General overview of 8D process
The general assumptions idea of the 8D process reduce from supplier perspective, is to conduct the complaint process to filling in with easy steps:
- fill the information at subsequent steps
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- send it for approval
- after approval - move to next steps and fill required information further
- above process will repeat until step 8D
| Step | Responsible Party | Approval Party | Description |
|---|---|---|---|
| D0 | Buyer/QA | None | Initiation of a new complaint (filling in header data). The Buyer/QA sends the complaint to the supplier. |
| D1-D3 | Supplier | Buyer/QA | The supplier fills in the required information for steps D1-D3. After correctly filling in the information, they send steps D1-D3 to the Buyer/QA for approval. The Buyer/QA can either accept the steps or reject them and request changes in the selected tabs. |
| D4 | Supplier | Buyer/QA | The supplier fills in the required information for step D4. After correctly filling in the information, they send step D4 to the Buyer/QA for approval. The Buyer/QA can either accept the step or reject it and request changes in the tab. |
| D5-D6 | Supplier | Buyer/QA | The supplier fills in the required information for steps D5-D6. After correctly filling in the information, they send steps D5-D6 to the Buyer/QA for approval. The Buyer/QA can either accept the steps or reject them and request changes in the selected areas. |
| D7 | Supplier | Buyer/QA | The supplier fills in the required information for step D7. After correctly filling in the information, they send step D7 to the Buyer/QA for approval. The Buyer/QA can either accept the step or reject it and request changes in the tab. |
| D8 | Buyer/QA | Supplier | The Buyer/QA fills in the evaluation of the supplier and (if any) costs the supplier agrees to cover. Then Buyer/QA send step D8 to the supplier for approval. The supplier can either accept step D8, which will finish the complaint process, or reject it and request a correction in the evaluation or discuss about complaint costs. |
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The information available in the complaint header is not editable by the supplier - it is for informational purposes only. To start the complaint process, the supplier must navigate to the D1 tab.
STEPS D1-D3 - Starting the Complaint Process
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Entering data in all sections is mandatory - without this, the system will not allow submitting to submit steps D1-D3 for approval by the Buyer/QA.
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After reviewing the content, the supplier should make the corrections indicated by the Buyer and resend steps D1-D3 for re-approval by clicking the 
button again.
Step D4 - Root Causes
In this step, the supplier is asked to identify the root cause of the problem that led to the complaint. The view includes the following sections:
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- D4 Approved: The supplier proceeds to fill in steps D5-D6.
- D4 Rejected: The supplier should review the comments and make the necessary changes in the D4 form. After making the corrections, the approval process is repeated.
Step D5-D6 - Permanent Corrective Actions and Their Verification
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- D6 Approved: The supplier proceeds to complete step D7.
- D6 Rejected: The supplier should review the comments and make necessary adjustments in the D5-D6 form. After making the corrections, the approval process is repeated.
Step D7 - Preventive Actions
Step 7D focuses on preventing the recurrence of the problem (preventive actions). This stage is also known as the determination and implementation of systemic actions to prevent the recurrence of the same problem.
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- D7 Approved: The supplier now waits for the complaint summary prepared by the Buyer/QA. Once completed, the supplier will be asked to approve this summary.
- D7 Rejected: The supplier should review the comments and make the necessary adjustments in the D7 form. After making the corrections, the approval process is repeated.
Step D8 - Summary / Team Efforts
The final step, 8D, involves evaluating the actions implemented in 7D and formally closing the actions and dissolving the team. Additionally, this step serves as a summary, documenting the results of the team's work in an 8D report and acknowledging the team's efforts. A PPM score is also assigned. This final step is completed by the Buyer/QA.
Upon completion of the summary, the supplier receives an email notification about the pending evaluation.
Supplier Actions:
- Log into the System: The supplier logs into the system and navigates to step 8D, where the evaluation form along with potential complaint costs are displayed.
- Review and Respond: After reviewing the evaluation, the supplier is asked to either accept or reject the summary.
Depending on the supplier's decision, they will:
- Approve: This confirms the supplier accepts the actions taken in steps D5-D7 and agrees to any associated costs (if specified). The complaint process is concluded.
- Reject: If the supplier has comments regarding the summary or potential costs, they should note them in a dedicated popup window. The complaint is then sent back to the Buyer/QA for review. After verifying the supplier's suggestions, the Buyer/QA sends step D8 back to the supplier for re-evaluation.
Approval Scenarios:
- D8 Approved: The supplier has accepted the complaint process summary.
- D8 Rejected: The supplier has rejected the complaint process summary.
Finally, if all steps have been approved and each step was completed within the specified deadlines, the status of the complaint is changed to 'Completed,' which concludes the complaint process.
Both the supplier and the Buyer/QA can download the complete 8D report in PDF format, print it, and submit it to the documentation department.
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