Space product assurance - Materials, mechanical parts and processes obsolescence management handbook

This Handbook provides guidelines to manage obsolescence of Materials, Mechanical Parts and Processes (in-house and sub-contracted).
It is useful for any actor of the European Space sector.
It covers Materials, Mechanical Parts and Processes (MMPP) used in flight hardware as well as ground support equipment (including test systems) and materials or tools used during process (not in the final product) and skills (knowhow).
It is not within the scope of this Handbook to address EEE components and software.
This document describes the general causes of obsolescences and introduces the concepts of proactive and reactive obsolescence management, depending of the programme phase.

Raumfahrtproduktsicherung - Handbuch für Obsoleszenzmanagement von Materialien, mechanischen Bauteilen und Prozessen

Assurance produit des projets spatiaux - Manuel de gestion de l’obsolescence des matériaux, des pièces mécaniques et des procédés

Zagotavljanje kakovosti proizvodov v vesoljski tehniki - Priročnik za upravljanje zastarelosti materialov, mehanskih delov in procesov

General Information

Status
Published
Public Enquiry End Date
14-Jul-2021
Publication Date
14-Oct-2021
Technical Committee
Current Stage
6060 - National Implementation/Publication (Adopted Project)
Start Date
13-Oct-2021
Due Date
18-Dec-2021
Completion Date
15-Oct-2021

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SLOVENSKI STANDARD
SIST-TP CEN/CLC/TR 17602-70-23:2021
01-december-2021

Zagotavljanje kakovosti proizvodov v vesoljski tehniki - Priročnik za upravljanje

zastarelosti materialov, mehanskih delov in procesov
Space product assurance - Materials, mechanical parts and processes obsolescence
management handbook
Raumfahrtproduktsicherung - Handbuch für Obsoleszenzmanagement von Materialien,
mechanischen Bauteilen und Prozessen
Assurance produit des projets spatiaux - Manuel de gestion de l’obsolescence des
matériaux, des pièces mécaniques et des procédés
Ta slovenski standard je istoveten z: CEN/CLC/TR 17602-70-23:2021
ICS:
03.120.99 Drugi standardi v zvezi s Other standards related to
kakovostjo quality
49.140 Vesoljski sistemi in operacije Space systems and
operations
SIST-TP CEN/CLC/TR 17602-70-23:2021 en,fr,de

2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.

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TECHNICAL REPORT
CEN/CLC/TR 17602-70-
RAPPORT TECHNIQUE
TECHNISCHER BERICHT
October 2021
ICS 49.140
English version
Space product assurance - Materials, mechanical parts and
processes obsolescence management handbook

Assurance produit des projets spatiaux - Manuel de Raumfahrtproduktsicherung - Handbuch für

gestion de l'obsolescence des matériaux, des pièces Obsoleszenzmanagement von Materialien,

mécaniques et des procédés mechanischen Bauteilen und Prozessen

This Technical Report was approved by CEN on 16 August 2021. It has been drawn up by the Technical Committee CEN/CLC/JTC

CEN and CENELEC members are the national standards bodies and national electrotechnical committees of Austria, Belgium,

Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy,

Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Republic of North Macedonia, Romania, Serbia,

Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and United Kingdom.
CEN-CENELEC Management Centre:
Rue de la Science 23, B-1040 Brussels

© 2021 CEN/CENELEC All rights of exploitation in any form and by any means Ref. No. CEN/CLC/TR 17602-70-23:2021 E

reserved worldwide for CEN national Members and for
CENELEC Members.
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Table of contents

European Foreword ................................................................................................... 4

Scope ....................................................................................................................... 5

References .............................................................................................................. 6

Terms, definitions and abbreviated terms ............................................................ 7

3.1 Terms from other standards ...................................................................................... 7

3.2 Terms specific to the present handbook ................................................................... 7

3.3 Abbreviated terms..................................................................................................... 8

Causes of obsolescence and purpose of obsolescence management ........... 10

4.1 Introduction ............................................................................................................. 10

4.2 Causes ................................................................................................................... 10

4.3 Purpose .................................................................................................................. 10

Overview of obsolescence management process ............................................. 12

5.1 Obsolescence management team .......................................................................... 12

5.2 Obsolescence management approach .................................................................... 13

5.2.1 Proactive approach ................................................................................... 13

5.2.2 Reactive approach .................................................................................... 13

5.2.3 Obsolescence management in space programmes ................................... 13

5.2.4 Obsolescence management plan .............................................................. 14

5.3 Obsolescence management database .................................................................... 14

Relevant practices for obsolescence management .......................................... 15

