction.

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Gerle Pe?a

Strategic Experienced & Quality Professional | Results Oriented | Solutions Expert | Global QMS | FDA CFRs | ISO 13485…
Herry Effendi

Supply Chain Leader | Procurement | Strategic Sourcing | Contract Manufacturing | Logistics, Transportation, Warehousing
Tobias J?kel

COO bei MASS PCB

1 Define your quality objectives and criteria

The first step in creating a quality assurance audit checklist for purchasing is to define your quality objectives and criteria. These are the goals and standards that you want to achieve and measure in your purchasing process, and that reflect the expectations and needs of your customers and stakeholders. Quality objectives and criteria can be based on various factors, such as cost, time, quantity, quality, reliability, safety, compliance, sustainability, and customer satisfaction. You should also consider the risks and opportunities that may affect your quality objectives and criteria, and how to mitigate or exploit them. You can use tools such as SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals, KPIs (Key Performance Indicators), and SLAs (Service Level Agreements) to define and communicate your quality objectives and criteria clearly and effectively.

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Gerle Pe?a

Strategic Experienced & Quality Professional | Results Oriented | Solutions Expert | Global QMS | FDA CFRs | ISO 13485 | MDSAP | Quality and regulatory affairs consultant | ASQ Senior Member.
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An excellent tool to guarantee the quality of purchases is to identify and document user requirements and have a technical sheet of the product or service required to have clear communication with suppliers and be able to satisfy the organization's customers. As a monitoring measure, we must establish performance indicators for both those who require purchases and for suppliers.

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Herry Effendi

Supply Chain Leader | Procurement | Strategic Sourcing | Contract Manufacturing | Logistics, Transportation, Warehousing
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To effectively monitor and control purchasing quality, companies should use a quality assurance audit checklist to evaluate procurement processes. Supplier Quality Management (SQM) software tracks performance, manages audits, and analyzes quality data. Key Performance Indicators (KPIs) and tools like Statistical Process Control (SPC) maintain standards, while supplier audits, assessments, and development programs drive improvement and compliance. E-procurement tools automate workflows, provide real-time monitoring of supplier performance, and reduces human error. Regular performance reviews, collaborative platforms and Total Quality Management (TQM) principles foster involvement and feedback, enhancing purchasing quality.

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Tobias J?kel

COO bei MASS PCB
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Um die Einkaufsqualit?t effektiv zu überwachen und zu kontrollieren, ist es wichtig, klare Qualit?tsziele und -kriterien zu definieren. Diese sollten auf den Anforderungen der Produkte oder Dienstleistungen basieren, die eingekauft werden, sowie auf den Bedürfnissen und Erwartungen der Kunden und des Unternehmens. Qualit?tsziele k?nnten beispielsweise die Minimierung von Produktfehlern, die Einhaltung von Lieferterminen und die Sicherstellung der Produktkonformit?t sein. Die Qualit?tskriterien sollten messbar und überprüfbar sein, um eine objektive Bewertung der Einkaufsqualit?t zu erm?glichen.

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Ziad E.

Consultant | Stratégie et Transformation des Opérations | Ingénieur Industriel | LSSGB | Ponts Alumni | Enimist
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To effectively monitor and control purchasing quality, aligning your suppliers' quality standards with your own is crucial. This means choosing suppliers who value quality as much as you do and are willing to meet your specific standards. Regular audits, clear communication of your quality requirements, and consistent feedback are key methods to ensure suppliers maintain the quality you expect. This alignment helps create a seamless supply chain where high-quality goods are consistently delivered, supporting your company’s reputation and operational success.

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Roberta Dutra

Supply Chain | Strategic Sourcing | Compras | SAP| Diversidade & Inclus?o
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Para garantir e mensurar a qualidade é necessário ter parametros para essa medi??o, através de um ERP ou planilhas onde possa ser analisado o KPI para essa identifica??o.

