Sample development procedure for garments manufacturing

Standard Operating Procedure of Sample Department

It is true that bulk goods is produced in accordance with sample plays very pivotal role in garments industry. It has an array of amenities that I will elaborated in details with the help of this statement. There are catalogue number of reason so as to stand of this topic. At the very outset, sample is very important for any manufacturing unit as far I concern. Before getting any types of order, first of all, we have to prepare sample & send to the buyer for approval. After getting approval, we can prepare bulk production. In that case producing quality full sample is mandatory for any manufacturing unit. Moreover, we are producing three pieces sample for each color, one is for buying, one is for display & another one is for bulk.

Details attached to the sample:

   After the confirmation of order, each sample sent to the buyer has the following details attached to it, with the help of a tag. It contains the details of both, what the buyer has demanded and what the supplier fabric/trim etc they have used.

• Ref no.
• Color
• Fabric
• Composition
• Description
• Quantity
• Style no/ Size
• Store

Types of sample:

• PP sample
• Counter sample
• Approved sample
• Size sets
• Photo sample
• Online sample
• Shipment sample

26.0        Purpose:

To understand the requirement of customer through checking spec/ original sample/ instruction provided by the buyer or buying agent and prepare sample accordingly.

26.1     Scope:

Applicable for sample department.

26.2        Definition:

Bulk production is produced by what is called sample .The sample which is approved by buyer is called approved sample.

26.3        Responsibility:

4.1       Merchandising team is responsible to provide all the necessary information and/or original sample-to-sample department and collect sample to send for buyer approval.

4.2       Pattern team is responsible to calculate the consumption and prepare all types of sample as per buyer requirement.

4.3       Pattern team is responsible to inspect the style of sample before hand it over to concern merchandiser.

4.4       Merchandising team is responsible to arrange all necessary materials (except if using available thread, if can’t find any available stock then merchandiser will help to arrange from other sources) for sampling and provide them to sample department.

4.5       Sampling team is responsible to send goods to embroidery, printing and washing and merchandising team must inform the sampling team and relevant service provider regarding all update issue and will keep them on the communication loop.

26.4        Procedure:

26.5           Sample department will not act/work without any requisition. All the merchandiser/designers have to issue the formal and prior requisition to sample department for their sample/mock-up/panel requirement.

26.6           Pattern team has to ensure timely availability of spec/original sample from Merchandising Department. After receiving and checking the spec/original sample, pattern department has to prepare/cut pattern against spec/original sample. The prepared pattern has to be checked by pattern checker for accuracy and signed thereafter.

26.7           After receiving any info/documents, sample department will inform the merchandiser/designer within the next working day if they find any discrepancy or mismatching in technical files, ask for missing information to make the sample and/or share the critical factors for bulk production. 

26.8           CAD operators under supervision of Manager Pattern will prepare the consumption and based on the consumption a mini marker will be generated from CAD. Marker efficiency record shall be maintained by pattern master.

26.9           Sample section will make the style sample. Asst. pattern Master will carry out quality check against buyers’ specification. Quality confirmed sample shall then be handed over to concern Merchandiser/Designer to send to buyer for approval. Sample section shall retain measurement checklist, quality check records and comments from buyer.

26.10        Sample department (concern master/sample in-charge) will communicate with buyer/buyer technical team with keeping the concern merchandiser in the chain of mail for any technical issue of the sample.

26.11        Once approved copy obtained from concern merchandiser, sample section will produce pre-production sample with actual fabrics and accessories (if available). In case buyer demands revised set of samples based on comments, revised set will be made and handed over to concern merchandiser to review and send it to buyer for approval.

26.12        After approval of pre-production sample, pattern master has to prepare work instruction for production against individual style and distribute copies to Cutting manager, Sewing manager, Finishing Manager, Quality Assurance manager and Store manager. Manager pattern will check each Work Instruction and sign on thereafter for approval which will be deemed by the recipients that the correct one is received.

26.13        The Aesthetical condition of all samples should be checked by concern merchandiser/designer before submission. It is mandatory for Pre-production and TOP/G.S samples.

26.14        In case sample rated fail for first time, second submission must be reviewed with the merchandising manager or superiors before submission.