6.1 Proactive approach ................................................................................................. 15

6.1.1 Overview ................................................................................................... 15

6.1.2 Establishment of an obsolescence-awareness culture .............................. 16

6.1.3 Knowledge of the MMPP ........................................................................... 16

6.1.4 Supply chain management ........................................................................ 17

6.1.5 Watch........................................................................................................ 18

6.1.6 Obsolescence risk analysis for MMPP, programme risk analysis and

risk mitigation actions ................................................................................ 19

6.2 Reactive approach .................................................................................................. 22

6.2.1 Overview ................................................................................................... 22

6.2.2 Verify obsolescence information................................................................ 22

6.2.3 Communication ......................................................................................... 23

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6.2.4 Application case analysis .......................................................................... 23

6.2.5 Obsolescence treatment ........................................................................... 23

Obsolescence data management ........................................................................ 25

7.1 In-house data management .................................................................................... 25

7.2 Network communication.......................................................................................... 25

Annex A Obsolescence information template ...................................................... 26

Annex B Example of content of obsolescence management database ............. 27

Annex C Example of obsolescence management plan ........................................ 28

Annex D Information about the REACH regulation .............................................. 29

Background ............................................................................................................ 29

D.1.1 Overview ................................................................................................... 29

D.1.2 Definition of terms ..................................................................................... 29

D.1.3 Relationship between substances, mixtures, and articles .......................... 30

Technical consequences of REACH ....................................................................... 31

Additional information ............................................................................................. 36

Figures

Figure 5-1: Obsolescence management versus space programme phases .......................... 14

Figure 6-1: Proactive approach best practices scheme ........................................................ 15

Figure 6-2: Reactive approach best practices scheme ......................................................... 22

Tables

Table D-1 : Summary of legal obligations of industry, possible associated actions,

schedules as a function of regulatory step - Possibly long-term ......................... 33

Table D-2 : Summary of legal obligations of industry, possible associated actions,

schedules as a function of regulatory step - Possibly mid-term .......................... 34

Table D-3 : Summary of legal obligations of industry, possible associated actions,

schedules as a function of regulatory step - Imminent ........................................ 35

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European Foreword

This document (CEN/CLC/TR 17602-70-23:2021) has been prepared by Technical Committee

CEN/CLC/JTC 5 “Space”, the secretariat of which is held by DIN.

It is highlighted that this technical report does not contain any requirement but only collection of data

or descriptions and guidelines about how to organize and perform the work in support of EN 16602-

70-23.

This Technical report (CEN/CLC/TR 17602-70-23:2021) originates from ECSS-Q-HB-70-23A.

Attention is drawn to the possibility that some of the elements of this document may be the subject of

patent rights. CEN [and/or CENELEC] shall not be held responsible for identifying any or all such

patent rights.

This document has been prepared under a mandate given to CEN by the European Commission and

the European Free Trade Association.

This document has been developed to cover specifically space systems and has therefore precedence

over any TR covering the same scope but with a wider domain of applicability (e.g.: aerospace).

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Scope

This Handbook provides guidelines to manage obsolescence of Materials, Mechanical Parts and

Processes (in-house and sub-contracted).
It is useful for any actor of the European Space sector.

It covers Materials, Mechanical Parts and Processes (MMPP) used in flight hardware as well as

ground support equipment (including test systems) and materials or tools used during process (not in

the final product) and skills (know-how).

It is not within the scope of this Handbook to address EEE components and software.

This document describes the general causes of obsolescences and introduces the concepts of proactive

and reactive obsolescence management, depending of the programme phase.
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References
EN Reference Reference in text Title
EN 16601-00-01 ECSS-S-ST-00-01 ECSS system – Glossary of terms

EN 16602-70 ECSS-Q-ST-70 Space product assurance – Materials, mechanical parts and

processes

EN 16602-70-71 ECSS-Q-ST-70-71 Space product assurance – Material, processes and their

data selection
EN 16601-10 ECSS-M-ST-10 Space project management – Project planning and
implementation
EN 16601-80 ECSS-M-ST-80 Space project management – Risk management
EN 62402:2007 Obsolescence management - Application guide
T. Rohr et al., ISMSE-12 Impact of REACH Legislation on European Space
ESTEC Noordwijk, The Programs
Netherlands, 2012

