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IMDS Reporting Requirement Specification
Keykert 4904 2004 Revision 01
Released October 28, 2005
Released 10/28/2005 Printed Copies are Uncontrolled
IMDS Reporting Requirement Specification KEYKERT 4904 2004 rev-01
Table of Contents
General Information / Objective………………….……………Page 3
IMDS Reporting Requirements……………………………..…Page 4
IMDS / PPAP / APQP…………………………………………..Page 5
Delinquent Reporting………………………………………......Page 6
Submission Requirements…………………………………….Page 6-8
Rejection Codes………………………………………………...Page 9-10
IMDS Structural Illustrations……………………………….......Page 11-12
IMDS Training information……………………………………..Page 13
Keykert/Kiekert IMDS contacts….…………………………….Page 14
Appendix A………………………………………………………Page 15-18
(DPS form)
Appendix B………………………………………………………Page 19-20
(IMDS Definitions)
Appendix C………………………………………………………Page 21-22
(Examples of common reporting errors)
Appendix D………………………………………………………Page 23-24
(Searching for ILI-metals)
Revision history …………………………………………….......Page 25
All revisions and additions are highlighted in grey
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IMDS Reporting Requirement Specification KEYKERT 4904 2004 rev-01
The objective of this specification is to provide Keykert USA and Kiekert de México
suppliers with:
Guidelines and requirements for reporting to Keykert USA and Kiekert de
México
Reporting requirements for the International Material Data System (IMDS)
Additional information and supporting instructions for using IMDS and reporting
via IMDS (e.g.: ILI-metals, IMDS Recommendations, etc.)
IMDS definitions/terminology
Four components for creating and releasing component/material data via IMDS:
1) IMDS registration – suppliers must be a registered IMDS user
2) Define materials via IMDS
3) Construct product tree structure (MDS)
4) Submit/Release Material Data Sheets (MDS) to Keykert IMDS ID #1875
Access IMDS @ http://www.mdsystem.com
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Keykert USA, Inc. and Kiekert de México IMDS Reporting Requirements
Materials
One hundred percent (100%) of all materials must be detailed in IMDS using either
specific or generic (where permissible) material designations.
Substances
All substances that are contained in a material (specific and/or generic) shall be fully
disclosed. Keykert/Kiekert will not accept submissions with information classified as
confidential.
The use of generic substances or “jokers” is acceptable; however, “joker/wildcard”
declaration shall not exceed 10% of the mass of the homogeneous material.
Generic substances are not permissible in lieu of disclosing prohibited or declarable
substances.
The four restricted heavy metals (hexavalent chromium (Cr6+), lead, cadmium, and
mercury) must be fully disclosed regardless of their percentage or weight.
All prohibited or declarable substance defined by the GADSL list (Global Automotive
List of Declarable Substances), and/or Keykert/Kiekert internal requirements shall be
disclosed.
It is the responsibility of the supplier of the parts and/or raw materials to ensure
compliance with the requirements of:
The latest ELV Directive (2000/53/EC) including supporting amendments (e.g.:
Annex II)
Current GADSL list
For all applicable customer specific requirements (e.g.: Keykert→4904 2004,
FoMoCo→WSS-M99P9999-A1, etc.)
Current IMDS system reporting requirements (e.g.: version 3.1 - polymeric part
marking requirement)
Suppliers are responsible for ensuring that all submissions are in accordance to this
IMDS reporting specification (4904 2004), as well as, all applicable IMDS
Recommendations.
All IMDS reporting to Keykert USA is to be provided in English. Submissions received
in other languages are subject to rejection.
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IMDS/Production Part Approval Process (PPAP) and Advance Product Quality
Planning (APQP) requirements
Material certifications must accompany all PPAP submissions per AIAG’s PPAP
guidelines.
An IMDS submission is required for each component prior to or at the time of PPAP
submission. PPAP submission will not be accepted until all applicable parts are
submitted, reviewed, and approved via IMDS, and is in accordance to Keykert/Kiekert
PPAP guidelines.
Based on IMDS volume, IMDS submissions and all supporting documentation should
be submitted at least four weeks prior to the PPAP due date. All IMDS submissions
are reviewed in the order they are received.
Substances detailed on material certifications must match the substance breakdowns
detailed in IMDS unless ILI-metals are used.
