Page 1 of 16

Pre-Production Meeting

Standard of

Procedure

(Sportswear)

Page 2 of 16

Table of Contents Section 1: Introduction ........................................................................................... 3

Overview ................................................................................................................................ 3

Pre-Production Meeting Flow Chart ....................................................................................... 4

Section 2: Pre-Production Meetings ....................................................................... 5

Vendor / Factory Preparation ................................................................................................ 5

QA Preparation....................................................................................................................... 5

Timing..................................................................................................................................... 5

QA File Information ................................................................................................................ 6

Roles & Responsibilities .......................................................................................................... 7

1. Vendor/Factory ......................................................................................................... 7

2. TFS ............................................................................................................................. 7

Conducting the Pre-Production Meeting ................................................................................ 8

1. Review the QA File..................................................................................................... 8

2. Review Pre-production Sample ................................................................................. 8

3. Bulk Fabric and Trims Quality ................................................................................... 8

4. Aesthetic and Construction Recommendations ........................................................ 8

5. Post Meeting Documentation ................................................................................... 9

Pre-Production Meeting Follow-up ........................................................................................ 9

Successful Pre-Production Meeting ........................................................................................ 9

Section 3: Forms .................................................................................................. 10

Pre-production Meeting Report ..................................................................................... 10-11

Section 4: Vendor QA File Check List .................................................................................... 12

Appendix A .......................................................................................................... 13

Pre-Production Meeting SOP High Level Snap Shot ............................................................. 12

Samples Required for Pre-Production Meeting .................................................................... 14

What is the PP sample made of ? ...................................................................................... 14

How to check the PP sample ....................................................................................... 14-15

Page 3 of 16

Section 1: Introduction

Overview

The objective of the Pre-Production Meeting (PPM) is to:

• Review all POS details, construction, production requirements and standard of production prior to bulk cutting.

• Review and checking all the material quality to make sure they can meet the requirement.

• Scan all potential production issues with team members and develop appropriate action plans and solutions prior to bulk production.

• All outstanding material issues need to discuss and have the follow-up action plans are defined and implemented.

• Identify quality process control on critical checking points.

• All potential construction issues are discussed and need to recommend on the best solution.

• Validate factory production capacity and lead time for on time delivery quality product.

Page 4 of 16

Pre-production Meeting Flow Chart

PP Meeting Flow Chart

Preparation:

Vendor/Factory: . Prepare QA File . Prepare related style sample history

. Prepare PP Samples

. Prepare internal PP meeting report

. Make sure final GMT construction meet TFS testing and functional standard

TFS QA/MR: . Check QA File . Study PP sample with FTY . Review FTY internal PP meeting report

Execution:

Pre-production Meeting: . Listening, Thinking & Discussion . Document cross-check

. Discuss QA file outstanding issues and review the fabrication & trim

quality . Identify style and construction potential issues . Review the PP sample with comments

Production Plan Checking: . Review FTY WIP plan . Plan bulk production

Follow-Up: . PP Meeting Action plan

. Follow-up on T & A

. PP Meeting minutes include QA file Checklist as reference

. Close outstanding issues

5 of 16

Section 2: Pre-Production Meetings

Vendor / Factory Preparation

Prior to the Pre-Production Meeting, the Vendor / Factory team is responsible for validation and preparation of the following:

• A completed QA file.

• Factory QA to study the QA file before PP meeting.

• Verify receipt of all bulk fabrics and trims.

• Collect pre-production sample’s measurement and comments on aesthetic and key QA control points before PP meeting.

• Ensure final fit approved sample and all factory pattern and fit issues are reconciled before PP meeting.

• Prepare and proceeding bulk production after PP meeting.

• Prepare PP meeting report

QA Preparation

Prior to the Pre-Production Meeting, the QA team is responsible for the following:

• Call to confirm vendor / factory readiness before the PP meeting factory visit.

• Review product specific key construction tips before PP meeting.

• Merchant and QA discuss key quality callouts on aesthetic and construction.

• After arriving at the factory, review with Factory QA before the PP meeting to identify potential production issues.

Timing

• Before bulk cutting and knitting commences for each style.

• Factory receipt of bulk fabric and key trims.

• Pre-production samples and comments are ready.