M. Chevalier et al., ISMSE- A method to customize qualification of substitutes in case

13 Pau, France, 2015 of material or process obsolescence
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Terms, definitions and abbreviated terms
3.1 Terms from other standards

a. For the purpose of this document, the terms and definitions from ECSS-S-ST-00-01 apply, in

particular the following terms:
1. design
2. development
3. life cycle
4. lifetime
5. material

b. For the purpose of this document, the terms and definitions from ECSS-Q-ST-70 apply, in

particular the following term:
1. mechanical part
2. process
3.2 Terms specific to the present handbook
3.2.1 bill of MMPP

list of materials, processes or mechanical parts that are needed to manufacture or repair an end

product
NOTE This is reported in Declared Materials List (DML), Declared Processes
List (DPL) and Declared Mechanical Parts List (DMPL).
3.2.2 criticality

measure of severity of the consequences of MMPP obsolescence with regard to its use

3.2.3 obsolescence

transition from availability to unavailability of a material, mechanical part or process from the

manufacturer or supplier
NOTE The unavailability can be permanent or temporary.
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3.2.4 obsolescence management network

network of persons in charge of collecting, transmitting and recording all the information concerning

obsolescence issues and responsible to implement risk mitigation actions and obsolescence treatment

actions
NOTE Members of the obsolescence network can represent different
functions (e.g. procurement, quality, production, and design office)
3.2.5 obsolescence manager

person in charge of coordinating and supervising obsolescence management at company level and

following up obsolescence treatment projects progress
3.2.6 obsolescence risk analysis

assessment of the probability and severity of the risk of obsolescence and prioritization of the

obsolescence risk
3.2.7 proactive obsolescence management

actions to anticipate obsolescence and to mitigate the risks linked to obsolescence issues

3.2.8 reactive obsolescence management
reactive strategy consists in reacting only when the obsolescence is proven
1 Obsolescence is considered as proven when a discontinuance date is
known.
2 The discontinuance date can be transmitted through a formal
document by the supplier or related to date of ban determined by a
regulation.
3.3 Abbreviated terms
For the purpose of this document, the following abbreviated terms apply:
Abbreviation Meaning
application for authorization
AfA
assembly, integration and test
AIT
Aerospace and Defense Industries Association of Europe
ASD
bill of material
BOM
Chemical Abstract Service Number
CAS Number
classification and labelling
C&L
classification, labelling and packaging
CLP
carcinogenic, mutagenic, reprotoxic
CMR
community rolling action plan
CoRAP
commercial off-the-shelf
COTS
declared materials list
DML
declared mechanical parts list
DMPL
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Abbreviation Meaning
declared processes list
DPL
Export Administration Regulations
EAR
European Chemical Agency
ECHA
European Community number
EC Number
European Economic Area
EEA
electrical, electronic and electromechanical
EEE
environment, health and safety
EHS
European Union
Groupement des industries françaises aéronautiques et
GIFAS
spatiales (French Aerospace Industries Association)
handbook
harmonised classification and labelling
HCL
International Traffic in Arms Regulations
ITAR
materials, mechanical parts and processes
MMPP
materials and processes
M&P
Materials, Mechanical Parts and Processes Control Board
MPCB
Materials and Processes Technology Board
MPTB
member state
ozone depleting substance
ODS
obsolescence management
obsolescence management plan
OMP
Public Activities Coordination Tool
PACT
persistent, bioaccumulative and toxic
PBT
persistent organic pollutants
POP
research and development
R&D
Registration, Evaluation and Authorization of Chemicals
REACH
(European regulation)
risk management option analysis
RMOA
restriction of hazardous substances
RoHS
safety data sheet
SDS
substitute it now list
SIN List
substance of very high concern
SVHC
technology readiness level
TRL
very persistent and very bioaccumulative
vPvB
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Causes of obsolescence and purpose of
obsolescence management
4.1 Introduction

Obsolescence can affect all space products throughout their lifecycle. Through obsolescence

management appropriate actions are put in place to minimise detrimental impact and costs

throughout the product life.
4.2 Causes
The main causes of obsolescence are:

a. Regulations and their evolution: Environmental regulations such as REACH, health and safety.

b. Import – export constraints: export control (e.g. ITAR), export licence, embargo.

c. Changes from suppliers such as
1. product evolution (formulation, raw material supply chain, packaging, product
properties, deviation from original specification),

2. manufacturing processes and means, streamlining of product ranges, manufacturing

stop, change of manufacturing location,
3. product designation, industrial re-organization.

d. Supplier force major circumstances: bankruptcies, industrial accidents (e.g. fire, explosion), loss

of know-how, natural disasters (e.g. flooding, storm, earthquake).

