Samples & Specifications
Part of Product samples and specifications
Recording changes between a sample and production specification
Track approved differences between a supplier sample and the production specification, including affected units, evidence and version control.
Where the product approved for production differs from the assessed sample, record every difference before you issue the production specification. Identify what was sampled, what will be made, who approved the difference and what evidence remains needed. The current specification shows the approved product; the change record explains how it differs from the sample.
Fix the sample baseline
Identify the sample by supplier, product, variant and date. Record the specification used to assess it. Note any temporary material, hand finish or prototype component the supplier disclosed, and list any conditions attached to sample approval.
A retained sample may be a useful reference for appearance or construction. It may not reveal a hidden material grade, internal dimension or test method. Put those requirements in writing, and identify which features the physical sample actually controls.
Reconcile each difference
Use one row for each distinct difference between the assessed sample and the proposed production version:
Field / Record
- Reference
- Sample ID, assessed specification version and affected variant
- Before and after
- Sampled feature and proposed production requirement
- Reason
- Correction, agreed improvement or production constraint
- Affected units
- Variant, purchase order or production quantity covered
- Impact to assess
- Fit, function, appearance, safety evidence, price or timing
- Decision
- Evidence reviewed, approver, date and status
- Specification location
- Where the approved requirement appears in the new version
For a hypothetical fabric pouch, a supplier might propose a different lining after the sample was assessed. Record the sampled and proposed linings, and decide which finished-product checks need repeating. Do not treat the two materials as equivalent merely because they look alike.
Issue only the approved state
Keep a proposed change separate from an approved production instruction. If it affects price, timing or an agreed order term, follow the variation process in that order. A revised drawing sent for review does not by itself show the buyer approved production from it.
Once a difference is approved, update the relevant specification field, give the new version an identifier and obtain the supplier's acknowledgement. Link the change row to that version.
Identify any units already made to the earlier version and decide their treatment separately. Retain obsolete versions in the history while removing them from the active production pack.
Recheck affected evidence
A change to design, material or production can affect whether earlier safety evidence still applies. For consumer products supplied in Australia, safety testing of a pre-production sample generally needs further quality assurance. Determine whether the revised product needs another assessment or test before you rely on an earlier result.
At a suitable production check, compare an actual unit with the current specification and the accepted sample where relevant. Record the version checked. If it differs, open a new decision rather than editing the earlier approval.
Hand over the approved sample ID, current specification, linked difference record, supplier acknowledgement and open checks. Production, inspection and receiving staff can then identify the same product version.
