Chapter 24: Portal Submission and Closure Best Practices for Canadian Suppliers

When you're responding to a customer SCAR, you're typically submitting via a web portal: Ford's SCR (Supplier Corrective Request) portal, GM's GQTS, or Pratt & Whitney Canada's supplier quality hub. These portals track gate timelines strictly. Missing a gate can trigger automatic escalation and potential supply disruption.

Gate timelines (typical, but verify with your customer's manual):

• D0–D2: 24–48 hours from SCAR receipt.
• D3 containment: 2–5 days (varies by severity code).
• D4–D6: 10–15 days (full closure).
• D7–D8: Included in final closure.

Portal best practices:

1. Assign a SCAR owner immediately. This person owns the timeline and the escalation path if gates are at risk.
2. Use portal reminders. Most systems allow you to set internal gate reminders 48 hours before the customer deadline.
3. Attach evidence at submission, not after. Don't submit a D3 with "Evidence to follow." Auditors and portal systems flag incomplete submissions. Gather your photos, documents, and data *before* you hit submit.
4. Use clear file naming: "45-67-890_D3_Containment_Photos_Jan2026.pdf" instead of "SCAR_attachments.pdf." Portal reviewers are auditing dozens of 8Ds simultaneously.
5. Include a summary narrative. Some systems auto-populate fields; others are text-based. Either way, write clearly. "All parts in serial range 2026-001234 to 2026-001567 have been sorted via 100% CMM inspection. 847 parts inspected; 780 good parts released to inventory; 67 defective parts quarantined and reworked on-site. Rework verification completed January 26, 2026. Interim detection procedure (post-setup CMM) now in place for all future production."
6. Assign responsibilities and dates. "John Smith, Operations Supervisor, responsible for daily tool offset verification. Training completed January 25, 2026 (sign-off sheet attached). Procedure to continue until root cause permanent corrective action is verified effective."

Important: When a customer issues a SCAR to you, you own the content, but they own the closure decision. Don't assume your 8D is closed until the customer explicitly closes it in the portal or sends written confirmation. Conversely, when you issue an 8D to a *supplier*, you are the gate keeper. Don't accept incomplete submissions. Reject them immediately and ask for resubmission with complete evidence. This discipline pays dividends in your customer's confidence.