e. Market competitiveness such as too low volume of production, outdated technology, indirect

impact of environmental regulations.
NOTE Indirect impact of environmental regulations means that even if the
space sector is out of the scope (e.g. RoHS), the market availability is
driven by much larger actors that need to comply and drive
alternative product development.
f. Loss of employee specific skills and company know-how.
4.3 Purpose

The increasing number of obsolescence issues affects the space sector particularly due to the specific

characteristics of space programmes:
a. Long life cycles (especially for space transportation).
b. Low purchase volumes.
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c. Long MMPP qualification time (e.g. high performance requirements, high safety standards,

complex interactions between systems, and multinational programmes).
d. Low production volumes.
e. Use of proven technologies (heritage).
f. Complex contractual supply chain.

Obsolescence management of MMPP is an added-value to limit impacts of obsolescence to:

a. Ensure undisrupted manufacturing and maintenance of the space hardware during the whole

programme life time.
b. Avoid redesign during a later stage of the space programme.
c. Minimise cost and planning time.
d. Meet customer requirements related to obsolescence management.
e. Guarantee quality and sustainability of the supply chain.
f. Avoid use a non-qualified MMPP.
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Overview of obsolescence management
process
5.1 Obsolescence management team

The establishment of an obsolescence management team is key of success of obsolescence

management (OM), including the identification of a person devoted to centralize information. This

person is responsible for the control of information as follows:
a. Set up actions to get the information as soon as possible
b. Information analysis
c. Communication of the information within internal network

This person can rely on the obsolescence management-dedicated network. This network can be

composed of different representatives that include the following functions:
a. Programme and project management
b. Procurement
c. M&P support
d. Quality control
e. Production
f. Design
g. Environment, health and safety
h. Product stewardship (product management and regulation specialist)
i. Legal support (REACH, export control …)

It is important that within companies a reciprocal communication line between OM management team

and other company members is established.

The OM team manages the implementation and the follow-up of actions, e.g. preventing obsolescence,

mitigating risk, treating obsolescence. It is responsible for the communication of the obsolescence

information to other members of the company.

It is essential that the OM team members are clearly identified inside the company. By that, any

member of the company becoming aware of obsolescence issues, informs the obsolescence

management team in timely manner.
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5.2 Obsolescence management approach
5.2.1 Proactive approach

The proactive OM approach consists of tracking any potential cause of obsolescence in order to

anticipate future obsolescence cases. It also aims at:

a. anticipating strategies in order to have a mitigation solution once obsolescence occurs.

b. not selecting obsolete or limited-life MMPP as alternative solution or as baseline in new

developments

The proactive approach is implemented at each step of the life of space products to meet product

lifetime requirements. It is important that the proactive approach is applied to all stages of a product

life-cycle, starting from the design phase.

This approach includes continuous monitoring for MMPP availability that allows identifying or

predicting their obsolescence date. This monitoring also allows assessing the risk of obsolescence

occurrence and its criticality for space hardware.
5.2.2 Reactive approach

Following the reactive strategy, actions are taken only when the obsolescence is confirmed, e.g.

identification of alternative solutions, stock-piling, no action.
5.2.3 Obsolescence management in space programmes

Obsolescence management involves implementing scheduled and coordinated actions in order to

secure the availability of a product during its entire life-cycle, through technical and economical

means (e.g. replacement, stockpiling). It can be implemented, as early as possible for better

anticipation, during all phases of a space programme such as design definition, development,

production, use, maintenance, spares and repairs.

Whenever possible, priority can be given to the proactive over reactive approach. A general scheme

describing the interaction between OM and space programme phases is shown in Figure 5-1.

Obsolescence management starts with the implementation of an obsolescence management plan. It

can start as early as the feasibility phase of space programmes by setting up an approach for

obsolescence management.

Implementation of proactive measures can start as soon as possible, for example from preliminary

definition, before bills of MMPP are available. A preliminary item list can be assessed in order to

identify obsolete or potential obsolete items. Also the manufacturer or supplier can be required to

inform the customer about the MMPP obsolescence status.

A detailed process to verify obsolescence issues can be typically implemented after PDR during the

detailed definition phase (phase C). During this stage, appropriate actions can be carried out in

accordance to the defined OM approach. A periodical review of obsolescence risks for products and

technologies can be managed at least at each design review throughout the whole programme.

