Procurement Glossary
Initial sample approval (EMPB): Quality assurance prior to series production
November 19, 2025
Initial sample approval (EMPB) is a critical quality assurance process in which suppliers submit sample parts for approval before series production begins. This process ensures that all specifications are met and significantly reduces quality risks. Read on to find out what initial sample approval involves, which methods are used, and how you can optimally control this process.
Key Facts
- Mandatory approval process prior to series production for quality assurance
- Includes document review, dimensional inspection, and functional testing
- Reduces complaint costs by up to 80% compared to downstream inspections
- Requires close cooperation between Procurement, quality, and suppliers
- Basis for long-term supplier qualification and risk minimization
Contents
What is initial sampling (EMPB)?
Initial sampling is a systematic qualification process in which suppliers submit sample parts and documentation for review prior to production approval.
Core elements of initial sampling
The EMPB process includes several critical components for comprehensive quality assessment:
- Complete documentation of all specifications and test reports
- Dimensional measurement according to technical drawings
- Material and surface testing in accordance with requirements
- Functional and stress tests under series conditions
Initial sampling vs. incoming goods inspection
While incoming goods inspections are carried out on a random basis, initial sampling checks every parameter thoroughly. This is done once before series production begins, while incoming goods inspections take place continuously.
Importance of initial sampling in Procurement
The EMPB Procurement a key tool for supplier qualification in Procurement . It minimizes procurement risks and creates the basis for quality agreements with strategic partners.
Process steps and responsibilities
The structured implementation of initial sampling requires clear process steps and defined responsibilities among all parties involved.
Preparation and definition of requirements
Procurement works with Development Procurement all testing requirements and creates testing instructions. These include technical specifications, tolerances, and testing procedures. Suppliers receive detailed specifications for sample production and documentation.
Sample production and documentation
Suppliers produce samples under series conditions and document all process parameters. An Initial Sample Inspection Report summarizes all test results. Traceability is ensured by appropriate traceability systems.
Review and approval decision
The quality department conducts comprehensive tests and assesses conformity. In the event of deviations, a deviation approval is reviewed or rectification is requested. Series production is only approved after full approval has been granted.
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Key KPIs and targets for EMPB
Systematic key figures enable the effectiveness of EMPB to be assessed and identify potential for improvement in the qualification process.
Throughput time and efficiency metrics
The average EMPB turnaround time measures process efficiency from sample request to approval. Target values are typically 2-4 weeks, depending on complexity. The initial approval rate shows the proportion of samples approved immediately without rework.
Quality indicators and error analysis
The number of deviations found per EMPB evaluates the depth of testing and supplier quality. Quality costs due to EMPB expenditure are compared with the follow-up costs that were avoided. Complaint rates after EMPB approval measure the quality of the forecast.
Supplier evaluation and development
Supplier-specific EMPB success rates support supplier evaluation and development. The number of EMPB cycles required until approval demonstrates supplier competence. Improvement rates in subsequent EMPBs measure learning effects and development progress.
Process risks and countermeasures at EMPB
Inadequate initial sampling can lead to significant quality and cost problems, which can be avoided through systematic risk management.
Incomplete audits and gaps in documentation
Missing or superficial inspections lead to subsequent quality problems in series production. Standardized audit checklists and clear inspection instructions minimize this risk. Regular training of the employees involved ensures consistent inspection quality.
Time pressure and lack of resources
Tight project deadlines lead to shortened EMPB processes with increased risks. Early planning and sufficient resource allocation are essential. Quality gates prevent critical test steps from being skipped.
Supplier communication and competence deficits
Unclear requirements or insufficient supplier competence jeopardize EMPB success. Structured supplier audits assess capabilities in advance. Regular communication and support during implementation reduce misunderstandings.
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Practical example
An automotive supplier conducts initial sampling for a critical brake system component. The supplier submits 30 sample parts with complete documentation, including material certificates and test reports. The quality department checks all dimensional requirements, performs hardness tests, and tests functionality under extreme conditions. After successful approval, a quality assurance agreement is concluded.
- Complete document review and material verification
- Dimensional measurement of all critical dimensions
- Functional testing under series conditions
Current developments and effects
Digitization and new technologies are fundamentally changing initial sampling and opening up new opportunities for efficiency and quality.
Digital documentation and AI support
Modern EMPB systems use digital workflows and AI-based image analysis for automated inspections. Machine learning optimizes inspection strategies based on historical data and significantly reduces manual effort. Cloud-based platforms enable real-time collaboration between locations.
Predictive quality and process optimization
Predictive analytics identifies potential quality problems as early as the sampling phase. Statistical process control is implemented as early as the initial sampling. Data analysis enables continuous improvement of the testing processes.
Sustainability integration
Environmental aspects are increasingly being integrated into EMPB processes. Material origin, carbon footprint, and recyclability are systematically evaluated. Suppliers must provide appropriate evidence in the initial sampling.
Conclusion
Initial sampling is an indispensable quality assurance process that minimizes procurement risks and ensures supplier quality in the long term. Through systematic implementation and continuous optimization, it becomes a strategic success factor in quality management. Modern technologies and digital workflows significantly increase efficiency and informative value. Investments in professional EMPB processes pay off in the long term through reduced follow-up costs and improved supplier relationships.
FAQ
What distinguishes EMPB from other quality tests?
Initial sampling is a one-time, comprehensive test performed before series production begins, while other tests, such as random sampling, are performed continuously and on a reduced scale. It comprehensively evaluates both the product and the supplier's process capability.
When is a new initial sampling required?
Requalification is necessary in the event of changes to the design, material, process, or supplier location. A new EMPB may also be required after extended production breaks or in the event of quality problems.
What documentation is required for EMPB?
In addition to the sample parts, test reports, material certificates, process documentation, and a control plan are required. The exact requirements are specified in the test instructions and may vary depending on the industry.
How long does a typical initial sampling take?
The turnaround time varies between 1-6 weeks, depending on complexity. Simple parts can be approved within a few days, while complex systems may require several test cycles. Early planning and clear communication significantly reduce processing time.
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