• QA file Phase I is completed before PP meeting

o For key critical elements missing, Factory should reschedule the PP meeting will be delayed until completes the QA file. Critical elements are the following: PO Information, Tech Pack and size specification, PP Sample with Comments, Fabric Swatch, and Trim Card.

o In case the QA file information is incomplete; Factory QA will follow up and ensure all elements are completed prior to bulk production.

6 of 16

QA File Information

The QA file is the master source of record that contains all of the production requirements for the style. A complete QA file reduces the likelihood of future quality issues because all style components are reviewed and discussed during the PP meeting. When sections are incomplete, the opportunity for potential quality issues in bulk production increases.

The following information must be present in the QA file

Prior to… Phase I Phase II

QA File Information

PP Meeting

Bulk Production/ Washing/ Packing/

Final Inspection

Purchasing Order ✓ ✓

B.O.M./Tech Pack and size specification ✓ ✓

Fit sample/PP samples with Comments ✓ ✓

Fabric / Trim test report ✓ ✓

Approved trims card (labels, buttons, zipper, thread, interlining)

✓ ✓

Approved fabric swatch/hand feel standard/Shade band ✓ ✓

Label placement ✓ ✓

Packing and folding method details ✓ ✓

Bulk fabric Dye-lots ✓

Packaging material and placement

(Hangtags, UPC tag, China/Korea tag, Barcode sticker)

✓

Garment test report ✓

Approved Bulk wash standard ✓

Washing Test sample ✓

Additional correspondence from MR if applicable As needed As needed

7 of 16

Roles & Responsibilities

1. Vendor / Factory

Factory attendance in the PP meeting is required to cover the following areas of production responsibility.

Factory Representative

Responsibility Key Critical Programs

Standard Programs

Production • Production plan

• Lead time

• Worksheet study

• Production flow

✓ ✓

Factory QA / In House QA

• Build up QA file for TFS– MR to approve

• Pre-production sample

• Fabric & Trims testing and inspection reports

• Key QA product control points

• Make sure PP sample construction meet TFS testing standard before PP meeting (special concentration on small part, functional pocket construction, etc)

✓ ✓

Merchandising • Manage all sample and production T&A communication with all

parties ready to do the job right from the beginning

• Confirm PO details and bulk fabric/trim are ready in factory

• Create action plans and follow up in bulk after meeting.

• Complete PP meeting report and send recap to business partners with a copy kept in the QA file for production and inspection ref.

• Review and understand QA control points for bulk production

✓ ✓

Patternmaker / Cutting

• Review technical construction details

• Pattern and sewing technical advice to production line

• Conduct fitting on form

• Cutting direction and pattern marker

✓ ✓

Laundry / Finishing • Washing formula vs. hand feel

• Shrinkage allowance control by lot ✓ ✓

Pressing / Packing • Pressing and folding method

• Packing method, Carton size, and Shipping marks ✓ ✓

Each party is responsible to have answers ready of pending issues.

2. TFS

Position Responsibility Key Critical Programs

Standard Programs

QA Team • Facilitate pre-production meeting

• Double check QA file readiness prior to bulk cutting

• Find out all potential quality issue with recommendation before mass production, special on construction and functional / small part issues (ie. pocket opening construction, small part, etc)

• Follow up on factory’s corrective action plans

Must Optional

Merchandising Team • Convey key aesthetic details

• Communicate history of the garment

• Review QA file with approval stamp for production and inspection ref.,

• Follow-up with Vendor / Factory on fabric, trim, and wash standards

• Follow-up with brand to resolve inconsistencies with program standards

Participate* Optional

Technical Team • Convey technical fit history to QA/Factory

• Pattern and sewing technical advice

• Conduct fitting on form

• Wet/dry processing

By Special Request

Product Safety Specialist • Clarify special product safety issues By Special Request

*Via Conference Call, Video Conference, In Person as needed

8 of 16

Conducting the Pre-Production Meeting

1. Review the QA File

Factory QA will review the QA file in detail prior to the actual meeting to identify all outstanding issues. The focus in the PPM will be to discuss all outstanding issues that may impact bulk production quality.