It is important to perform communication between the OM team and other members of the company

in a continuous way, and is prerequisite for successful obsolescence management. It is also important

to collect, analyze, store and distribute information (knowledge management) to improve the

company OM process.
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Space programme phases:
Preparatory phase Development phase Vehicle exploitation phase
Phase 0
Phase B Phase D Phase E
Phase C
Phase A Phase F
Mission Analysis /
Preliminary Qualification & Operation &
Needs Feasibility Detailed definition Disposal
definition Production Utilisation
identification
Obsolescence management:
Design for obsolescence
Implement proactive measures as early
as possible, preferably in the design
phase
Plan for obsolescence Check for new obsolescence&Act as planned
Develop obsolescence management
Check for new obsolescence to ensure early
approach in the framework of
reaction, consult the OM approach and apply an
product life cycle management
appropriate reactive option to handle occurred
obsolescence
Knowledge management
Communicating
[Based on ECSS-M-ST-10 and EN 62402:2007]
Figure 5-1: Obsolescence management versus space programme phases
5.2.4 Obsolescence management plan

Implementing an obsolescence management plan can be an effective way to mitigate obsolescence risk

especially for long-term space programmes. An example of the content of an obsolescence

management plan is provided in the Annex C. This plan is part of the proactive approach and can

complement the project risk management process.
5.3 Obsolescence management database

To anticipate and treat obsolescence, it is important to gather all the information in an obsolescence

management database independent of the considered OM approach (proactive or reactive). An

example of the content for an OM database is given in Annex B.
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Relevant practices for obsolescence
management
6.1 Proactive approach
6.1.1 Overview

Proactive best practices are summarized in Figure 6-1. The steps coloured in orange are explained in

the present section 6.1.
Bill of
MMPP
- Knowledge of
MMPP
- Watch
- Supply chain
management
Establish
obsolescence
risk level for
each MMPP
Risk analysis
vs impact on
program
yes
Risk?
Risk
mitigation
actions
Monitoring
MMPP list
Manufacturing
Figure 6-1: Proactive approach best practices scheme
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6.1.2 Establishment of an obsolescence-awareness culture

Establishing an obsolescence-awareness culture inside a company can constitute a change of mindset

in programme management, through communication and participation of all company employees. It

allows to anticipate obsolescence issues as integral part of project management. Obsolescence

management training can be an appropriate way to raise obsolescence awareness. It is important to

involve all members of the company, especially newcomers in such a training.
6.1.3 Knowledge of the MMPP

Prerequisite of obsolescence management is the knowledge of MMPP, this means to have the most

complete information about the composition of selected materials, mechanical parts and formulations

used during manufacturing processes. The detailed knowledge about MMPP allows the identification

of MMPP changes, including the identification of substances that are part of MMPP and face

obsolescence risks due to regulatory impact. The relevant information can be collected from suppliers

or sub-contractors or obtained in-house and be included in the obsolescence management database.

The following information can be collected:
a. Information from suppliers

1. Safety data sheets (SDS) analysis: The information relevant to be analyzed in SDSs are

CAS or EC numbers, changes to be checked and verified with supplier (change of CAS or

EC numbers, change of substance percentages, addition or removal of substances). It is

important to ask the supplier on a regular basis for an update of SDSs, especially for

products less frequently procured
2. Interviews of suppliers: Information about precursor or auxiliary substances,

intermediates, information about the supplier’s obsolescence risk management process

3. Request for procurement specification changes
4. Certificates of performance and associated test data
5. Supplier’s declarations, incl. REACH article 33 declarations
b. Information obtained in-house

Any change in performance and possibly composition can be tracked through incoming

inspections tests or monitoring of drift of process control parameters.
c. Information obtained from subcontractors

Information can be gathered through basic contractual documentation to be delivered to

customers, such as DML, DMPL and DPL. It is the responsibility of each customer in the supply

chain to ask its subcontractors to provide their obsolescence analysis. Such request can be done

e.g. during materials process control boards (MPCB), or even earlier during a preliminary

review milestone.
1 The MMPP lists do not provide the entire design information.
2 Performing MPCBs even for recurrent equipment, can be
recommended to track obsolescence issues.
d. Any other information

Information can also be found in literature, patents, and through networking. All the gathered

information can be systematically included in a dedicated tool for MMPP knowledge

management. It is important to maintain it up-to-date in order to facilitate subsequent risk

analysis.
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6.1.4 Supply chain management
6.1.4.1 Overview

It is important to involve actively downstream supply chain actors in obsolescence management. It

can be done by specifying contractual obsolescence management requirements, through suppliers and

subcontractors monitoring, or by dedicated procurement specifications with suppliers.

