Procurement Glossary
Pilot Run: Definition, procedure and strategic importance in Procurement
November 19, 2025
A pilot run is a crucial test run in product development and procurement in which processes, quality and feasibility are validated before series production. This test phase enables buyers to evaluate suppliers, minimize risks and create cost transparency. Find out below what Pilot Run means, how the process works and the strategic benefits for procurement.
Key Facts
- Pilot run is a test run before series production to validate processes and quality
- Enables early identification of production and quality problems
- Reduces start-up risks and costs in subsequent series production
- Serves as a basis for final supplier approval and contract negotiations
- Typical quantities are between 100 and 5,000 units depending on product complexity
Contents
What is Pilot Run? Definition and purpose in the process
A pilot run is a controlled test run in pre-series production in which products are manufactured under near-series conditions in order to validate processes and check quality standards.
Core elements of a Pilot Run
The pilot run comprises several key components that are crucial for successful implementation:
- Near-series production conditions with final tools and materials
- Quality inspections according to defined specifications and standards
- Documentation of all process parameters and deviations
- Evaluation of supplier capabilities and capacities
Pilot run vs. prototype procurement
In contrast to prototype procurement, the pilot run is carried out with production-ready tools and processes. While prototypes test individual functions, the pilot run validates the entire production chain under realistic conditions.
Importance of Pilot Run in Procurement
The pilot run is a critical decision-making basis for procurement. It enables the final evaluation of suppliers before the start of series production and creates transparency regarding actual production costs and times.
Procedure: How the Pilot Run works
The successful implementation of a pilot run requires a structured approach with clear phases and defined responsibilities between Procurement and the supplier.
Preparation and planning
The planning phase lays the foundation for a successful pilot run. All relevant parameters and success criteria are defined:
- Determination of the number of test pieces and production period
- Definition of quality criteria and test procedures
- Coordination of production parameters with the supplier
- Creation of a detailed schedule with milestones
Implementation and monitoring
All critical parameters are continuously monitored during the production phase. Ramp-up management plays a central role in the gradual ramp-up of production.
Evaluation and release
The final evaluation covers both technical and commercial aspects. Based on the results, a decision is made on the series release and the final contract design.
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Important KPIs and targets
The success of a pilot run is measured using specific key figures that cover both technical and economic aspects and serve as the basis for series release.
Quality indicators
Quality assessment is at the heart of the pilot run evaluation. Key metrics include the reject rate, rework rate and compliance with specifications:
- First Pass Yield (FPY): Proportion of parts that pass the quality inspection without reworking
- Defect rate: number of defects per million parts produced (PPM = parts per million)
- Process capability indices (Cpk values) for critical quality characteristics
Efficiency and cost ratios
The economic evaluation is carried out using productivity indicators and cost analyses. The actual values are compared with the original calculations in order to identify deviations.
Supplier performance indicators
The evaluation of supplier performance includes adherence to deadlines, response time to problems and quality of documentation. These key figures are included in the final supplier evaluation and influence future outsourcing decisions.
Process risks and countermeasures for pilot runs
Pilot runs harbor various risks that can jeopardize the success of the project. Proactive risk identification and appropriate countermeasures are therefore essential.
Technical and quality risks
Unforeseen technical problems can lead to delays and cost increases. Deviations in material quality or process stability are particularly critical:
- Implementation of redundant test procedures and quality controls
- Close coordination with tool maintenance to ensure optimum conditions
- Development of alternative supplier capacities as a backup solution
Schedule risks and delays
Delays in the pilot run can jeopardize the entire project plan. Critical factors include inadequate capacity planning at the supplier or unforeseen change requests during the test run.
Cost risks and budget overruns
Uncalculated additional costs often arise due to necessary reworking or additional test runs. Detailed cost planning with appropriate buffers as well as clear contractual regulations on cost allocation in the event of changes are therefore essential.
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Practical example
An automotive supplier carries out a pilot run for a new plastic component. After the successful prototype phase, 1,000 parts are produced under series conditions. All process parameters are documented and the quality is checked according to automotive standards. The results show a reject rate of 2.5%, which is above the target value of 1%. Optimization measures are then developed together with the supplier and validated in a second pilot run.
- Identification of the causes of increased reject rates through detailed error analysis
- Adaptation of the process parameters and training of the supplier's employees
- Successful reduction of the reject rate to 0.8% in the second test run
Current developments and effects
Digitalization and new technologies are changing the way pilot runs are conducted and evaluated, leading to more efficient processes and better results.
Digital monitoring and data analysis
Modern sensor technology and IoT systems enable real-time monitoring of all production parameters during the pilot run. This data is analysed using AI algorithms to detect patterns and identify optimization potential.
Virtual validation and simulation
By using simulation software, potential problems can be identified even before the physical pilot run. This reduces the number of test runs required and speeds up the entire validation process considerably.
Collaborative platforms
Cloud-based platforms enable better collaboration between Procurement, development and suppliers. All parties involved have access to up-to-date data and can react to deviations in real time, which increases the efficiency of the ramp-up process.
Conclusion
The pilot run is an indispensable building block in modern procurement management that contributes significantly to the success of product launches. The systematic validation of processes and quality before the start of series production minimizes risks and creates cost transparency. Increasing digitalization opens up new possibilities for more efficient implementation and more precise evaluation. For purchasers, the pilot run is therefore a strategic tool for supplier evaluation and risk minimization in procurement.
FAQ
What distinguishes a Pilot Run from the pilot series?
A pilot run focuses on the validation of processes and quality, while the pilot series already requires the final production release. The pilot run serves as a basis for decision-making, the pilot series as a final safeguard before the start of series production.
How long does a typical pilot run take?
The duration varies between two weeks and three months, depending on the complexity of the product and the number of units. Simple components usually require 2-4 weeks, while complex systems or assemblies can take up to 12 weeks to test.
What are the costs of a pilot run?
The costs are made up of material costs, production costs and testing costs. Typically, they are 20-50% higher than the later series costs due to lower quantities and increased documentation costs. This investment is amortized by minimizing risks during the start of series production.
When is a pilot run successfully completed?
Successful completion requires the fulfillment of all defined quality criteria, adherence to deadlines and cost transparency. In addition, all identified improvement measures must be implemented and their effectiveness proven before series approval is granted.
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