• PO sheet, BOM and Tech Pack

• Approved fabric swatch

• Approved trims cards

• Approved Pre-Production sample with comments

• Packing method

• Fabric and Trim test report

• Discuss factory production plan (WIP) and capacity review

2. Review Pre-production Sample

Factory QA will review the PP samples together prior to the actual meeting.

• Confirm Brand Approved Standard sample comments were implemented on the PP Samples

• Check PP samples for the following:

o Measurement, fabrication, construction, styling, aesthetic, and cutting direction

o Grading, pattern and overall silhouette

o Potential safety issues

o Measurements vs. measurement sheet vs. Brand Approved Standard

o Trims vs. Brand approved Trim Card vs. Bulk Fabric/Trim Color Matching

• Preview garment pressing effect and packing methods

• Review with FTY QA the key product control points and inspection procedures

o From left to right (Sleeve to sleeve)

o From top to bottom (Collar to hem)

o From outside to inside (stitching and seam allowance inside…)

o Key attachment inspections (Embroidery, print…)

o Study overall balance

3. Bulk Fabric and Trims Quality

• Review factory’s internal fabric and trims inspection reports

o Review shade band and lots: side by side, side by center, and end to end.

o Review shrinkage report for fabric / trims ( before and after washing, ironing)

o Review internal interlining fusing report, if applicable. (type, fusing temperature, pressure , speed)

4. Aesthetic and Construction Recommendations

The Vendor/Factory will provide the following by Department and by Style:

• Identify where key production control points will be inserted into the line

• Recommend the best solutions for mass production

9 of 16

5. Post Meeting Documentation

The Vendor/Factory will complete all post meeting documentation.

• Document all pending issues for follow-up Time & Action (T&A)

• Complete the Pre-Production meeting minutes.

• Distribute PP meeting minutes to business partners and include a copy in the QA file for reference

• Plan In-line bulk production

Pre-Production Meeting Follow-up

• Factory supervisor is accountable to ensure that all callouts and recommended actions documented in PP meeting are implemented with the line workers before bulk production. The date of implementation is documented on the PP meeting report.

• TFS QA follows-up T&A after meeting

• As needed, TFS QA may set up additional meetings with factory departments where there is more production risk.

• Vendor/Factory completes PP meeting report and includes a copy in the QA file for future production. Vendor/factory will fax/email the completed PP meeting report to TFS MR for reference.

• Pre-production meeting report must be displayed in the factory workshop and studied by all related departments.

Successful Pre-Production Meeting

• Construction requirements and aesthetic details are clearly conveyed to the Vendor/Factory

• All factory leaders are aligned on the production approach

• All QA file outstanding issues are discussed and follow-up action plans are defined and implemented

• All potential construction issues are discussed and factory recommends solutions prior to bulk production.

• Factory confirms placement of quality check points to ensure key construction/aesthetic details are successfully executed.

• Factory communicates how they will achieve our quality expectations during the bulk production.

• All follow-up activities documented with appropriate action plans.

10 of 16

Section 3: Forms Pre-production Meeting Report

PO No Vendor Factory C/O

Style

No

Qty A/C Date Meeting

Date

1) Attendance from Vendor/Fty

Dept Name Dept Name

2) Attendance from TFS – QA / MR

Dept Name Dept Name

3) QA File Checklist Yes No N/A Remarks/Comments QA file received date Tech Pack & Size Spec (Include BOM) Fabric Test Report Accreditation Mill test report Trim Test Report Approved Trim Card Approved Fabric Swatch/Hand Feel Label/Pad Print Others

4)Pre-production Sample Review Checklist Yes No N/A Remarks/Comments PP Samples Comments Label Placement/Information Raw Materials Against Standard Trims Against Standard Hand Feel/Washing Effect Pressing/Folding/Packing Information Measurement Check Construction Check Sewing Check Other Details

5) Production Plan

Fty Capacity: Cut Date:

Production lead time Start Sewing Date:

Total Production Lines: Finishing Date:

Embro/Wash Fty: Packing Date:

6) Production by Process/Dept

i) Fabric Comments & Rectification Needed Action By

Fabric Inspection Fabric Construction & Hand Feel Shrinkage Test Color Fastness, cross staining, color change

