Which PPAP elements should I list for a package?

The ones your customer requires for that part and submission level. The AIAG PPAP manual defines the 18 elements and which are submitted or retained at each level, and many customers add their own rules; this workbook does not reproduce those tables. List each required element once per package; a typical new part at level 3 might need 15 of the 18, an engineering change far fewer.

How is first-time approval calculated?

A package counts as approved first time when its disposition is Approved with zero resubmissions. Approved after a resubmission, interim approval and rejected all count as not first time; packages still being prepared or with the customer are not counted. In the example, 5 of 8 decided packages were approved first time: 62.5 percent against an 85 percent target.

How does the tracker handle a rejected package?

Set the disposition to Rejected, type the decision date and the resubmit-by date the customer gave you. The package then reads Overdue, Due soon or OK against the resubmit-by date, and counts as a package to submit in the workload. When you send it again, change it to Submitted and add one to Resubmissions; when the customer approves it, it no longer counts as first time.

How is the workload estimate worked out?

Packages still to submit (open or rejected) x hours per package x (1 + resubmission allowance), all set on Setup, the same formula as the PPAP Review Workload calculator. With 6 packages, 24 hours each and a 30 percent allowance, that is 187.2 hours; against 180 hours available it is 104 percent and reads Over capacity. It is a planning estimate: it does not know how far each package has got.

Can I track PPAPs I receive from my suppliers instead?

Yes. List your suppliers in the Customers list on Setup (it simply names the other party), use the required date you gave each supplier, and type your own disposition and decision date. The Dashboard's customer filter then works per supplier, and customer review days become your own review time, for example 9 days from receipt to approval.

Quality Systems and Compliance

PPAP Submission Tracker Excel Template

Track every PPAP package and each element it needs, and see which submissions are overdue, how ready each open package is, where packages get stuck and how often customers approve first time.

Overview

This PPAP submission tracker is a working Excel workbook for supplier quality engineers, launch leads and quality managers who prepare production part approval packages for customers, or review them from suppliers. It ships with example data for a fictional automotive stamping supplier with 14 packages for three customers, so the logs and dashboard are populated the moment you open it; replace the example rows with your own and everything recalculates.

The PPAP Log holds one row per package with the customer's required date, the submission and the customer's decision. The Element Tracker holds one row for each element a package needs, so each package counts its own elements and shows how ready it is. Which elements a package needs is your call from the customer's requirements and the submission level: the workbook lists the 18 element names but does not reproduce the AIAG manual's tables or forms. Every date is compared with a status date on Setup, so a package reads Overdue, Due soon or OK until it goes to the customer, In progress while the customer reviews it, and Complete when it is approved.

In practice, update element status as work is done, move the status date forward and review the Dashboard before each launch meeting. The element status chart shows which open package is furthest behind; the open elements chart shows which element type is holding packages back; the first-time approval tile tells you whether rejections are eating your launch capacity; and the workload block tells you whether the packages still to submit fit the quality-engineer hours you have.

What this template includes

PPAP Log table: PPAP number, part, customer, reason for submission, submission level, owner, required date, submitted date, disposition, decision date, resubmissions and resubmit-by date
Element Tracker table with one row per element a package needs, its owner function, due date, status and done date; the 18 PPAP elements are listed on Setup as short labels
Per package: element count, elements complete, readiness, due status in words (Overdue, Due soon, OK, In progress, Complete), submitted on time, customer review days and first-time approval
Check columns that name problems in words: duplicate PPAP numbers, missing submitted or decision dates, a decision before the submission, elements for a package not on the log, elements listed twice
Dashboard with a customer filter and KPI tiles for open packages, overdue submissions, elements complete, first-time approval against your target and overdue elements
Two native charts: element status of each open package (earliest required date first) and open elements by element, which shows where packages get stuck
Workload block that estimates the hours the packages still to submit need (packages x hours per package x (1 + resubmission allowance)) against the hours available, with a capacity status in words
Method sheet with every formula, and a Verify sheet that re-checks the formulas against an independent reference (Self-check: PASS)

Suggested use case

Use it to run a launch wave of PPAP submissions, to prepare for a customer's weekly PPAP status call, or to see which elements (often MSA, capability studies or dimensional results) hold packages back.

How to use it

On Setup, set the status date, the due-soon window, your first-time approval target and the hours per package and hours available, then replace the example customers, reasons and functions.
On PPAP Log, add one row per package with part, customer, reason, submission level, owner and the customer's required date.
On Element Tracker, add one row for each element that package needs, with owner, due date and status; mark it Complete with the done date.
When the package goes out, type the submitted date; when the customer decides, type the disposition and decision date, and the resubmit-by date after a rejection.
Move the status date forward, fix anything the Check columns flag, and review the Dashboard; filter it by customer for a customer call.

Frequently Asked Questions

Which PPAP elements should I list for a package?: The ones your customer requires for that part and submission level. The AIAG PPAP manual defines the 18 elements and which are submitted or retained at each level, and many customers add their own rules; this workbook does not reproduce those tables. List each required element once per package; a typical new part at level 3 might need 15 of the 18, an engineering change far fewer.
How is first-time approval calculated?: A package counts as approved first time when its disposition is Approved with zero resubmissions. Approved after a resubmission, interim approval and rejected all count as not first time; packages still being prepared or with the customer are not counted. In the example, 5 of 8 decided packages were approved first time: 62.5 percent against an 85 percent target.
How does the tracker handle a rejected package?: Set the disposition to Rejected, type the decision date and the resubmit-by date the customer gave you. The package then reads Overdue, Due soon or OK against the resubmit-by date, and counts as a package to submit in the workload. When you send it again, change it to Submitted and add one to Resubmissions; when the customer approves it, it no longer counts as first time.
How is the workload estimate worked out?: Packages still to submit (open or rejected) x hours per package x (1 + resubmission allowance), all set on Setup, the same formula as the PPAP Review Workload calculator. With 6 packages, 24 hours each and a 30 percent allowance, that is 187.2 hours; against 180 hours available it is 104 percent and reads Over capacity. It is a planning estimate: it does not know how far each package has got.
Can I track PPAPs I receive from my suppliers instead?: Yes. List your suppliers in the Customers list on Setup (it simply names the other party), use the required date you gave each supplier, and type your own disposition and decision date. The Dashboard's customer filter then works per supplier, and customer review days become your own review time, for example 9 days from receipt to approval.