If a supplier’s IMDS submission is rejected for any reason, full PPAP approval will not
be granted until the submission has been corrected, re-submitted (full PPAP approval
is required before the release of final tooling payments), and approved.
IMDS reporting has been integrated into the APQP process. Impurities caused by
prohibited substances shall be recorded qualitatively and risk estimates should be
discussed in a dialogue.
Production & Production intent Suppliers
All prohibited substances must be declared and approved prior to use. Declaration
shall be made via Keykert/Kiekert’s Declarable/Prohibited Substance Reporting and
Approval Form (FCD-0334).
When declarable or prohibited substances are present, the form must be completed
and submitted early in the development phase (see appendix A).
This will allow adequate time for re-design and/or re-validation with an alternate
material, should either Keykert/Kiekert and/or our customer not approve the current
application.
**Substances not approved by Keykert must be eliminated from the product. **
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Delinquent Reporting
Suppliers that do not report their parts via IMDS and/or are delinquent in reporting
will:
Be charged a daily administrative cost per missing part until all submissions are
received and approved (amount to be negotiated according to cost incurred by
Keykert/Kiekert)
Not receive PPAP approval
Not have pending tooling orders honored for payment (partial payments may be
withheld)
Have points deducted from supplier rating
Placed on probation
Placed “new business hold” and may be subject to de-sourcing of current business
Suppliers will subsequently be responsible for charge-backs incurred by
Keykert/Kiekert from our respective customers as a result of missing, inaccurate,
or false IMDS reporting and/or usage of prohibited/restricted substances not
approved by Keykert USA, Inc.
Keykert USA / Kiekert de México IMDS Submission Requirements
When an IMDS submission is required
An IMDS submission is required:
♦ With all PPAP submission and/or revision level bumps
♦ A change in mass of a part exceeding the tolerance listed on the production
part drawing or the Part Submission Warrant (PSW)
♦ When design, specification or material changes occur
♦ When using alternative materials, as detailed on the Keykert drawing
♦ When suppliers of products or services are changed
♦ Upon request, if non-compliance to legal conditions are suspected
♦ When revisions to the GADSL change the status, reporting requirement, or
threshold of a substance
♦ IMDS system enhancements or changes may affect how data is reported, and
may result in a re-submission in some cases (if applicable, suppliers will be
notified)
All components within a purchased assembly must be created as “components” and
NOT as a “semi-components” via IMDS.
*Note: A semi-component as defined in IMDS is not applicable for Keykert/Kiekert
components; therefore, semi-components shall not be used in any submission to
Keykert/Kiekert.
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If the assembly contains components that have Keykert/Kiekert part numbers, the
Keykert/Kiekert part numbers must be detailed (including the revision level) for each
applicable component. If an assembly contains components that do not have
Keykert/Kiekert part numbers then the component(s) may be detailed with PIA
(Purchased In Assembly) as the part number.
A PIA part number is only acceptable if the part/component within a purchased
assembly Does Not have a Keykert/Kiekert part number.
Supplier Reporting Requirements
Suppliers shall submit all parts to Keykert USA via IMDS ID #1875 and must include
the following:
Keykert/Kiekert part number and revision level (e.g. 4900210000)
Keykert/Kiekert part description (e.g. IVH Catch Complete) as detailed on the
drawing
Detail 0 for Recyclate information (required for all plastic parts)
Detail application codes, when applicable
Certify polymeric parts are appropriately marked (in accordance to ISO
11469/1043/1629)
Full disclosure of all applicable materials, substances, coatings, and plating (in
their cured state)
Material names shall define the material. The use specification numbers (e.g.:
WSS-M21P27-A1 instead of Magni Plating) or generic descriptions are not
permissible
Materials and Substances
It is imperative to preserve the integrity, accuracy, and reliability of each submission;
therefore, suppliers are required to either create their own materials, or only utilize
materials that have been created by their material supplier(s).
*Note1: Metals are an exception. Please see “Reporting of Metals (Steel)” for
material reporting requirements.
Suppliers are responsible for the accuracy of the data sent to Keykert regardless of its
originating source(s).
Substances cannot be directly attached to a component or semi-component, they
must be attached to a material.
*Note 2: Substances shall be reported in their cured state
Plastics and Rubbers
Refer to IMDS recommendation 003 for rubber and recommendation 010 for plastics.