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2 Develop your quality assurance audit checklist

The next step is to develop your quality assurance audit checklist, which is a list of questions or items that you will use to evaluate and verify the quality of your purchasing process and outcomes. Your quality assurance audit checklist should cover all the stages and aspects of your purchasing process, from planning and sourcing to delivery and evaluation. You should also include questions or items that relate to your quality objectives and criteria, and that can help you to identify and measure the performance and compliance of your suppliers and your own purchasing team. You can use tools such as checklists, templates, forms, and questionnaires to create and organize your quality assurance audit checklist, and to ensure that it is comprehensive and consistent.

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Tobias J?kel

COO bei MASS PCB
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Eine umfassende Checkliste für Qualit?tssicherungsaudits umfasst: Lieferantenqualifikation, Produkt- und Dienstleistungsqualit?t, Lieferantenbeziehung und Kommunikation, Lieferperformance, Qualit?tsmanagementprozesse, Kundenfeedback und Beschwerdemanagement sowie kontinuierliche Verbesserung. Durch regelm??ige Audits k?nnen Sie sicherstellen, dass die Einkaufsqualit?t kontinuierlich überwacht und verbessert wird.

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Boris POMMERET

? Founder @Cercalist · The ultimate matchmaking platform for manufacturers and B2B buyers · Simplifying supplier discovery and boosting visibility.
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Being clear about your quality criteria is immensely important as the quality you will get at the end from your supplier will also depend on how successful you have been able to have them understand what are your quality criteria. Also, you must make sure the supplier's equipment and processes are in line with your criteria. For exemple, let's say you buy metal parts with a chrome finish and you can't accept any scratches, if the supplier pack in bulk, that may lead to a problem. They'll have to adjust their packing for your order, if they can't you'll have to work with an other manufacturer. This being said, experience will rule, you'll have to place orders to evaluate real life quality, and never skip a quality check before shipment.

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3 Conduct your quality assurance audit

The third step in the process is to conduct a quality assurance audit, which is the process of collecting and analyzing data and information to assess and verify the quality of your purchasing process and outcomes. Depending on the scope, frequency, and complexity of your purchasing activities, there are various methods and tools for conducting a quality assurance audit. For example, inspection involves visually or physically examining the goods or services and comparing them with the specifications and standards agreed with suppliers. Testing involves performing tests or experiments on the goods or services and measuring their characteristics or performance against the agreed standards. Lastly, audit involves reviewing and evaluating documents, records, and procedures related to the purchasing process and outcomes, and verifying their accuracy, completeness, and compliance with the agreed standards.

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Pablo G.

Global Lead Buyer | Semiconductors | Purchasing | Automotive | 5 language speaker
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How to start: - Planning the audit in advance with the supplier: what do we want to see? - Previous analysis of their production system - Gather all the information as possible prior to the audit, especially quality certificates - Detailed audit plan - Conduct the audit.

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Tobias J?kel

COO bei MASS PCB
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Bei der Durchführung eines Qualit?tssicherungsaudits ist es wichtig, die vorher festgelegte Checkliste gründlich durchzugehen. Beginnen Sie mit der überprüfung der Lieferantenqualifikation, indem Sie deren Zertifizierungen und Leistungshistorie prüfen. Danach überwachen Sie die Produkt- oder Dienstleistungsqualit?t anhand von Stichproben und Tests. Bewerten Sie die Lieferantenkommunikation und -beziehung sowie die Lieferperformance anhand von Lieferzeiten und -mengen. Prüfen Sie die Qualit?tssicherungsprozesse und Ma?nahmen zur kontinuierlichen Verbesserung. Abschlie?end analysieren Sie Kundenfeedback und Beschwerdemanagement. Dokumentieren Sie alle Ergebnisse und leiten Sie gegebenenfalls Ma?nahmen zur Verbesserung ein.