6.1.4.2 Contractual obsolescence management requirements to supply
chain
Contractual clauses fo
...

SLOVENSKI STANDARD
kSIST-TP FprCEN/CLC/TR 17602-70-23:2021
01-julij-2021

Zagotavljanje kakovosti proizvodov v vesoljski tehniki - Priročnik za upravljanje

zastarelosti materialov, mehanskih delov in procesov
Space product assurance - Materials, mechanical parts and processes obsolescence
management handbook
Produktsicherung in der Raumfahrt - Handbuch zum Obsoleszenzmanagement für
Materialien, mechanische Teile und Prozesse
Assurance produit des projets spatiaux - Manuel de gestion de l’obsolescence des
matériaux, composants mécaniques et procédés
Ta slovenski standard je istoveten z: FprCEN/CLC/TR 17602-70-23
ICS:
03.120.99 Drugi standardi v zvezi s Other standards related to
kakovostjo quality
49.140 Vesoljski sistemi in operacije Space systems and
operations
kSIST-TP FprCEN/CLC/TR 17602-70- en,fr,de
23:2021

2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.

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kSIST-TP FprCEN/CLC/TR 17602-70-23:2021
TECHNICAL REPORT
FINAL DRAFT
FprCEN/CLC/TR 17602-
RAPPORT TECHNIQUE
70-23
TECHNISCHER BERICHT
April 2021
ICS 49.140
English version
Space product assurance - Materials, mechanical parts and
processes obsolescence management handbook

Assurance produit des projets spatiaux - Manuel de Produktsicherung in der Raumfahrt - Handbuch zum

gestion de l'obsolescence des matériaux, composants Obsoleszenzmanagement für Materialien, mechanische

mécaniques et procédés Teile und Prozesse

This draft Technical Report is submitted to CEN members for Vote. It has been drawn up by the Technical Committee

CEN/CLC/JTC 5.

CEN and CENELEC members are the national standards bodies and national electrotechnical committees of Austria, Belgium,

Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy,

Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Republic of North Macedonia, Romania, Serbia,

Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and United Kingdom.

Recipients of this draft are invited to submit, with their comments, notification of any relevant patent rights of which they are

aware and to provide supporting documentation.

Warning : This document is not a Technical Report. It is distributed for review and comments. It is subject to change without

notice and shall not be referred to as a Technical Report.
CEN-CENELEC Management Centre:
Rue de la Science 23, B-1040 Brussels

© 2021 CEN/CENELEC All rights of exploitation in any form and by any means Ref. No. FprCEN/CLC/TR 17602-70-23:2021 E

reserved worldwide for CEN national Members and for
CENELEC Members.
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Table of contents

European Foreword .......................................................................................... 4

1 Scope .............................................................................................................. 5

2 References ..................................................................................................... 6

3 Terms, definitions and abbreviated terms ................................................... 7

3.1 Terms from other standards ............................................................................. 7

3.2 Terms specific to the present handbook .......................................................... 7

3.3 Abbreviated terms............................................................................................ 8

4 Causes of obsolescence and purpose of obsolescence management .. 10

4.1 Introduction .................................................................................................... 10

4.2 Causes .......................................................................................................... 10

4.3 Purpose ......................................................................................................... 10

5 Overview of obsolescence management process .................................... 12

5.1 Obsolescence management team ................................................................. 12

5.2 Obsolescence management approach ........................................................... 13

5.2.1 Proactive approach .......................................................................... 13

5.2.2 Reactive approach ........................................................................... 13

5.2.3 Obsolescence management in space programmes .......................... 13

5.2.4 Obsolescence management plan ..................................................... 14

5.3 Obsolescence management database ........................................................... 14

6 Relevant practices for obsolescence management ................................. 15

6.1 Proactive approach ........................................................................................ 15

6.1.1 Overview .......................................................................................... 15

6.1.2 Establishment of an obsolescence-awareness culture ..................... 16

6.1.3 Knowledge of the MMPP .................................................................. 16

6.1.4 Supply chain management ............................................................... 17

6.1.5 Watch............................................................................................... 18

6.1.6 Obsolescence risk analysis for MMPP, programme risk analysis and

risk mitigation actions ....................................................................... 19

6.2 Reactive approach ......................................................................................... 22

6.2.1 Overview .......................................................................................... 22

6.2.2 Verify obsolescence information....................................................... 22

6.2.3 Communication ................................................................................ 23

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6.2.4 Application case analysis ................................................................. 23

