TABLE OF CONTENTS
SECTION Page
INTRODUCTION 3
Objective 3
Preparing for final inspection 4-6
Inspection Parameters ……………………………………………………………...6-7
Start of an Inspection ……………………………………………………………….7-9
Drop test …………………………………………………………………………….10
The Inspection …………………………………………………………………...11-15
Record keeping …………………………………………………………………. 13-14
100%Inspections …………………………………………………………………14-15
APPENDIX
Product Templates & Forms 17
INSTRUCTION/GUIDELINES
Softgoods Inspection checklist 18
Vendor Grading 19-20
HDI Care Label Template forms 21-22
HDI How to fill out an inspection form 23
HDI QA Final Inspection Forms sample 24-26
PACKAGING
Master Carton Requirements 27
Vendor Drop Test Procedure 28
How to determine the number of cartons to select 29
Sample selection guidelines 30
Inspectors Notes 31
1.0 INTRODUCTION
Objective: This Inspector’s Training Manual is to be used as guide during the inspection of Hanover Direct products. With this training guide and the quality steps listed in the Vendor Guide, this will ensure that products supplied to our customers meet Hanover Direct’s quality requirements.
ADDRESS DEPARTMENT/AREA
1. Preparing for a Final Inspection
Prior to going on any Final Inspection, it is worth taking some time in the office to review the Product file. Check for any corrections or changes to the product and review correspondence. Also please review PD’s Specification pack, PD status list and Final PO list in order to familiarize yourself with the following points.
A. PRIOR TO THE INSPECTION
Read and understand the type of inspection you will be conducting. What is it? Does it need special tools? Is it a Red/Yellow/Green inspection?
Also review the appendix for Vendor grading:
Type of inspections:
• The In-line inspection
• The Midline inspection
• Pre shipment inspection
• Final random inspection. For Red Vendors, the shipment has to be 100% packed. For the Yellow and Green Vendors 80% has to be packed and 20% MUST be in Packing. The remaining 20% cannot be in manufacturing!
Before the inspection Preparation
• Go through your check sheet See appendix
• Call Vendor to ensure that the product is ready for inspection
• Packing list ready
• Product packed into cartons. If not, determine the %age packed and if it does not meet our criteria, do not go on the inspection. Reschedule. Advise QC Manager
• Cartons numbered and sealed?
• Inspection package from HDI is on site? If not, ask QC Manager to track it and make sure that it is delivered on time.
• Pre fill out the paper work with the factory information and the AQL. numbers
B Preparing for a Final Inspection
AT THE VENDORS LOCATION
Upon arrival at the Vendors premises:
• Open the inspection package sent from HDI and review contents
• Are approved color swatches for each color available? ( if applicable)
• Do you have an approved sample? If no sample is available contact QC Manager in HDI. Do not carry out the inspection without an approved sample.
• Review the ISTA test (if applicable) so that you can compare the packaging.
• Is there a current test report?
• Go through file and check for waivers from buyer or QA. Do you understand them? If not, speak to your QC manager and clarify any issues before proceeding with the inspection.
• Were there any failures at the DC? If so what faults were found?
• Previous shipment samples (shipment pulls). Are they available for comparison with current shipment?
• Ask for a copy of the PO from the Vendor to compare with the one you have.
• Ask for the packing list. If no list is available, you cannot carry out the inspection so goods cannot be released for shipment. Inform the HDI QC Manager that you do not have packing list and cannot commence the inspection without one.
The inspection report needs to be filled in saying that goods were not ready for inspection and that you did not have a packing list resulting in an aborted inspection. Vendor must sign the Inspection Report.
• You need to understand all the points from previous inspections. ( if applicable)
• The In-line inspection
• The Midline inspection
• Pre shipment inspection
• Final random inspection
• While at the factory hold a brief meeting with the QA manager or your contact.
Ask them about their issues with the shipment. Review with them their inspection
report on the goods. If they rejected goods from the shipment and set them aside,
ask to see some of the pieces that they rejected.
• Ask for a tour if this is a new factory to you. Be aware of the product you are inspecting and its location. This also gets your familiarized with the Vendors premises.
