| STEP |
WHO |
WHEN |
INFO TO
USE |
WHAT TO
DO |
RESULTS |
|
1 |
Anyone receiving Concession/Change Order from
customer |
Upon receiving Concession/Change
Order |
Customer Concession/Change
Order |
Take Concession/Change Order; if not written;
notify Customer Service Rep. |
Customer Service Rep notified of
Concession/Change Order |
| 2 |
Customer Service Rep. |
Upon receiving Concession/Change
Order |
Customer Concession/Change
Order |
Email Concession/Change Order including Sales
Order number, PO number, date, description of
Concession/Change Order, who initiated and who
accepted the Concession/Change Order; use Job Order
to determine progress of job; notify via email to the
Production Control Manager, Materials Manager, Sales
Operations Manager, QA Manager, QC Supervisors,
Machining Manager (if required), and Engineer
assigned to customer to take immediate action; place
notes as deemed necessary in Sales Orders and Job
Orders and place both on hold. |
Concession/Change Order information distributed;
copy filed in Customer PO file; notifications made to
key personnel of changes; Sales Orders and Job Orders
placed on hold |
|
3 |
Customer Service Rep. |
Issues that prevent us from shipping a
customer's order by the agreed upon ship
date |
13 Week Outlook; Job Orders; information from
scheduling personnel or management |
Notify
customer in writing (fax or e-mail) of issues that
prevent us from shipping their order by the agreed
upon ship date; advise of delivery dates; adjust
delivery dates in Made 2 Manage. |
Customers notified on any delay in the processing
of their orders; systems updated to reflect revised
delivery dates |
|
4
|
Production Scheduler |
Upon receiving Concession/Change
Order |
Customer Concession/Change Order
notification |
Verify the quantity and delivery date is
feasible; notify Customer Service Rep of any
changes. |
Delivery date and quantity verified; Customer
Service Rep notified of any
changes |
| 5 |
Customer Service Rep. |
Upon receiving Concession/Change Order
information |
Customer change order and Concession/ Change
Order E-mail |
Review Concession/Change Order; expand on step 2
as deem necessary; ensure that any negotiation needed
with the customer is completed; perform contract
review via TOP-ORDER (especially regarding issuance of
parts reclassification via e-mail) TOP-JSTRT, TOP-PSCHD, TOP-POSTP, TOP-SUBCO, TOP-FINIS and especially TOP-QCTRL; ENSURE THAT ALL AFFECTED BY THE CHANGE ORDER
ARE NOTIFIED; ENSURE ALL DOCUMENTS AND PROCESS
CHANGES NEEDED IN EACH AREA ARE COMPLETED; file with
Concession/Change Order in Customer PO
file. |
All necessary changes made throughout
organization, including documents, purchase orders,
work orders and computer records; Concession/Change
Order information completed; sent for contract
review |
|
6 |
Any team member notified of Concession/Change
Order |
As notified by Customer Service
Rep. |
Verbal (or email) notification from Customer
Service Rep. |
Check all documents and processes potentially
affected and modify accordingly; notify suppliers
about any work or purchase order affected by change;
notify Sales of any costs to be incurred because of
change; notify Customer Service Manager when all
aspects of change have been
completed. |
Details of change made in each affected
department |
|
7
|
Customer Service Rep. |
Upon receiving completed Concession/Change
Order |
Customer Concession/Change Order; parts
reclassification via email (if
any) |
Review Concession/Change Order and parts
reclassification (if any), verify that all necessary
steps appear to have been taken; file with
Concession/Change Order in Customer PO
file. |
Customer Concession/Change Order, and parts
reclassification via *e-mail (if any) verified,
printed and filed |