All plastic and rubber materials must be created in accordance to these
recommendations (see IMDS public pages).
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For polymeric materials, the designated marking codes in the “Symbol” field.
Metals (Steel)
Due to many range variations in reporting metal (steel) materials, which has resulted
in rejections by the OEMs, the IMDS Committee has pre-loaded over 12000 metal
materials into IMDS. Keykert/Kiekert has reviewed and adopted the ILI Metals listing.
Suppliers are required to select metals (steel) from the ILI Metals list in lieu of creating
their own metal materials in IMDS. Non-compliant submissions will not be accepted
(see exceptions below).
**Exception: Suppliers may create their own metal (i.e. steel) material if:
The material is not already created in IMDS (pre-approval via a DPS form is
required)
When there is a significant difference between the suppliers’ metal and the metal
detailed in IMDS (pre-approval via a DPS form is required)
*Note: Advance notice does not constitute acceptance, but failure to submit advance
notice will result in an automatic IMDS rejection.
Coatings and Surface Treated Metals
Submissions for components that have a coated or treated metal substrate must have
at least two materials in the IMDS tree – one for base metal material and one for the
applicable coating.
Coating shall be reported in their cured state, and not as with the chemistry of the
process chemicals or products.
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Rejection codes
Many reporting errors are similar in nature. To reduce the amount of time and detail
required to reject an IMDS submission, effective November 1, 2005 Keykert/Kiekert
will begin utilizing a code system for rejecting IMDS submissions.
When applicable, the code table listed below will be used to reject incorrect
submissions; however, when a more descriptive reason for a rejection is required, the
additional information will be detailed on the IMDS rejection screen.
Rejection Code
Non-ILI metal used without prior Keykert USA approval 010
Part number incorrect / incomplete 020
Part description incorrect / incomplete 022
Misc. substance exceed 10% 030
Submission inconsistent with drawing and/or documentation 040
Improper tree structure (including use of semi-components) 050
Prohibited/Declarable substance exceeds threshold limitations 060
Material substances not fully disclosed 070
MDS submitted to wrong ID 080
Min/Max variation % exceeds allowable range (max +/- 5%) 090
Recyclate information missing for plastic parts 100
Missing certification for marking of polymeric parts 110
Measured weight tolerance shall not exceed +/- 5% 120
Drawing and reporting weight difference is exceed +/- 10% ** 130
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Reasons / codes for IMDS rejections:
Usage of non ILI-metals w/o previous Keykert approval (code 010)
Incorrect part number format used (code 020):
o Part number shall be detailed as 10-digits without spaces, dashes or
symbols (i.e. 4700201003)
Detailing incorrect part name/description (code 022)
o All submission must have a Keykert/Kiekert part name/description as
detailed on the drawing
Exceeding the allowable misc. declaration of 10% per material (code 030)
including, but not limited to:
o Pigments portions or flame retardants
o Plasticizers, or further additives
Materials and/or documentation discrepancies (code 040)
o Material certs do not match IMDS submission and/or material detailed on
drawing
Incorrect tree structure (code 050)
o Materials listed without substances
o Materials listed as components
o Parts created as semi-components
Prohibited or Declarable substances exceeds threshold limits (code 060)
Material substance are not fully disclosed (code 070)
o Iron missing in steel
o Plating not disclosed
o Labels/Stickers (that remain affixed to the component)
Part submitted to wrong IMDS ID (code 080)
Basic substance min/max variation exceeds allowable range (code 090)
o Substance content Allowable range
• Up to 10% ± 1%
• 10-20 % ± 2%
• 20-50% ± 3%
• 50-100% ± 5%
*Note: Ranges above are for metals only - not plastics. See Recommendation
010 for the allowable ranges of plastics.
Recyclate information missing (code 100)
Certification missing for marking of Polymeric Part (code 110)
Measured weight tolerance exceeds +/- 5% (code 120)
When the difference between calculated mass on drawing and measured weight
in IMDS exceeds +/- 10% (code 130)**
**Exception: When weight is defined as a CC the +/- 10% rule does not apply. In
cases, when a tolerance is permissible it shall be specified on the drawing.
When a submission is rejected, a new (corrected) submission is required within
three business days. An action plan detailing corrective action is required if a new
(corrected) submission cannot be completed within three business days.
