Vendor Seminar Guatemala - AI 2015(en)-1-3

7/24/2019 Vendor Seminar Guatemala - AI 2015(en)-1-3

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Product Inspections Laboratory Testing Factory & Social Audits

[email protected] - AsiaInspection 2015 - 1

Your Eyes in the Factory!TM

Bringing Trust and Ethical Standardsto Global Trade

GAP Vendors Seminar

August 12th, 2015Guatemala city, Guatemala.


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Workshop Objectives

Objectives:

1. Summary of AsiaInspections processes and added value in the supplychain.

2. Clarify the role and responsibility of the Vendorin the process.

To ensure a smooth operation of GAPs QC at source program and tosatisfy our common client.


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1. Overview of Quality Control at source and AI: benefits andglobal trends

2. Online inspection booking process3. AsiaInspection processes & policies

4. Contacts and points to carry back to your factories5. Experience sharing and how AI can help to measure and drive

improvements6. Other important checkpoints during inspection7. Q&A

Workshop Agenda


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Overview of Quality Control at Source

and AI: Benefits and Global Trends


5/46Product Inspections Laboratory Testing Factory & Social Audits


In 2014, AsiaInspection performed over 100,000 inspections,audits and labs tests for importers located in more than 100

countries.

AsiaInspection is a certified QC provider and employs over600inspectors throughout Asia and Africa and South America (40%are specialized in apparel and footwear)

Operational headquarters in Shenzhen, China with liaison

offices across China, throughout Asia, Latin America and Africa.

Asiainspection is working with the biggest garment retailers andbrands like Ralph Lauren, Quiksilver, Woolworths, Target,Best & Less, etc.

Appointed on 2013 by GAP Group to perform qualityinspections in China & throughout Asia, Africa & Central

America.

Inspection processes are reviewed & approved by GAP.

Inspectors are designated & specifically trained.

AsiaInspection: Quick Profile




Service Covering Area




Reduce Risk Quickly and easily identify non-conformances and fix problems at the source.

Use quality control at source as a way of maintaining direct, positive pressure and training to your factories

GAP Strategy Follows Global Market Standards & Best Practices

Retailers focus on their core expertise and partner with 3rd party on providing Final Inspection Services. Its Vendors responsibility to ensure the quality of goods and make sure its up to Gap standards.

Why Quality Control at Source?




Why Quality Control at Source?

Save time Avoid long, costly battles with factories after goods have arrived at destination

Remove unnecessary local handling and storage, by delivering approved orders directly into distributioncenters/stores

Improve planning with better visibility of goods in transit, subsequently improving time to market andreducing lead times, discount rates, order cancellations and reductions

Lower Costs Remove defective products earlier in the supply chain - before the value of the goods increase (ie

before freight and % duty has been incurred)

Remove the need for costly post-production finishing/reworking in your local market




Our Position & Goal

1. AsiaInspection is appointed by GAP as a supply chain and Quality Control partner- Instructions & decisions come from GAP, not AsiaInspection

- AsiaInspection will follow GAP instructions, not factorys

2. AsiaInspections objective is the same as yours: ensure that high quality products are deliveredto GAP on schedule

- AsiaInspection is working with you and for GAP

- AsiaInspections services help you to align your product quality with GAP requirementsand smoothen your relationship with our common customer

3. We need collaboration from factories to achieve our common target- Constructive approach (help ensure inspections are performed under the best

conditions)- Honest & frank relations, we need factories to let us know of any issuesASAP the

day of inspection


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Online Inspection Booking Process

(http://www.asiainspection.com/)

O


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Booking type : Pre-Shipment inspection

Quick booking method can be selected for GAP inspections

Online Booking Process


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1/ The Vendor must enter the following details on a booking :

1. Product NameEnter the Product Name and its related brand, separated by forward

slash2. PO Number(s) Enter all PO numbers (same style), separated by forward slash3. Style number - Only 1 style number (merch number) per report is allowed


O li B ki P


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2/ The Vendor must upload the following documents to the AI website

1. Purchase Order files of each PO booked2. Specification Sheet (GSS Document)

for the style booked3. Packing List for each PO


1/ Purchase Order 2/ Specification Sheet (GSS Document)


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To ensure the accuracy of the AQL system and guarantee a sufficient time is spent to control themeasurement and workmanship of the goods, we have set the below rules.

General booking guidelines*

1. 100% of the goods should be produced and packed at the time inspector reach the factory2. Inspection must be performed at the factory, not in warehouse or packing plant3. Max 1 factory per MD4. Max 1 style (1 merch number) per report5. Max 10 DPO per report

Max Workload per MD*

- Workmanship sample size: We can inspect up to 80pcs per Day- Measurement sample size: We can measure up to 600 measurement pts per Day- Cartons sample size: We can control up to 50 cartons per Day

* : The above are general figures, the final quotation will be delivered at the time of booking and confirmed by ourquality supervisors.

