To keep a SCAR (Supplier Corrective Action Request) management workflow compliant with AS9100 and your traceability requirements, design the process so the software captures who, what, when, why, evidence, approvals, and disposition end-to-end.

Here’s a practical checklist.

1) Map the workflow to AS9100 requirements

Your process should explicitly support these AS9100 areas:

• Control of nonconforming outputs
  SCARs should link to the underlying nonconformance, containment, disposition, and rework/replacement decisions.

• Corrective action
  The workflow should require:

  • root cause analysis
  • corrective action plan
  • implementation date
  • effectiveness verification
  • closure approval

• Supplier evaluation and monitoring Scorecard software should retain supplier performance history, trends, and escalation criteria.

• Documented information The system must preserve records of all SCAR activities and revisions.

2) Build traceability into every SCAR record

Each SCAR should be tied to:

• supplier name and supplier ID
• part number / material number
• lot / batch / serial number
• purchase order / contract number
• delivery date and receipt date
• inspection or test record IDs
• nonconformance report number
• affected customer order or build record, if applicable
• disposition status and location of any affected product

This is essential for showing the full chain from defect discovery to final closure.

3) Require controlled fields, not free text only

Use mandatory structured fields in the software for critical data such as:

• defect category
• severity / risk ranking
• root cause category
• containment action
• corrective action
• due dates
• verification method
• approval signatures or electronic approvals

Free text can supplement, but should not be the only source of compliance evidence.

4) Maintain record integrity and revision history

Your software should provide:

• version control for SCARs and attachments
• immutable audit trails
• timestamps for creation, edits, approvals, and closure
• user identification for every action
• retention rules aligned with your quality system and customer requirements

This supports objective evidence during audits.

5) Link SCARs to evidence

Attach and retain supporting documents such as:

• photos
• inspection reports
• lab/test results
• 8D reports
• supplier root cause analysis
• corrective action verification records
• communication logs
• deviation or concession approvals, if used

Auditors will want to see that the SCAR was not just “closed in the system,” but closed based on evidence.

6) Define closure criteria and effectiveness checks

A compliant workflow should not close a SCAR until all of the following are complete:

• root cause confirmed
• corrective action implemented
• product/process impact assessed
• containment verified
• effectiveness check completed after an appropriate period
• responsible quality authority approves closure

For recurring issues, require escalation or re-open logic.

7) Control access and electronic approvals

If your scorecard software supports electronic signatures or approvals, ensure:

• unique user IDs
• role-based access
• approval authority is defined
• approval records are tamper-evident
• records meet your internal e-signature policy and any regulatory expectations

8) Validate the software and process

AS9100 auditors will expect the system to be reliable. Validate:

• data fields and workflow steps
• audit trail functionality
• notification and escalation logic
• report accuracy
• retention/export capability
• access controls

Document the validation/testing results.

9) Use metrics for supplier performance trending

Scorecard software should track and trend:

• SCAR count
• on-time response rate
• overdue SCARs
• recurrence rate
• defect escape rate
• closure cycle time
• effectiveness failure rate

Use these metrics for supplier reviews and escalation.

10) Train users and suppliers

Make sure internal users and suppliers understand:

• how to submit/receive SCARs
• what evidence is required
• response timelines
• root cause expectations
• how closure and verification work

Training records should also be retained.

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A simple compliant SCAR record should include

At minimum, your system should capture:

• SCAR number
• supplier identification
• nonconformance reference
• part/lot/serial traceability
• issue description
• containment action
• root cause analysis
• corrective action
• due dates and status
• approvals
• evidence attachments
• effectiveness verification
• closure date and approver
• audit trail

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Best practice

If possible, configure the software so SCARs are linked, not isolated:

• NCR → inspection record → PO/lot/serial → SCAR → corrective action → verification → supplier scorecard trend

That linkage is what gives you strong traceability in an AS9100 audit.

If you want, I can also give you:

1. a SCAR workflow template,
2. an AS9100 compliance checklist for vendor scorecard software, or
3. a sample SCAR record structure you can configure in your system.