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IMDS Tree Symbols and Structure Illustrations
Component Semi-Component N/A for Keykert/Kiekert
submissions
Material Substance
Illustrations of Correct IMDS Tree Structures
ILL.1
ILL.2
ILL. 3
ILL. 4
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Illustrations of Incorrect IMDS Tree Structures
ILL. 6 ILL. 7
ILL. 5
ILL. 8
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Training information
www.mdsmap.com
www.imds-elearning.com
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Keykert USA’s Contact List
Tracey Herrod Ernie Mullins
Standards and Materials Coordinator Quality Manager
46941 Liberty Drive 1101 Highview Drive
Wixom, MI 48393 Webberville, MI 48892
Phone: 248-960-4100 Phone: 517-521-1700
Fax: 248-960-5393 Fax: 517-521-5296
Email: tracey_herrod@keykertusa.com Email: ernie_mullins@keykertusa.com
Dennis Cruz
Director of Purchasing
46941 Liberty Drive
Wixom, MI 48393
Phone: 248-960-4100
Fax: 248-960-5368
Email: dennis_cruz@keykertusa.com
Kiekert de México Contact List
Tracey Herrod Miguel Martell
Standards and Materials Coordinator Quality Manager
46941 Liberty Drive KM 14.5 Autopista Puebla-Orizaba
Wixom, MI 48393 Chachapa, Pue. México CP 72990
Phone: 248-960-4100 Phone: 52-222-8918421
Fax: 248-960-5393 Fax: 52-222-8918404
Email: tracey_herrod@keykertusa.com Email: miguel_martell@kiekert.com.mx
Victor Romero
Purchasing Manager
KM 14.5 Autopista Puebla-Orizaba
Chachapa, Pue. México CP 72990
Phone: 52-222-8918428
Fax: 52-222-8918427
Email: victor_romero@kiekert.com.mx
Send ALL restricted/reportable and IMDS questions and correspondence to
restricted.reportable@keykertusa.com
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Appendix A
Declarable / Prohibited Substance Reporting and Approval Form
All prohibited substances must be declared and approved by Keykert USA prior to
use.
Declaration shall be made via the:
Declarable/Prohibited Substance Reporting & Approval Form (also known as
DPS form)
When declarable or prohibited substances are present, the form must be completed
and submitted early in the development phase of a program.
The DPS form is available on-line @ http://supplier.keykertusa.com
When to submit a DPS
A DPS form is required:
When a supplier creates metals (non-ILI metals) in IMDS
When Keykert is design responsible but the supplier’s processes are inclusive of
substances that are declarable or prohibited in accordance to the GADSL list
and/or customer specific requirements (DPS required upon business award)
When Keykert is not design responsible and the supplier’s materials or processes
contain substances that are either declarable or prohibited in accordance to the
GADSL list and/or customer specific requirements (DPS required upon business
award)
How to complete and submit a DPS
A supplier can complete a DPS form in one of two ways:
By component/per material, or
By material (blanket approval) for multiple components (in cases where a supplier
uses the same material for multiple components)
To submit a DPS form by component – per material
Complete the DPS form (including applicable part numbers and revision levels)
Ensure substance weight percentages total 100%
Detail purpose or usage for all declarable or prohibited substances
Select the applicable destination location
All materials detailed on the DPS form shall match materials detailed on material
certifications (trace amounts can be detailed as misc. up to 10% as long as the
substances are not prohibited or declarable)
Submit the completed DPS form and applicable material certification(s) to Keykert USA
for review and approval.
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By material (blanket approval) for multiple components
Create Material and Development Sample Report in IMDS
Complete DPS form
Ensure substance weight percentages total 100%
Detail purpose or usage for all declarable or prohibited substances
Select the applicable destination location
Materials reported on the DPS form must match materials detailed on material
certifications (trace amounts can be detailed as misc. up to 10% as long as the
substances are not prohibited or declarable)
Submit the completed DPS form, a material certification for the requested material, a
copy of the IMDS Initial Sample Test Report, and the IMDS ID version to Keykert USA
for review and approval.
In order to certify a material for multiple components, the supplier must submit both
the IMDS version and the Initial Sample Test Report for the material. When the
material is approved all applicable components may be submitted with the approved
material (with the same IMDS version number).