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4 Analyze and report your quality assurance audit results

The fourth step is to analyze and report your quality assurance audit results, which is the process of interpreting and communicating the data and information that you have collected and analyzed in your quality assurance audit, and drawing conclusions and recommendations based on them. You should compare your quality assurance audit results with your quality objectives and criteria, and identify any gaps, deviations, or non-conformities that may affect the quality of your purchasing process and outcomes. You should also identify any strengths, weaknesses, opportunities, or threats that may influence your purchasing performance and satisfaction. You can use tools such as charts, graphs, tables, and dashboards to present and visualize your quality assurance audit results, and to highlight the key findings and insights. You should also use tools such as reports, summaries, and feedback forms to communicate your quality assurance audit results to your suppliers, your purchasing team, and your customers and stakeholders, and to solicit their feedback and suggestions for improvement.

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Tobias J?kel

COO bei MASS PCB
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Nach Abschluss des Qualit?tssicherungsaudits analysieren und berichten Sie über die Ergebnisse, um notwendige Ma?nahmen einzuleiten. Dokumentieren Sie festgestellte St?rken und Schw?chen in Bezug auf Lieferantenqualit?t, Produkt-/Dienstleistungsqualit?t, Kommunikation, Lieferperformance und Qualit?tsmanagementprozesse. Identifizieren Sie Trends und Muster in Kundenfeedback und Beschwerdemanagement. Betonen Sie erfolgreiche Aspekte und geben Sie Empfehlungen zur Verbesserung. Ihr Bericht sollte klar strukturiert und verst?ndlich sein und konkrete Ma?nahmen zur Fehlerkorrektur und -pr?vention enthalten. Die Kommunikation der Ergebnisse an relevante Stakeholder ist entscheidend für eine effektive Umsetzung von Verbesserungsma?nahmen.

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5 Implement and monitor your quality assurance audit action plan

The final step is to implement and monitor your quality assurance audit action plan, which is the process of taking actions and making changes based on your quality assurance audit results, and measuring and tracking their impact and effectiveness. You should prioritize and assign the actions and changes that you need to take or make, and set deadlines and responsibilities for them. You should also define and monitor the indicators and metrics that you will use to evaluate and report the progress and outcomes of your actions and changes. You can use tools such as action plans, schedules, and trackers to manage and document your quality assurance audit action plan, and to ensure that it is aligned and integrated with your quality objectives and criteria. You should also use tools such as feedback loops, reviews, and follow-ups to monitor and update your quality assurance audit action plan, and to ensure that it is responsive and adaptive to the changing needs and expectations of your customers and stakeholders.

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Tobias J?kel

COO bei MASS PCB
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Nach der Analyse der Ergebnisse ist es wichtig, einen Aktionsplan zu erstellen, um die identifizierten Ma?nahmen umzusetzen. Priorisieren Sie die Ma?nahmen basierend auf ihrer Dringlichkeit und Wichtigkeit. Weisen Sie klare Verantwortlichkeiten zu und legen Sie Zeitrahmen für die Umsetzung fest. Kommunizieren Sie den Aktionsplan an alle betroffenen Stakeholder und stellen Sie sicher, dass alle relevanten Parteien über ihre Aufgaben und Verantwortlichkeiten informiert sind. überwachen Sie regelm??ig den Fortschritt der Umsetzung und passen Sie den Aktionsplan bei Bedarf an. Halten Sie Kommunikationskan?le offen und transparent, um eventuelle Hindernisse frühzeitig zu identifizieren und anzugehen.

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Roberta Dutra

Supply Chain | Strategic Sourcing | Compras | SAP| Diversidade & Inclus?o
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Com o resultado em m?os, é hora de desenhar um plano no que foi identificado como uma oportunidade de melhoria. Dentro deste plano podem estar envolvidos ou n?o os fornecedores. Pois dentro desta auditoria podem ser levantados processos internos, ferramentas e a??es que n?o envolvem interferências externas.

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What are the most effective tools and methods for monitoring and controlling purchasing quality?

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1 Define your quality objectives and criteria

2 Develop your quality assurance audit checklist

3 Conduct your quality assurance audit

4 Analyze and report your quality assurance audit results

5 Implement and monitor your quality assurance audit action plan

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