Max Workload during 1 Man Day


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Our all-inclusive pricing includes: Inspector transportation, accommodations, overtime, weekend and holiday inspections. Hand written report on site after inspection and GAP QAS entered within 24 hours. Product Specific checklists to follow so inspectors process is standardized. An Inspection certificate issued to your Vendor.

Optional services: Sample collection during inspection: $30 USD.

Payments:Depending on the scenario defined by GAP

Scenario A : All inspections paid by GAP Scenario B : All inspections paid by Vendor Scenario C : First inspection (Passed) paid by GAP, all Failed & Re-final inspections paid by Vendor

Our Pricing is Simple, All-Inclusive,and Payments Can be Made Online

Price per Man-day : 309USD (all inclusive)


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Check out

If the inspection needs to be paid by the Vendor, two options are possible

1 Pay Now

2 Pay Later (Monthly invoice will be sent) 5 % additional fees applies if the late payment optionis selected


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The Vendor will receive a confirmation e-mail once the booking is made.

Order validation

AsiaInspection will review the order, and might need feedback from theVendor if information are missing, or the number of Man-days needs to bechanged.

The Vendor must answer before 4PM (China time) the day before theinspection, otherwise AsiaInspection will have to postpone the order

Feedback from the Vendor is needed in the below cases :

1- Missing or wrong mandatory document in the booking (PO file, GSS File)2- Different style numbers booked within the same report3- Number of Man-days need to be increased

Order validation


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To avoid any delay in the inspection process, the Vendor should ensure that the previousinstructions have been correctly followed.

Vendor must be reachable by mail or by phone, in case the order need to be reviewed, orinformation are missing.

Make sure the contact information filled in our

system is correct and includes the person in charge

of making the bookings :

Order validation


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AsiaInspection Processes & Policies


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1. Both AI and Factory will get prior notification from GAP for the inspection scope and paymentagreement by email. Payment by GAP should have Prior Senior Director, VQM approval email to AI.

2. The inspection date should be scheduled ideally 1 week before the shipment in order to catch thevessel in case a re-inspection is needed.

3. AsiaInspection does not guarantee to cover any order booked less than two working days prior to theinspection (ex: Inspection scheduled on Monday should be booked no later than Thursday)

4. Vendor is advised to have a flexibility of +/- 1 day in case the order cannot be covered

5. Bookings can be postponed until 4pm the day before (China Time) if not ready. No modification orcancellation of booking are possible after this time.

Inspection Arrangement


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1. The inspector is going to require access to the packed cartons.

2. All cartons, ratios, packing and carton marks will be checked during this inspection.

3. Our inspector needs to take pictures during inspection, including of the factory gate, production line,

offices and building.

4. Factory should provide 1 or 2 workers to assist the inspector on the process of carton selection and

packing / unpacking of the goods.

5. The inspector will only be inspecting the goods and provide hand written report on site. AI will not

be making the final decision.

6. AI will enter the inspection result into GAP QAS report within the same day *. GAP CSO PQA will

give shipment decision by issue the QAS report to the factory. * *

* 80% of the cases the report is sent within the same day of inspection

* * When there is SCMS PO where QAS has no PO data, Final excel report will be used.

Inspection Process

8 Steps of Inspection Workflow


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8 Steps of Inspection Workflow

Order booking Order validation

Protocol creation

Inspector allocation

Prepare for

Inspection

Report validation

/ sending

GAPAsiaInspectionVendor/Factory

Information email

48 hours


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Bookings managed between GAP and AI.

Process details

GAP will send an Unannounced audit notification to the Vendor

Based on the production planning (WIP), GAP will select a list of PO to inspect and communicate the dates to AI

AI will make the bookings and arrange the inspection without notifying the Vendor.

AI Inspector will report the quantity status on site and select the PO(s) to inspect according to GAP instructions.

To support unannounced audit running smoothly

Vendor should provide an accurate WIP to Gap PQA weekly, and always have MRP (Manufactory ReadyPackage) complete and ready in the field.

Vendor should communicate all the status details and related documents to AI inspector timely once he reaches

the factory.

Special Case : Unannounced audits

AI Procedure & Disclaimer Policies


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The below policies and procedures ensure that the inspection is performed under the best conditions, which

guarantees that we transmit to the client fair and impartial results.

Your understanding and cooperation of these rules is essential for the accomplishment of this goal.

1 / Minimum Quantity to be ready for Inspection: Factories must make sure that 100% of the order is completed and packed into cartonson the day of Inspection,

when our inspectors arrive on site. If the minimum order quantity is not ready at this time, the inspection will not take place and factory will be charged for

missed inspection.

