Talk & Trace Consulting

Guide

How to complete a PPS

A worked-example guide to nonconformance problem solving. This walks through all nine sections of a typical PPS document using one consistent scenario throughout — an oversized bore diameter caught at incoming inspection — so you can see how each section connects to the next.

The scenario

One problem, followed all the way through

Each of the nine cards below covers one element of a typical PPS document: what the section is for, how to complete it well, and a worked example drawn from a single running scenario — 42 units found with an oversized bore diameter at incoming inspection.

Each section has a narrated walkthrough that goes into more depth than the written summary.

  1. 01

    Nonconformance Statement

    What it’s for

    Records what was found, objectively and factually, before any judgement is made about cause.

    How to complete it well

    Include what was found, the requirement it fails against, when and how it was discovered, the quantity or scope affected, and where the affected material currently sits.

    Worked example

    During incoming goods inspection on 14 March, 42 of 500 units in batch MB-2201 were found with a bore diameter of 8.4mm against a drawing requirement of 8.0mm ± 0.1mm, identified using a calibrated bore gauge during routine dimensional check on boring line 3.

  2. 02

    Interim Containment Action (ICA)

    What it’s for

    The immediate action taken to stop nonconforming product reaching the customer while the investigation is underway; temporary, not a fix.

    How to complete it well

    State what was physically done and when, and if the customer could be affected, when and how they were notified.

    Worked example

    Remaining stock placed on quality hold within two hours of discovery; 100% inspection initiated on the remaining 458 units; line 3 suspended; customer notified the same day.

  3. 03

    Sweep

    What it’s for

    Checks whether the same issue exists anywhere beyond the triggering batch.

    How to complete it well

    Be specific about what was checked and what was found, including negative results.

    Worked example

    Ten previous batches on line 3 reviewed, no deviations found; sister line 4 checked, no issue; logistics confirmed no further affected stock in transit or at other sites.

  4. 04

    Five Whys

    What it’s for

    A structured way of asking “why” repeatedly to reach the true underlying cause rather than stopping at the first explanation.

    How to complete it well

    Each why should be evidence-based, not assumed.

    Worked example

    Oversized bore → worn tool → change not triggered → time-based (not cycle-based) monitoring → control plan never re-validated after a line speed increase six months earlier.

  5. 05

    Root Cause Statement (RCS)

    What it’s for

    A single, clear, evidence-based sentence naming the true root cause.

    How to complete it well

    One or two sentences, specific enough that someone reading only this line understands what needs to change.

    Worked example

    The control plan's time-based tool replacement frequency was never re-validated after a line speed increase, allowing tool wear to exceed limits before scheduled replacement.

  6. 06

    Permanent Corrective Action (PCA)

    What it’s for

    The fix addressing the root cause itself, designed to prevent recurrence.

    How to complete it well

    Describe what changed, where, and confirm it was rolled out everywhere the same risk exists.

    Worked example

    Control plan and tool life procedure updated to trigger replacement by cycle count rather than time, rolled out across every line using this tooling.

  7. 07

    Prevent Reoccurrence Actions (PRA)

    What it’s for

    Goes beyond the corrective action to make recurrence structurally difficult, not just fixed once.

    How to complete it well

    Look for a poka-yoke opportunity, verify effectiveness with real monitoring data, and confirm every affected document was updated.

    Worked example

    A poka-yoke now blocks cycle start unless the tool life counter is confirmed reset; effectiveness verified through first-off inspection plus a 30-day monitoring period with zero further deviations; control plan and work instruction updated.

  8. 08

    Lessons Learned

    What it’s for

    Captures the wider insight from the event that has value beyond this one fix.

    How to complete it well

    Write it as a principle, not a repeat of the corrective action.

    Worked example

    Any future change to a process parameter must trigger a mandatory review of related tool life and maintenance intervals as part of the change management process itself.

  9. 09

    Cascade

    What it’s for

    Ensures the finding and lesson are actively shared with other teams or sites facing the same risk.

    How to complete it well

    Name the actual forum used to share it and confirm any resulting update to a wider procedure.

    Worked example

    Findings shared with sister sites via the monthly cross-site engineering review; change management procedure updated globally to require tool-life reassessment whenever a process parameter change is proposed.

This scenario is illustrative only — the strength of a real PPS document comes from the specificity of your own evidence at each step, not from matching the wording of an example.

Free download · Audit Readiness Checklist

The Audit Readiness Checklist used to prepare for external audit.

A working checklist for ISO 9001 and IATF 16949 audit preparation — the records, evidence and process owners to have ready, written from the auditor's side of the table. No sign-up wall beyond your email, no sales sequence.

  • Clause-aligned evidence checklist covering the records auditors ask for first
  • Process owner readiness prompts — who answers what, and how
  • Common findings and the weak evidence that triggers them
  • A prioritisation grid to fix the highest-risk gaps first
Format
PDF, print-ready
Best for
Quality, operations and leadership teams
Time to use
One working session

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