6.2.5 Obsolescence treatment .................................................................. 23

7 Obsolescence data management ............................................................... 25

7.1 In-house data management ........................................................................... 25

7.2 Network communication................................................................................. 25

Annex A Obsolescence information template ............................................. 26

Annex B Example of content of obsolescence management database .... 27

Annex C Example of obsolescence management plan ............................... 28

Annex D Information about the REACH regulation ..................................... 29

D.1 Background ................................................................................................... 29

D.1.1 Overview .......................................................................................... 29

D.1.2 Definition of terms ............................................................................ 29

D.1.3 Relationship between substances, mixtures, and articles ................. 30

D.2 Technical consequences of REACH .............................................................. 31

D.3 Additional information .................................................................................... 36

Figures

Figure 5-1: Obsolescence management versus space programme phases ................. 14

Figure 6-1: Proactive approach best practices scheme ............................................... 15

Figure 6-2: Reactive approach best practices scheme ................................................ 22

Tables

Table D-1 : Summary of legal obligations of industry, possible associated actions,

schedules as a function of regulatory step - Possibly long-term ................ 33

Table D-2 : Summary of legal obligations of industry, possible associated actions,

schedules as a function of regulatory step - Possibly mid-term ................. 34

Table D-3 : Summary of legal obligations of industry, possible associated actions,

schedules as a function of regulatory step - Imminent ............................... 35

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European Foreword

This document (FprCEN/CLC/TR 17602-70-23:2021) has been prepared by Technical Committee

CEN/CLC/JTC 5 “Space”, the secretariat of which is held by DIN.

It is highlighted that this technical report does not contain any requirement but only collection of data

or descriptions and guidelines about how to organize and perform the work in support of EN 16602-70-

23.

This Technical report (FprCEN/CLC/TR 17602-70-23:2021) originates from ECSS-Q-HB-70-23A.

Attention is drawn to the possibility that some of the elements of this document may be the subject of

patent rights. CEN [and/or CENELEC] shall not be held responsible for identifying any or all such

patent rights.

This document has been prepared under a mandate given to CEN by the European Commission and

the European Free Trade Association.

This document has been developed to cover specifically space systems and has therefore precedence

over any TR covering the same scope but with a wider domain of applicability (e.g.: aerospace).

This document is currently submitted to the CEN CONSULTATION.
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Scope

This Handbook provides guidelines to manage obsolescence of Materials, Mechanical Parts and

Processes (in-house and sub-contracted).
It is useful for any actor of the European Space sector.

It covers Materials, Mechanical Parts and Processes (MMPP) used in flight hardware as well as ground

support equipment (including test systems) and materials or tools used during process (not in the final

product) and skills (know-how).

It is not within the scope of this Handbook to address EEE components and software.

This document describes the general causes of obsolescences and introduces the concepts of proactive

and reactive obsolescence management, depending of the programme phase.
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References
EN Reference Reference in text Title
EN 16601-00-01 ECSS-S-ST-00-01 ECSS system – Glossary of terms
EN 16602-70 ECSS-Q-ST-70 Space product assurance – Materials, mechanical parts
and processes

EN 16602-70-71 ECSS-Q-ST-70-71 Space product assurance – Material, processes and their

data selection
EN 16601-10 ECSS-M-ST-10 Space project management – Project planning and
implementation
EN 16601-80 ECSS-M-ST-80 Space project management – Risk management
EN 62402:2007 Obsolescence management - Application guide
T. Rohr et al., ISMSE-12 Impact of REACH Legislation on European Space
ESTEC Noordwijk, The Programs
Netherlands, 2012

M. Chevalier et al., ISMSE- A method to customize qualification of substitutes in

13 Pau, France, 2015 case of material or process obsolescence
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Terms, definitions and abbreviated terms
3.1 Terms from other standards

a. For the purpose of this document, the terms and definitions from ECSS-S-ST-00-01 apply, in

particular the following terms:
1. design
2. development
3. life cycle
4. lifetime
5. material

b. For the purpose of this document, the terms and definitions from ECSS-Q-ST-70 apply, in

particular the following term:
1. mechanical part
2. process
3.2 Terms specific to the present handbook
3.2.1 bill of MMPP

list of materials, processes or mechanical parts that are needed to manufacture or repair an end product

NOTE This is reported in Declared Materials List (DML), Declared Processes
List (DPL) and Declared Mechanical Parts List (DMPL).
3.2.2 criticality

measure of severity of the consequences of MMPP obsolescence with regard to its use