11 of 16

Others

ii) Cutting

Fabric relaxation before cutting Special handling required Strip matching Fabric direction & face side Dye-lot and numbering Others

iii) Trim/Embro/Print

Label & position Care instruction Thread Zipper Button Interlining Lining Embroidery Snap Elastic Others

iv) Sewing/Assembly

Seam construction Stitching per inch Sewing construction Measurement Others

v) Finishing & Washing

Wet & Dry processing Others

vi) Pressing/Packing

Light Steam only Do Not Iron Hanger Pack Flat Pack Roll Pack Hangtags UPC tags China or Korea tags Barcode stickers Polybag Carton dimension Others

vii) Production safety

Button/Snap Pulling test Needle Detection Others

7) Follow up Action Summary

Follow Up Action Responsible By New Review Date

8) Remarks:

12 of 16

Prepared By: _________________

Section 4: Vendor QA File Check List

Style#:

FTY MR :_ ______________FTY QA :_______________ Yes No N/A Received

date

QA file - PHASE I (PP meeting)

Purchasing Order

Tech Pack & Size spec (Include BOM)

Approved Fit comment

PP sample & Comment

Fabric test report

Accreditation Mill Test report

Trim test report

Print Layout/Pad Print/EMB Layout

Trims card:

- Main label & care label

- Size label

- C/O label & fty label

- Thread

- Zipper

- Buttons / Snap

- Elastic

- slider

- Interlining (if applicable)

Fabric swatch:

- Before & After washed / Hand feel standard (A4size)

-

-

QA Inspection report:

- PP Meeting sample comment

QA file - PHASE II (Before final inspection)

Approved wash standards and shade-bands

Trims card:

- Hangtags

- UPC Tag

- China or Korea Tag

- Collar tag / Future tag

- Barcode sticker

- Photo Box /Packer Box

Garment Test report

QA inspection report:

- In-line inspection report

- Final inspection report

Remarks :

13 of 16

14 of 16

Appendix A

Pre-Production Meeting SOP High Level Snap Shot

Objective To avoid quality failures at the last minute and to be well prepared for all potential issues with action / solution plans before mass production. Cross Check all PO details and Bulk material readiness before mass production. Ensure there is enough production capacity and lead time for on time delivery.

Timing Before bulk cutting or knitting commences for each new style. PP sample and comment are ready. Factory receipt of Bulk Fabric and all key trims

Pre-Production Meeting Preparation PP Meeting Who & Role

Vendor / Factory 1. Study and checks QA file readiness before scheduling PPM.

o Purchasing order o PP sample with comments o Fabric & Trim test report o Approved Trim card. o Approved fabric swatch o Packaging method.

2. Prepare in-line bulk production 3. Schedule internal pre-PPM review with department heads 4. Study sample workmanship, measurements, comments, and fit to ensure

final fit comments reflected 5. Vendor / Factory QA calls TFS QA/MR and schedules PPM at least 5 days

advance notice. TFS QA / MR : 1. TFS QA double checks QA file and calls vendor / factory to confirm PPM

readiness if necessary visiting Factory. 2. At the FTY, review sample against the brand approved standard with fit

comments before PP meeting. o Check workmanship, construction and cutting direction. o Check measurement and balance on dress form. o Check fabric for color, hand feel, construction, and weight o Review fabric shrinkage test report o Check trims vs approved trim card o Check overall grading, pattern, and silhouette on each size sample. o Review pressing and packing methods

3. Document all outstanding issues to be discussed during the PPM.

1. Discuss QA file readiness and outstanding issues with Factory QA team.

2. Discuss all the sample comments and potential bulk issues. 3. Collect and study all comments on aesthetic and

recommendations by the Factory QA team by department and by style.

