Supplier Deviation Request Management Software

Stop Managing Critical Supplier Concession Requests Through Email

Aerospace manufacturers are drowning in email chains and paper-based processes for maintaining quality with critical supplier deviation requests. With hundreds to thousands of suppliers in typical OEM networks and cost of poor quality (COQ) averaging 4.3-8.6% of total sales, manual email-based deviation request processes create massive inefficiencies, delayed deviation resolution, and increased quality risks across complex supply chains.

These inefficiencies introduce potential risks such as regulatory non-compliance and product recalls, which can compromise product quality, damage organizational reputation, and further reduce operational efficiency.

What is Concession and Deviation Management?

In aerospace manufacturing, suppliers sometimes cannot meet exact specifications due to material availability, tooling limitations, process constraints, or deviations from the company's processes and established standards.

When this happens for quality assurance-such as when suppliers cannot meet required standards or product specifications-they must formally request permission from customers before implementing corrective actions.

Understanding the Process:

Deviations (Permits): These are planned deviations, requested with prior notice before production when a supplier identifies they cannot meet specifications or maintain quality. The customer reviews and approves alternative approaches before manufacturing begins.

Concessions (Waivers): These are typically unplanned deviations, identified after production when parts don't meet specifications. The customer determines if non-conforming parts are acceptable, require rework, or must be rejected.

The Communication Challenge:

Both scenarios require formal documentation, technical review, and approval workflows. Effective communication is essential to ensure all relevant parties can report deviations promptly and accurately, minimizing visibility gaps and supporting timely resolution. Currently, when a deviation occurs most companies manage these critical communications through email chains, spreadsheets, and paper forms which can create visibility gaps, delayed responses, and compliance risks.

Supplier Deviation Request Management: Complete Solution Overview

The Supplier Deviation and Concession Request Management (Requests) module provides the industry's first purpose-built platform for managing supplier deviation and concession requests. Unlike internal-only deviation management processes, our solution enables real-time collaboration between your quality team and suppliers while maintaining complete visibility and control. The platform supports a systematic approach and systematic process for managing deviation requests, ensuring that all relevant personnel are involved in the review and approval process. Empowering teams to resolve deviations and implement correction actions faster than ever before, while maintaining regulatory requirements and compliance.

Core Functionality

Request Submission & Management

Suppliers submit structured deviation requests through secure portals while quality teams maintain complete visibility and control throughout the deviation management process.

• Structured request forms with customizable deviation types (material, process, dimensional, etc.) to support diverse types of deviations
• Automated routing to appropriate quality engineers and other personnel involved, ensuring the right individuals are notified and assigned to each request based on part numbers or supplier relationships
• Real-time status tracking from submission through final disposition
• Secure supplier portal access for direct submission and status monitoring
• Attachment management for supporting documentation, photos, and technical drawings

Workflow & Approval Process

Streamlined workflows ensure proper review and disposition of all deviation requests with complete audit trails for effective deviation management.

• Configurable approval workflows to manage deviations based on deviation severity, part criticality, or customer requirements, and to ensure adherence to approved procedures
• Multi-level review processes with engineering, quality, management, and other relevant departments involved in approvals
• Aging threshold tracking with manual escalation capabilities
• Customizable Disposition options include approve, reject, approve with conditions, or require rework
• Electronic signatures for formal approval documentation

Advanced Analytics & Tracking

Comprehensive metrics enable data-driven supplier quality decisions and proactive issue identification.

• Aging metrics showing time-to-close by supplier, part number, and deviation type
• Repeat issue identification across supplier base and product types, including detection of similar deviations to support CAPA and compliance with GMP guidelines
• Supplier performance metrics with request volume monitoring
• Supplier performance assessment evaluating risk levels based on deviation data to prioritize actions and ensure regulatory compliance
• Data export capabilities for trend analysis and supplier development initiatives

Communication & Collaboration

Integrated communication tools replace email chains while maintaining complete documentation.

• Integrated messaging within each request for real-time supplier communication
• Status notifications for request creation, submission, and completion
• Comment threads maintaining complete communication history
• Document management with complete attachment history and access control
• Audit trail capturing all activities, decisions, and communications

Advanced Capabilities

Supply Chain Intelligence

Identify patterns and trends across your entire supplier network to enable proactive quality management and continuous improvement.

• Cross-supplier analysis identifying common and recurring issues across multiple suppliers for the same part, which helps improve overall product quality
• Part number correlation showing deviation patterns across your entire supply base
• Supplier risk assessment based on deviation frequency and resolution data
• Historical analysis for identifying quality patterns across your supplier base

Compliance & Documentation

Maintain AS9100 compliance with audit-ready documentation and complete traceability.

