Quote and Contract Review Requirements in ISO Based Quality Management System

In ISO 9001:2015 there are specific requirements for Operational Planning and Control of processes. These control processes must be implemented with methods that can effectively meet the requirements for the provision of products and services, and to implement the actions that can mitigate risk and improve opportunities.

Effective with QMSCAPA software v1.51.3, a journal was added for recording the review process for verifying customer requirements for products and services.

The diagram below shows the data relationships with

Customer ⇓

⇑ ⇒ Opportunities (quotes, contracts, purchase orders) 

⇑ ⇒ Items (labor, material, outsources services, requirements)

Clause 8.1 state, “the planning should include methods for

  • determining the customer requirements for the products and services;
  • establishing criteria for the the processes and the acceptance of products and services;
  • determining the resources needed to achieve conformity to the product and service requirements;
  • implementing control of the processes in accordance with the criteria;
  • determining, maintaining and retaining documented information to the extent necessary to have confidence that the processes have been carried out as planned;
  • to demonstrate the conformity of products and services to their requirements.”

The requirements stated in Clause 8.2.2 is titled, “Determining the requirements for products and services”

Also, “when determining the requirements for the products and services to be offered to customers, the organization SHALL ensure that:

a) the requirements for the products and services are defined, including:

  1. any applicable statutory and regulatory requirements;
  2. those considered necessary by the organization;

b) the organization can meet the claims for the products and services it offers.”

Clause 8.2.3 describes the review of the requirements for products and services,

“ The organization SHALL ensure that it has the ability to meet the requirements for products and services to be offered to customers. The organization SHALL conduct a review before committing to supply products and services to a customer, to include:

a) requirements specified by the customer, including the requirements for delivery and post-delivery activities;

b) requirements not stated by the customer, but necessary for the specified or intended use, when known;

c) requirements specified by the organization;

d) statutory and regulatory requirements applicable to the products and services;

e) contract or order requirements differing from those previously expressed.”

QMSCAPA includes data fields for recording

a. Quote date

b. Quote review date

c. Purchase Order date

d. PO verification date

e. Customer due date

f. Scheduled date

g. Completion date

h. Shipping date

QMSCAPA fulfills the requirements noted in Clause,  “the organization SHALL retain documented information, as applicable:

a) on the results of the review;

b) on any new requirements for the products and services.”