• Are the packaging specifications on file? Compare them to the ISTA report.
Now that all the issues have been covered, you are ready to conduct a Final Inspection at the Vendor’s premises.
Remember that this is the last chance to ensure that any product meets Hanover Direct Inc. requirements.
2. Inspection Parameters
Step 1 Inspection Criteria and steps are as follows:
Check that the inspection area assigned to you is clean, well lit and that the tools given to you are up to the task e.g. tables are large enough to accommodate quilts. If it is not adequate, speak to Vendor and have the area improved or move to somewhere else that conforms to our requirements.
An inspection program including AQL’s, Defect Classifications and Drop Test requirements have been defined and are part of HDI’s inspection process. Please see form provided (See Appendix section). Your inspection Document could be pre filled out before the inspection with location and sample size.
• Final Random Inspection based on a Major AQL of 2.5 and a Minor AQL of 4.0.
Note 3 Minors in one piece equal one Major.
• Conduct a Drop Test on one unopened sample if required. Reference the Drop Test Inspection Template in the Appendix section. Open carton after drop testing and inspect the contents for damage or breakage. Damage or breakage constitutes a critical failure. Drop tests will only be carried out in Soft goods if the product has been vacuum packed.
• Take photographs at each stage of opening the carton taking special note of any damage to carton or product.
The sample size
The parameters outlined in ANSI /ASQC Z1.4 ISO 2859 Sampling Plan Table. (See Appendix section) Please note that the sampling size is directly affected by the Vendor’s shippable quantities. Enough time should be allowed to adequately inspect their merchandise prior to shipping. Anticipating the sample size prior to inspecting the merchandize will help ensure that the inspection report findings are communicated to Hanover Direct Inc, in a timely manner and allow for a smooth shipment release.
In order not to compromise shipping schedule timelines, the inspection may be carried out once final pack out is at least 80% completed. (For Yellow and Green Vendor) (Red Vendors will need to have a 100% PACKED OUT). Reference the Hanover Direct Vendor Guide.
If 80% is packed, note where remaining 20% is. Split your inspection so that you are looking at the 20% that is in packing.
Example
The Vendor is offering 500 pieces for inspection and according to the AQL rules; we need to pull 50 pieces at random for inspection.
We have determined that 80% is packed and 20% in packing.
We would then take 40 pieces from the 80% packed (50 x 80/100) and 10 (50 x 20/100) from the 20% ready for packing. Therefore 40 + 10 = 50
If for some reason you cannot find or see the other 20% then this is just cause for aborting the inspection. The Inspection report needs to be filled out recording the fact that all pieces were not ready for inspection and Vendor must sign. Then the factory will be in violation and a charge back for a subsequent inspection may be issued.
3. Starting an inspection:
1. Ask Vendor for helpers. They can move and repack the items.
2. Using the formula √ (square root) of the number of cartons, determine the number of cartons to be pulled for inspection (always round up). Stamp these with a HDI Shanghai chop.
FOR Example: If you have 25 cartons you will need to select 5 cartons to pull for the inspection. Record carton numbers on the inspection report. You will use the cartons you selected to pull your samples from. (See appendix for sample plan)
Note
a. Ship–a-lone: Choose one sample of each size.
b. Multi pack: Choose samples from a master carton and inspect some from
different location in the carton. (i.e. Top, Middle, Bottom)
3. If the cartons are on pallets ask the Vendor to move them and randomly chose your
samples. If the cartons are already loaded in the container, have the Vendor pull off the
cartons you will need to see samples from all locations. (This ensures that the Vendor is
not putting bad with good samples)
4. You will need to label and identify the cartons you have chosen.
5. Ask Vendor to bring previous ship samples and/or approved samples to inspection
area.
6. Comparing to the packing list, check the number of pieces ready for inspection
and the number of cartons packed.
7. Lift some of the remaining cartons to ascertain that they are full.
8. Check the carton numbers to ensure that there are no duplicates. (Vendor needs to
stack cartons in numerical order so that it is easy to check for duplicated numbers.