• AS9100-compliant documentation with complete traceability requirements
• Export control support with ITAR/EAR classification and access controls
• Audit-ready records with comprehensive deviation reports maintained to ensure compliance and maintain compliance with regulatory requirements, including documentation and approval histories
• Regulatory reporting capabilities for customers and regulatory submissions

Integration Capabilities

Seamlessly connect with your existing quality management processes and enterprise systems.

• Current integration with Net-Inspect CAR/CAPA module for corrective and preventative actions workflow (additional solution integrations coming soon)
• Data synchronization ensuring consistent part numbers and supplier information
• API connectivity capabilities for ERP, PLM, and enterprise system integration (coming soon)
• Manual workflow options for generating CARs from deviation patterns

Purpose-Built for Supplier-Customer Collaboration

Unlike internal deviation management systems that focus on process compliance, Net-Inspect's Requests module is specifically designed for external supplier communication and collaboration. This fundamental difference enables capabilities that internal-only systems simply cannot provide. The solution is designed to assist organizations in managing supplier deviations according to industry best practices, ensuring effective and compliant processes.

What Sets Net-Inspect Apart:

• Supplier-customer workflows designed for cross-organizational collaboration, not just internal process management, and tailored to address specific customer needs and enhance customer satisfaction
• Real-time visibility for both parties throughout the entire request lifecycle
• Integrated quality ecosystem connecting deviation requests to your broader product quality management processes
• Multi-tenant architecture allowing secure supplier access without compromising data security
• Industry-specific features built for aerospace compliance requirements and supply chain complexity

Developed in direct response to feedback from aerospace manufacturers managing complex supplier networks, the Requests module addresses the critical need for structured supplier deviation request workflows that replace manual email processes with real-time, compliant communication systems.

Seamlessly Connected to Your Complete Quality Management System

The Requests module integrates deviation management processes directly with your existing Net-Inspect quality workflows, creating a unified digital thread across supplier communications and quality processes. The Requests module seamlessly integrates with quality management systems, supporting a systematic process for managing deviations, including the CAR/CAPA process, to ensure compliance and continuous improvement.

Connected Workflows:

• CAR/CAPA Management - Generate corrective action requests from repeat deviation patterns and supplier issuesto address proper corrective and preventive actions
• Supply Chain Management - Maintain complete supplier performance visibility and risk assessment
• Future Integration Roadmap - Planned continuous improvement integrations with First Article Inspection (FAI), eSource Digital Source Inspection and Non-Conformance Management modules furthering complete digital thread capabilities

Manage Complex Aerospace Supply Chain Scenarios

Pre-Production Deviations (Permits)

When suppliers identify potential specification issues before manufacturing begins, structured workflows ensure proper engineering review and approval before production starts, preventing costly rework and delays. The review process helps determine the severity and impact of potential deviations, ensuring that appropriate actions are taken early.

Post-Production Concessions (Waivers)

For non-conforming parts already manufactured, streamlined concession workflows enable rapid disposition decisions while maintaining complete documentation for customer approval and regulatory compliance. The process involves determining the root cause of non-conformance and implementing corrective actions to prevent recurrence and maintain quality standards.

Cross-Supplier Pattern Analysis

Identify when the same part number generates deviation requests across multiple suppliers, enabling proactive design improvements and specification clarifications before issues spread.

The platform supports root cause analysis to identify underlying issues and root causes, address deviations, and implement corrective measures and appropriate actions. This includes making necessary adjustments to processes to ensure continuous improvement and compliance.

Similar deviation management principles apply in FDA regulated industries, pharmaceutical products, and medical devices, where determining root causes, addressing deviations, and implementing corrective actions are essential for maintaining safety, quality, and regulatory compliance.

Enterprise-Grade Security for Aerospace Requirements

Built on Microsoft Azure Government cloud with FedRAMP-equivalent compliance, the Requests module meets the highest security standards required by aerospace and defense manufacturers.

Security & Compliance Features:

• ITAR/EAR compliance with export control classification and access restrictions
• Role-based access controls for internal teams and external suppliers
• Data encryption at rest and in transit with enterprise-grade protection
• Audit logging for all request activities, approvals, and communications
• Single sign-on (SSO) integration with existing enterprise authentication systems

Ready to Eliminate Supplier Communication Chaos?

The Requests module is available as part of Net-Inspect's comprehensive quality management platform, with dedicated supplier portals included at no additional cost.

Key Benefits:

• Web-based access requires no software installation for you or your suppliers
• Unlimited users and data storage included in enterprise licensing
• 24/7 support from quality management experts who understand aerospace requirements
• Ongoing updates and feature enhancements included with subscription

Transform your supplier deviation and concession request management from email chaos to structured workflows. Contact our team today to see how Net-Inspect can streamline your supplier communication processes.