Start with the decision, not the activity
A material name is not a complete approval. Finish, source, performance, dimensions, batch variation, maintenance, and interface requirements can all change the result.
The approval register should connect the submitted data, physical sample, commercial status, release date, and received batch.
- One identity across submittal, sample, purchase order, and delivery.
- Approved alternates before the critical date.
- Receiving inspection tied back to the accepted sample.
Turn intent into evidence
When substitutions are necessary, the comparison must show every changed condition—not only price and visual similarity.
A sequence the team can use
- Define the requirement — Record appearance, performance, interface, and maintenance criteria.
- Compare visibly — Show every technical, visual, cost, and lead-time change.
- Verify the batch — Inspect delivered material against the approved identity and sample.
A sample is part of the record
Label, photograph, protect, and reference physical samples so the site can distinguish approval from something that merely looks similar.
