| Element # | Requirement | Status | Evidence File/Link | Reviewer | Date | Notes | |-----------|-------------|--------|--------------------|----------|------|-------| | 1 | Design Records | ✔ Complete | drawings_v2.3.pdf | J.Smith | 4/10/25 | Approved by customer | | 2 | Eng. Changes | ⚠ In Progress | ECN-102.pdf | M.Jones | 4/12/25 | Pending customer sign-off | | 3 | PFMEA | ✘ Not Started | - | - | - | Schedule 4/15 |
Use conditional formatting:
| Element # | Requirement | Excel Column Logic (Example) | | :--- | :--- | :--- | | 1 | Design Records | Checkbox for "CAD Model" / "Drawing Date" / "Revision Level." For proprietary parts, note "Customer Owned." | | 2 | Engineering Changes | List all ECN (Engineering Change Notice) numbers. Red flag if any change lacks customer approval sign-off. |
A professional template should contain three distinct Excel sheets (tabs):
Here is the breakdown of the 18 mandatory PPAP elements and what to track for each.
Status tracking with conditional formatting
Document version & date control
Customer-specific requirements
Linked evidence tracker
Automated PSW (Part Submission Warrant) generator
Dashboard summary
I can:
Which would you prefer?
A Production Part Approval Process (PPAP) checklist in Excel is a critical quality assurance tool used primarily in the automotive and manufacturing industries to ensure suppliers can consistently meet customer requirements. Key Features of a PPAP Excel Checklist
Standard templates typically include the following functional sections:
(latest revision 4), a full submission typically includes the following documents: TDK Product Center Design Records
: Released drawings or customer-approved design specifications. Engineering Change Documents ppap checklist excel
: Documentation for any changes not yet incorporated into the design record. Customer Engineering Approval
: Formal approval from the customer's engineering department.
: Design Failure Mode and Effects Analysis (if the supplier is design-responsible). Process Flow Diagram : Visual map of the production steps. : Process Failure Mode and Effects Analysis. Control Plan
: Documented description of systems used for controlling parts and processes. Measurement System Analysis (MSA)
: Evidence of gauge repeatability and reproducibility (Gage R&R). Dimensional Results
: Verification that dimensions on drawings are met for a sample of parts. Material/Performance Test Results
: Record of material testing and functional performance testing. Initial Process Studies
: Statistical process control (SPC) data showing the process is stable. Qualified Laboratory Documentation : Certificates for laboratories used for testing. Appearance Approval Report (AAR) | Element # | Requirement | Status |
: Signed report for parts with color, grain, or surface requirements. Sample Production Parts : Physical samples provided to the customer. Master Sample : A physical sample signed by the supplier and customer. Checking Aids : Fixtures, gauges, or templates used for inspection. Customer-Specific Requirements : Any additional records defined by the specific customer. Part Submission Warrant (PSW) : The summary document that completes the PPAP package. InspectionXpert PPAP Submission Levels
The amount of data submitted depends on the "Level" requested by the customer: Goodfish Group : PSW only. : PSW with product samples and limited supporting data. : PSW with product samples and supporting data (Standard Level). : PSW and requirements as defined by the customer.
: PSW with product samples and complete supporting data reviewed at the supplier's location. Building the Checklist in Excel To create a functional PPAP tracker, you can use these Excel checklist features
What is PPAP? | Production Part Approval Process - InspectionXpert
In the automotive, aerospace, and medical device industries, the Production Part Approval Process (PPAP) is a mandatory quality framework. It ensures that suppliers can produce parts consistently meeting customer requirements. A PPAP Checklist in Excel is the most practical, accessible tool for tracking submission readiness. This write-up explains why Excel is ideal, what the checklist must include, and how to build one.
An Excel-based PPAP checklist is not just a list – it’s a lightweight, traceable project management tool for quality engineers and suppliers. It ensures no element is overlooked, evidence is linked, and submission status is visible to all stakeholders. While enterprise systems exist, Excel remains the most flexible, immediate solution for small to mid-volume suppliers and program launch teams.
Pro tip: Save your checklist as a template (.xltx) so every new PPAP project starts with the same robust structure.
| 3 | DFMEA / PFMEA | Track document number, revision date, and severity/occurrence RPN (Risk Priority Number) closure status. | | :--- | :--- | :--- | | 4 | Process Flow Diagram | Ensure the diagram matches the actual shop floor layout. Excel cell notes: "Compare to PFMEA step 1-20." | | 5 | Control Plan | Toggle for "Prototype," "Pre-Launch," or "Production." Must list reaction plans for all critical characteristics. | | 6 | Measurement System Analysis (MSA) | Input GR&R percentage results. Pass threshold: <10% (Acceptable), 10-30% (Conditional), >30% (Fail). | Here is the breakdown of the 18 mandatory