26.15        Sample department will maintain a registrar book to track all sample dispatching information and a forwarding letter will be kept together with requisition number and date. Everywhere the requisition number must be mentioned along will requisition and submission date, sample type, quantity, buyer, style name, wash description etc. 

Sample retention & disposition Procedure                                           

28.0 PURPOSE: The purpose of this procedure is to ensure all necessary records of sample and documents are adequately provided maintained and comply with sample retention requirements. Retention Sample may be used as part of compliant investigations. To fulfill the customer requirement.

 28.1 SCOPE:  Sample section of Babylon Group.

 28.2 DEFINITION:  Sample retention refers on the taking, Duration of Storage and holding of samples of starting or finished products and retention samples of finished products.

 28.2.0 Sample control team:  We have sample control department to collect document / retention & destruction .We have sample control team which are given below

1.      Manager (Sample) Head of Sample control department.

28.2.1 Six member of Sample monitoring team given below

1. Asst. Manager (Sample)

2. Asst. Manager (Quality) 4^th Floor

3. Jr. Manager (Quality) 5^th Floor

4. Asst. Manager (Quality) 3^rd Floor

5. Asst. Manager (Quality) Cutting

6. Jr .Manager (Quality) Finishing

28.2.2 Sample Receiving & delivery team:

1. Supervisor (Quality) ^5th Floor

2. Supervisor (Quality) ^Cutting

3. Supervisor (Quality) ^4th Floor

4. Supervisor (Quality) ^3th Floor

5. Supervisor (Quality) ^Finishing

7. Officer (Sample)

28.2.3. Disposition Team:

1. Sr. Manager (Production)

2.  Manager (Sample)

2. Jr. Manager (HR & Compliance)

3. Asst: Manager (HR & Compliance)

4. Deputy Manager (QC&QA)

5. Quality Compliance officer

6. Officer (HR & Compliance)

28.3 RESPONSIBILITY:

According to the guideline of Head of Sample control department, Sample Receiving & delivery team will collect the sample from sample section   . After completing the Shipment counter sample /Size set sample send back at the sample section from the sewing, Cutting Finishing floor & keep the counter sample /Size set sample at the sample keeping area located at Sample section with proper traceability. The monitoring team will follow up Sample Receiving & delivery team. After ending the retention period, Disposition Team will dispose all the sample with the help sample control department. Our sample control department head will ensure secure keeping of sample & proper documentation.

28.4 Procedure:

Babylon group is producing different types of World renowned Brand product .As a result, we have to fulfill the requirement of Buyer .In this regards, and we are producing different types of sample for internal & external purpose. Internally we use counter sample /Size set sample at the Cutting, sewing, Finishing section.

28.4.0 Internal Sample 

6.1.1 Definition: The sample garments is quality full garments which is prepared by according to the customer requirement & use as approved sample at the working area as reference. This type of sample we are called size set /Counter sample.

28.1.2 Sample Receiving:

Internally we use counter sample /Size set sample at the sewing, Cutting, Finishing section. When we are sending the Size /counter Sample to the sewing, Cutting, Finishing section must be approval seal & signature by the sample in charge or Quality In charge.

Our Sample Receiving & delivery team will receive sample from sample section by giving signature at the resister .According to the Size set /Counter sample, the production start.

28.1.3 Retention:

28.1.3.1 All types of Sample like Size set /Counter sample (Sewing, Cutting, Finishing, Packing, etc.) responsible Quality manager & After completing the Shipment counter sample /Size set sample send back at the sample section by the Sample  Receiving & delivery  team . We will keep all the sample at designated area in with proper identification (Buyer, Style, Order, Color, Quantity etc.) way at the sample section.

28.1.3.2 All the internal samples were kept 6 month at the sample section.

28.1.3.3 After completing the Shipment counter sample /Size set sample send back at the sample section, our Sample Receiving & delivery team will collect Sample & keep in Sample section which located Sample keeping area in buyer wise with proper identification (Buyer, Style, Order, Color, Quantity etc.)  at the almery . The document area is secure by lock & key system.

28.1.3.4 All the sample will preserve at the sample keeping area in buyer wise with proper identification (Buyer, Style, Order, Color, Quantity etc.)   