2 / Final Decision on Inspection Result AI inspectors do not have the authority to approve or reject bulk shipments. This decision is only made by GAP after

they review the final report provided by AsiaInspections management. The inspection report and results can be viewedonline by Vendor.

3 / Equipment needed: Vendors acknowledge that they have been informed by email prior to the Inspection of the tools needed by the Inspector

to carry the Inspection- Flat Desk with internet connection in a clean bright area- Metal detection machines

- Weight scale for sweater factories- GAP Manufactory Ready Package (MRP) e.g. Testing reports, Tech Pack, Approval Sample with comments, trim

card, etc.

- Any missing tool or document can lead to a missed inspection

AI Procedure & Disclaimer Policies


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4/ Pictures & Samples collection:

Our inspector needs to take pictures during inspection, including of the factory gate, production line, offices andbuilding.

At the end of the inspection, he might ask to seal samples from the production line only when GAP requires it. Thesample(s) should be sent to GAP by factory directly.

5 / Bribery Policy:

Factories are not allowed to offer any meal compensation, gift or advance any expenseto our Inspector.

Our inspector gets an allowance for his meals and travel. Should he directly ask you for, or imply that you shouldgrant him, any gift, favor, compensation, or should he misbehave in any way please contact us immediately [email protected]/or Tel: +86-755-2223 9003,so he will be called back and replaced within a fewhours and within the same-day.

No Excuse for not contacting us if any issues on site.


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Contacts and

Points to carry back to your factories

Your Contacts


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Your Contacts

For general inquiries on relationship with AI and GAP:

Pierre-Nicolas Disser Sales Director - [email protected]

For daily inquiries on inspections organization:

Chloe Chen Customer Service Coordinator [email protected]

To report issues during Inspections, Audits:

[email protected] - and +86 755 2223 9003

Reminders to Your Factories


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1/ Factories should be ready for inspection- 100% products must be ready for inspection

- Approval sample must be available for inspection and sealed with the original GAP seal lock.- Approved samples and trim cards, should have GAP signature, otherwise we will take a photo for CSO PQA

decision- Prepare for inspection a week before the delivery date so you can ensure to catch the vessel in case the shipment is

failed and goods need to be re-worked.

2/ Shipment authorization:Inspectors have no authority over shipment of goods. Only GAP can release shipment

3/ Same objective:We all together have to ensure high quality products for GAP

4/ Good collaboration:We expect constructive, honest and frank relations from factories to achieve our common goal.If any problem with the Inspectors behavior, please immediately report it to AsiaInspections back-office,reachable at [email protected] and +86 755 2223 9003


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Experience Sharing and How AI Can Help

to Measure and Drive Improvements

Threads trimmer machine


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Threads trimmer machine

- Uncut threads is one of the main quality issues found by GAP- Thread Trimmer Machines help to speed-up the finishing process and reduce

rejections due to untrimmed threads. They are a high speed and precise

alternative to manually cutting threads.

Comparison Videohttp://my.tv.sohu.com/us/47258211/12881214.shtml

Instead of having a worker cutting threads oneby one and spending significant time to clean a

garment, thread trimmer machines help to savetime, offering a better quality and avoid causingother defects such as open seams, brokenstitches etc.

Common Quality Defects


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Uncut thread end



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Untrimmed loop (critical defect for CPSC regulated goods )



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Broken stitch



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Dirt mark



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Open seam



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Puckering



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Raw edge



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Pleat

Common Quality Defects:


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Uneven confection


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Other Important Checkpoints During

Inspection

Visual Comparison with approvalsample


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sample

The inspector will verify all the construction details of the bulk product and compare it withthe approval sample.

All discrepancies will be reported to the client and can potentially lead to the rejection ofthe shipment.

Tests and Procedures


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1/ Measurements: The Sample level will be calculated according to the brand and market

Our inspector will measure critical points only Our inspector will follow GAP measurement SOP. If any disagreement regarding inspection

method or results, defective units can be sealed for final reviewing with GAP.



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2/ Needle and other metal control procedures:

- Control Detector Scanned log record per PO- Needle detector machine is mandatory for: Baby/ Kids/ Japan Market/ intimate apparel



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3/ Color shading check:

Lay down all inspected units side by side and indentify the different dye lot. For Denim product, we will request a shading blanket or approved shades using a grey

scale, we will grade our findings. The shades found, should comply with approved color swatches or shade blanket. No Shading is accepted within the same garment or same carton, even if its within

the approved color swatches or shade blanket



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4/ Seaming strength test :

Test the strength of the seams by hand. Especially on side seams, armhole, pockets.

Thank You For Your Attention


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Q&A

Documents

Vendor Seminar Guatemala - AI 2015(en)-1-3