When the material changes (i.e. new version created in IMDS) the supplier is required
to submit an updated DPS form, material certification, sample test report, and the new
IMDS version number to certify the material.
Send completed DPS forms and all applicable material certifications to
restricted.reportable@keykertusa.com
All forms will be reviewed within the APQP process to ensure “substances of concern”
are eliminated when required and/or minimized to allowable percentages when
feasible.
In order to allow for a timely review, supplier must submit all DPS forms and/or IMDS
submissions (with all supporting documentation) at least four weeks prior to the PPAP
due date.
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Use “By Component” tab for by component per material DPS submissions. An electronic copy of this form is available on-line
@ http://supplier.keykertusa.com
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Use “By Material” tab for blanket approval of a material DPS submissions. An electronic copy of this form is available on-line
@ http://supplier.keykertusa.com
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Appendix B
Definitions
Basic substances – chemical elements or chemical compounds as they exist
naturally or are produced, this includes stabilizing agents and production-related
impurities (with the exception of solvents) which can be separated without any effects
on stability or change in composition.
*Note 1: Substances cannot be directly attached to a component or semi-component,
they must be attached to a material.
*Note 2: Substances shall be reported in their cured state.
Component – is a complete assembly or a component within an assembly that builds
up a complete part.
Declarable/reportable substances – are permissible within set limitation but must
still be declared.
Material – composition of a component or semi-component, and consisting of one or
more basic substances.
Prohibited substances – are prohibited for all or certain application purposes by law.
They may not be contained in amounts, which exceed their set limitations.
Material Data Sheet (MDS) – the complete description of a supplied product (can be
a component semi-component or material).
Pre-Consumer Recyclate (a.k.a post-industrial) - is recycled material from a
manufacturing process that is subsequently used for a different manufacturing
process, whether from the same company or scrap received from another company.
Home scrap or regrind is NOT considered pre-consumer recyclate material. Pre-
Consumer Recyclate is reported as the percent of the material’s weight that is pre-
consumer recycled material.
Post-Consumer Recyclate - is recycled material originating from products or
materials that have served their intended end use, and have been recovered or
otherwise diverted from the waste stream for the purpose of recycling.
*Note: Pre and Post Consumer Recyclate is not applicable for any Keykert/Kiekert
components (as detailed on Keykert drawings per WI-0069).
Semi-component – an item becoming a component through a further processing
step, like cutting to size. It is otherwise identical to a component, but does not have a
fixed weight until it is attached to the assembly level part.
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*Note: A semi-component as defined in IMDS is not applicable for any
Keykert/Kiekert part; therefore, it shall not be used in any submission to
Keykert/Kiekert.
Recycled Material Content
Recycled content (post-industrial and post-consumer) is required for all non-metallic
parts (e.g. polymeric materials – plastics and elastomers). Detail zero in the
appropriate fields for metallic parts.
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Appendix C
Examples of common reporting errors
Creating and reporting materials with a specification number instead of the
material name (steel detailed as SAE J403 instead of 1010 Hot Rolled, or
plating detailed as GMW3359 instead of Zinc Plating)
Example 1
Materials may not be detailed with the
specification number as the material name.
The material name should be descriptive
enough so that the material is easily
identifiable (e.g.: plating or zinc plating).
Specification numbers must be detailed in
the “Norms/Standards” section.
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Exceeding allowable 10% joker/miscellaneous requirement:
Example 2
Note: The content of the two joker materials is 20%, which exceeds the maximum
allowable 10% misc. allowed per component.
Example 3
Note: The content of the joker and confidential materials exceeds the maximum
allowable 10% misc. allowed per component.
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Appendix D
Conducting an ILI-Metals material search
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Revision History
Revision Revisions Revision Release
Date Level Date
10/01/2004 -Initial release of IMDS Reporting 00 10/15/2004
Requirement Spec 4904 2004
10/03/2005 -Replaced reference to ILRS with GADSL 01 10/28/2005
-Added rejection code table
-Updated submission requirements
-Updated DPS form
-Revised DPS reporting requirements
-Updated correct/incorrect IMDS tree
structures
-Move IMDS definitions to Appendix B
-Added appendix D – Searching for ILI-
metals
-Added Reference to Recommendations
003 and 010 for plastics and rubbers
-Added reporting requirements for
coatings and platings
-Added Table of Contents
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