28.1.4 Destruction:

28.1.4.1 All the internal samples were kept 6 month at the sample section. After ending the deadline, we will dispose the sample with proper documentation with the help of Sample responsible with proper record with the help of Disposition Team.

28.1.4.2 When we will burn the sample then Disposition Team will take all types of Evidence like burning picture of sample, attendance of deposition team & date etc .

28.1.4.3 We will burn in such way so that it may not pollutants the environment seriously.

28.1.4.4 Disposition Team:

1. Sr. Manager (Production)

2. Jr. Manager (HR & Compliance)

3. Asst: Manager (HR & Compliance)

4. Deputy Manager (QC&QA)

5. Quality Compliance officer

             6. Officer (HR & Compliance)

28.2 External sample

28.2.1 Definition:  The sample garments is quality full garments which is prepared by according to the customer requirement .This sample is approved by buyer.

28.2.2 External Sample Preparing:  

According to the Buyer requirement (Sketch, Measurement, Master File) Sample section prepare sample & send to the customer .If customer change any requirement, They inform though mail to the concern person .Then Sample Responsible  prepare Size set with available Fabric & Accessories & then send to customer .According to the guideline of Customer Concern Merchandiser offer PP .

28.2.3 Retention:

28.2.3.1 If any External sample back to our sample section. Our Sample Receiving & delivery team will receive from the customer.

28.2.3.2 External sample were kept at the sample section at least 3 years which located Sample keeping area in buyer wise with proper identification (Buyer, Style, Order, Color, Quantity etc.)   At the almery.

28.2.3.3. All the sample will preserve at the sample keeping area in organized way & ensure buyer wise with proper identification (Buyer, Style, Order, Color, Quantity etc.)   & buyer wise Almery .

28.2.4 Destruction:

28.2.4.1 External sample were kept at the sample section at least 3 years. After ending the deadline, we will dispose the sample with proper documentation with the help of Sample responsible with proper record with the help of Disposition Team.

28.2.4.2 When we will burn the document then Disposition Team will take all types of Evidence like burning picture of sample, attendance of deposition team & date etc .

28.2.4.3 We will burn in such way so that it may not pollutants seriously the environment.

28.2.4.4 Disposition Team:

1. Sr. Manager (Production)

2. Jr. Manager (HR & Compliance)

3. Asst: Manager (HR & Compliance)

4. Deputy Manager (QC&QA)

5. Quality Compliance officer

             6. Officer (HR & Compliance)

 Note: If any customer interested to see the deduction of sample are requested to attend by our Disposition Team. Duplicate sample is someone called Counter sample /PP sample.

Buyer wise sample list were given below

S. Oliver

1. Development Sample

2. Photo Sample

3. SMS Sample

4. Seal sample

5. Production Sample

Walmart

  1. White Sample  

  2. Development Sample

  3. Black Sample

  4.Gold Sample

V.F Asia

1.  Photo Sample

2. PP Sample

3. Production Sample

4. Test Sample

Woolwort:

1. Fil Sample

2. PP Sample

3. Production Sample

David Howard:

1.      Style Sample

2.      PP Sample

3.      Production Sample

4.      Wash Test Sample

H&M
        1.Development sample( If require Color Sample)

        2. Quotation Sample

        2. Size Sample

        3. Counter Sample

        3. Photo Sample

         4. Production Sample

          

Celio

1.      Color Photo Sample

2.      Style Sample

3.      PP Sample

4.      Size Sample

5.      Production Sample

6.      Test Sample

Target

1.      Rangel Review Sample

2.      Red Tag Sample

3.      PP Sample

4.      Photo Sample

Japan Cherokee

1.      Style Sample

2.      PP Sample

3.      Photo Sample

4.      Shipment Sample

PerryEllis 

1.      SMS Sample

2.      Fit Sample

3.      PP Sample

4.      Production Sample

5.      Test Sample

Belk

1.      Size Sample

2.      Add Sample

3.      Top Sample

Supko

1.      Fit Sample

2.      Photo Sample

3.      SMS Sample

4.      PP Sample

5.      Shipment Sample

6.       Review Sample

 

 B Sc in textile CU ,Ms in environmental science, JU