Notes and Info
a. Note if the cartons are not or are incorrectly marked; abort the inspection and record
reason on the Inspection report. Advise Vendor that you are stopping the inspection
and reason for doing so.
b. If you cannot find the full shipment be sure that you are not being walked around in
circles and back to the same locations and shown the same product just in a different
location. If you suspect that then ten minutes later ask to go back there to take a
picture of the samples.
You must abort the inspection under the following conditions
Remember: An inspection report needs to be filled out for aborted inspections
• No Inspection package from HDI
• Vendor has no packing list
• Cartons are not sealed
• Cartons are not numbered
• Insufficient quantity packed (80% for yellow and green Vendors 100% for Red Vendors) and remainder not in packing.
• Some cartons are found to be empty
• Vendor refuses to move cartons to allow inspector to pull random sample
• Cartons packed into container
• Vendor refuses to allow QC Inspector to pull samples and presents samples for inspection
4. Drop test
Note:
Vacuum packed textile products need to be drop tested.
Due to the nature of the handling in the ware house an individually packed product should be drop tested to ensure that it meets the rigors of the warehouse. If the bag bursts open, the Vendor needs to repack. . See Appendix section for instructions on how to perform the drop test.
The drop test will be in 2 stages for vacuum packed goods. First we will drop test the carton and then an individual bagged product.
Cartons
A. Cartons will need to be dropped on to a solid (concrete) not rugs or tiles.
B. If the product is too heavy then ask for help in dropping. Cartons should be dropped as per drop test requirement.
C. Mark the carton faces 1-10
D. Drop product from the prescribed height
E. Once the drop test has been carried out, check that there are no breakages. Photograph the product in the packaging and if the bag has burst open, the Vendor needs to rebag.
F. Any breakages of product should be recorded and inspection aborted. The Vendor should be informed. Record the reason for the failure on the Inspection report.
Bagged product
A. One piece should be selected from the carton
B. Mark the faces 1-4
C. Drop the bagged product from a height of 5 feet onto a concrete or solid floor
D. Drop product onto sealed end first, then opposite end and finish drop test with the 2 large sides.
E. Examine bag and if the bag has burst, the inspection is a fail
F. Take photos of the product and bag.
For non vacuum packed products, the carton drop test will not be carried out but a bagged product drop test will be mandatory.
5. THE INSPECTION
If the Vendor is a Red Vendor, the product has to be 100% packed.
For all others the 80/20 rule applies.
Step1
Check cartons Shipping Marks and fill out on the inspection sheet accordingly. You will need to indicate that this passes or fails. You will need to take a picture of all sides. See appendix for carton construction and markings.
Master Carton label markings
FRONT SHIPPING MARK SIDE SHIPPING MARK
ATTN: RECEIVING ATTN: RECEIVING
The Company Store STYLE #: P.O. #:
COLOR/PATTERN: The Company Store STYLE #:
SIZE: COLOR/PATTERN:
QUANTITY: SIZE:
CASE NO: OF: QUANTITY:
MADE IN: NET WT. LBS:
DESTINATION: GROSS WT. LBS:
CUBIC FEET:
Step2
Photograph the first carton as it is being opened, paying special attention to the packaging. A piece of carton should cover the area under where the knife is used to open the package. Compare this to the ISTA report if applicable.
Does the packaging match the approved packaging requirements? Check photos in file to ensure that the packaging matches the standard.
Open the first 2 cartons, pull the samples required and lay the pieces on inspection table.
Step 3
Take some time to review the pieces
Do you notice any differences between them?
• Size -height, width or length?
• Color -take to Light Box if necessary
• Material (substrate?)
• Pattern Differences?
• Weight?
• Number of pieces?
Step 4
Check any labeling on item against requirement:
• Care
• Content
• Law
Do they match the requirements from the file?
Step 5
Item is measured and measurements recorded immediately on the Measurements sheet. Use S4 part of the AQL inspection chart to determine the number of Pieces to be inspected. Measurements are checked against the Standard in the Specification Pack. The actual variance needs to be recorded. Variations in size are noted on the sheet at time of recording the measurements.