4. Facilitate the PPM and determine the best solutions for bulk production.

5. Discuss factory production plan (WIP) and capacity review. 6. Schedule In-line inspection. 7. FTY supervisor is the point person to follow up on all

factory’s corrective actions as documented during the PPM 8. Copy PPM report to all appropriate departments for

reference. 9. House the PPM report in the QA file for Pilot and In-line

inspection checks

Roles and Responsibilities: TFS QA 1. Double checked QA file readiness prior to bulk cutting. 2. Study Pre-production sample comments with FTY internal QA report 3. Facilitate PPM and support Factory’s efforts to implement the best methods for bulk

production. 4. Follow up on factory’s corrective action plans Roles and Responsibilities: TFS MR 1. Build QA file for QA and follow up with Vendor / Factory on fabric, trim, and wash standards

prior to PPM. 2. Convey key aesthetic details to QA / Factory that are critical to design intent. 3. Follow up with brand to resolve inconsistencies with program standards Roles and Responsibilities: Tech (FTY / TFS) 1. Convey technical fit history to QA / Factory 2. Review technical construction details of PP sample 3. Evaluate fit, balance, and aesthetic of PP sample on dress form in PPM. 4. Evaluate factory grading and pattern markers Roles and Responsibilities: Factory ( QA / MR) 1. Voice up any discrepancy, potential quality, and delivery issues for open discussion with

recommendations and follow-up after meeting. 2. Study and understand Key QA control points for bulk production ref 3. Create action plans and follow up in bulk after meeting. 4. Complete PP meeting report and send recap to all counterparts with a copy kept in the QA file

for production and inspection ref. Note: * For complex programs, Merchant are asked to participate in PP Meeting via conference call, video conference, or In Person as needed. ** Technical Design may be requested to participate depending on the location and complexity of the product.

15 of 16

Samples Required for Pre-Production Meeting

What is the PP sample made of?

The PP sample will be made of the following:

• Bulk fabric and full color if possible

• Sewing construction and measurement follow Brand approved sample final comments.

• Right label placement.

• Use bulk trims such as zippers, buttons, interlinings, thread, labels, etc. If bulk trims are not available then any available trims for placement purpose will be sufficient

• Actual bulk washing effect and hand feel

• Actual bulk embroidery and print, if needed

How to check the PP sample

1. Study QA file in detail and mark down any outstanding issues.

2. Study brand approved standard with approval comments.

3. Check sample styling against brand approved standard.

4. Check sample for the following:

• Color tone

• Hand feel and washing effect, if GMT washing

• Construction (knit or woven,)

• Fabric weight / density / GMT weight for sweater

• Review internal fabric shrinkage test report VS BV fabric test report

5. Measure all samples and complete measurement sheet.

6. Check size grading, pattern and overall silhouette on each size sample

• Fabric shrinkage VS pattern build in shrinkage % allowance

• Seam allowance

• Compare old pattern VS corrected pattern per fit comments

• Pattern grading VS size spec grading VS sample measurement grading …

• Pocket and button placement grading

• Overall silhouette balance

7. Fit testing on dummy

• Aesthetic

• Balance

• Movement on armhole, chest, shoulder and all join seam strength by wear test.

8. Check cutting, sewing construction and workmanship.

• Max no of plies for fabric spreading

• Max no of ply and height for cutting

• nap down or up, cutting direction

• Stitching type and density

16 of 16

• Seam construction & allowance

• Needle, gauge , ball point or …

• Collar / cuff / pocket setting and placement

• Specialized machine, tucking,

• Folder, guides , attachment

9. Check sample trim quality, color matching and label placement

• Button-size , lock stitching,

• Zipper-length, zipper head size / opening direction

• Functional check

• Color matching

• Label placement and sewing method.

• Care instruction VS lab test report.

• Interlining, fusing temperature/pressure/speed test report…

10. Any special Embroidery / Print quality and placement.

11. Check sample product safety and functional parts

12. Alert vendor/fty Tech should make sure pocket construction and small part / functional part meet TFS testing requirement from sample development stage.

13. Enhance vendor/fty field QA double check this part with in-house test report (weak point) if need before PP meeting with TFS QA.

14. TFS QA double check pocket construction / small part during PP meeting before mass production.

15. Encourage TFS QA voice up and loop in PI/Testing for consult if they have question and challenge about pocket construction / small part before PP meeting.

16. Construction review

• Min neck strength, pocket opening join seams and all weak points

• Drawstrings

• Small parts attachment

17. Study special GMT wash (Dry & Wet processing) effects and hand feel

• Washed blanket with approved washing formula.

• Hand sanding, whiskers, tacking,

• Approved washed shade band (light / med / dark)

• Washed standard

18. Study folding and packing method, plan for pre-pack check at In-Line production stage.