Step 6
Item is checked for flaws. If flaws found, they need to be classified into Critical, Major or Minor. This determination needs to be recorded immediately on the Record of Pieces Inspected.
See appendix for samples
Definition of Defects
• CRITICAL DEFECTS: defects which are likely to cause immediate or long term result which are hazardous to the health of individuals using it
• MAJOR DEFECTS: more serious defects which are likely to comprise the purchase of the product
• MINOR DEFECTS: include small faults which have no adverse effects on the purchase of the product
a. Tally marks need to be used to record the number of faults found.
b. At the same time, a record of the number of pieces inspected needs to be kept as the inspection progresses. Once the number of Major faults reaches the fail level, the inspection is to be abandoned, reasons recorded on the Inspection report and you will need to notify Vendor and HDI.
Do not continue with an inspection once the Major faults have reached the fail level according to the AQL. Take photos of all faults and include with report.
E.g. in our previous example, we took a sample of 50 pieces from a shipment of 500.
Our pass/fail level on a Level II 2.5 inspection is accept 3 Major but fail once 4 Major rejects have been reached.
The Inspection report needs to be filled out as a fail.
If an inspection fails, the Vendor needs to conduct a further in house inspection and then re-offer for HDI inspection. It is not acceptable to have Vendor to clean stains and allow to ship. ( Reason The philosophy of AQL, means that in the rest of the un checked pieces will have same percentage of faults.)
The Vendor needs to carry out a 100 % cull inspection and the HDI inspector needs to re inspect! The cost of this reinspection will be charged to the Vendor as a charge back.
Step 7
Pay particular attention to the various thicknesses as well as different materials being used. Compare this to your approved sample.
Review for color and use your color chip to check all samples pulled. This will need to be carried out in a well lit area. You will need to check all sides. Note different materials will show different shades of color in different lights.
Step 8
Repeat Steps 5 to 8 as often as necessary until the inspection is either complete (according to the AQL) or product has failed the inspection.
6. Record Keeping
The Inspection report should be completed and any issues will need to be discussed with Vendor’s representative advising them of the outcome pass/ rework required (inspection has failed). In some cases, it may be necessary to pull representative samples and discuss with the QC Manager and Merchants at HDI. This may mean that you need to send or carry back samples to the office before approval can be given. In that case you will need to have the Vendor sign that you have taken samples for approval.
The Inspector does not make the decision to approve any out of tolerance products.
Vendor’s representative needs to sign the Inspection report and put chop on paperwork. Date the report!
The report needs to be filled out fully before any one signs the report.
Inspection report needs to have following information
• Date of inspection
• Lot size
• Sample size
• Major/Minor’s allowed
• PO number
• Vendor
• Factory address
• Program name
• Number of defects by type
• Carton numbers inspected
• Separate sheet for measurements needs to be attached and signed by Vendor
See Appendix for a full report.
During inspection, the QC inspector needs to affix a sticker to the reverse of the label of the item inspected.
The inspector needs to keep track of the pieces that have been inspected and ensure that they are repacked and returned to the carton from which they came. Once the cartons have been repacked and sealed by the vendor, the inspector needs to seal the carton with HDI tape. Each and every carton that is inspected needs to be sealed with tape. If there is any doubt about the vendor, the QC inspector needs to seal every carton with HDI tape before the inspection can be deemed complete.
7. 100% Inspection.
When conducting a 100% inspection, it is necessary to follow the steps above. There is no pass/ fail during this type of inspection.
The inspection is carried out in the same manner as above.
All pieces need to be inspected for color and faults. These need to be recorded on the inspection sheets.
The number of pieces that are acceptable according to the inspection can be shipped and the inspection report needs to show this.
Inspection report needs to say x number of pieces inspected, y found to be acceptable and allowed to ship. Z pieces are rejected for faults and Vendor will offer for reinspection on?? date.
Any item that fails inspection needs to be repaired and offered for re inspection by Vendor.
A re-inspection of those goods will need to be carried out by HDI and a new report needs to be filled in for those pieces.
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