3.2.3 obsolescence

transition from availability to unavailability of a material, mechanical part or process from the

manufacturer or supplier
NOTE The unavailability can be permanent or temporary.
3.2.4 obsolescence management network

network of persons in charge of collecting, transmitting and recording all the information concerning

obsolescence issues and responsible to implement risk mitigation actions and obsolescence treatment

actions
NOTE Members of the obsolescence network can represent different functions
(e.g. procurement, quality, production, and design office)
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3.2.5 obsolescence manager

person in charge of coordinating and supervising obsolescence management at company level and

following up obsolescence treatment projects progress
3.2.6 obsolescence risk analysis

assessment of the probability and severity of the risk of obsolescence and prioritization of the

obsolescence risk
3.2.7 proactive obsolescence management

actions to anticipate obsolescence and to mitigate the risks linked to obsolescence issues

3.2.8 reactive obsolescence management
reactive strategy consists in reacting only when the obsolescence is proven
NOTE 1 Obsolescence is considered as proven when a discontinuance date is
known.
NOTE 2 The discontinuance date can be transmitted through a formal
document by the supplier or related to date of ban determined by a
regulation.
3.3 Abbreviated terms
For the purpose of this document, the following abbreviated terms apply:
Abbreviation Meaning
application for authorization
AfA
assembly, integration and test
AIT
Aerospace and Defense Industries Association of Europe
ASD
bill of material
BOM
Chemical Abstract Service Number
CAS Number
classification and labelling
C&L
classification, labelling and packaging
CLP
carcinogenic, mutagenic, reprotoxic
CMR
community rolling action plan
CoRAP
commercial off-the-shelf
COTS
declared materials list
DML
declared mechanical parts list
DMPL
declared processes list
DPL
Export Administration Regulations
EAR
European Chemical Agency
ECHA
European Community number
EC Number
European Economic Area
EEA
electrical, electronic and electromechanical
EEE
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Abbreviation Meaning
environment, health and safety
EHS
European Union
Groupement des industries françaises aéronautiques et
GIFAS
spatiales (French Aerospace Industries Association)
handbook
harmonised classification and labelling
HCL
International Traffic in Arms Regulations
ITAR
materials, mechanical parts and processes
MMPP
materials and processes
M&P
Materials, Mechanical Parts and Processes Control Board
MPCB
Materials and Processes Technology Board
MPTB
member state
ozone depleting substance
ODS
obsolescence management
obsolescence management plan
OMP
Public Activities Coordination Tool
PACT
persistent, bioaccumulative and toxic
PBT
persistent organic pollutants
POP
research and development
R&D
Registration, Evaluation and Authorization of Chemicals
REACH
(European regulation)
risk management option analysis
RMOA
restriction of hazardous substances
RoHS
safety data sheet
SDS
substitute it now list
SIN List
substance of very high concern
SVHC
technology readiness level
TRL
very persistent and very bioaccumulative
vPvB
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Causes of obsolescence and purpose of
obsolescence management
4.1 Introduction

Obsolescence can affect all space products throughout their lifecycle. Through obsolescence

management appropriate actions are put in place to minimise detrimental impact and costs throughout

the product life.
4.2 Causes
The main causes of obsolescence are:

a. Regulations and their evolution: Environmental regulations such as REACH, health and safety.

b. Import – export constraints: export control (e.g. ITAR), export licence, embargo.

c. Changes from suppliers such as

1. product evolution (formulation, raw material supply chain, packaging, product properties,

deviation from original specification),

2. manufacturing processes and means, streamlining of product ranges, manufacturing stop,

change of manufacturing location,
3. product designation, industrial re-organization.

d. Supplier force major circumstances: bankruptcies, industrial accidents (e.g. fire, explosion), loss

of know-how, natural disasters (e.g. flooding, storm, earthquake).

e. Market competitiveness such as too low volume of production, outdated technology, indirect

impact of environmental regulations.
NOTE Indirect impact of environmental regulations means that even if the
space sector is out of the scope (e.g. RoHS), the market availability is
driven by much larger actors that need to comply and drive alternative
product development.
f. Loss of employee specific skills and company know-how.
4.3 Purpose

The increasing number of obsolescence issues affects the space sector particularly due to the specific

characteristics of space programmes:
a. Long life cycles (especially for space transportation).
b. Low purchase volumes.

c. Long MMPP qualification time (e.g. high performance requirements, high safety standards,

complex interactions between systems, and multinational programmes).
d. Low production volumes.
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e. Use of proven technologies (heritage).
f. Complex contractual supply chain.

Obsolescence management of MMPP is an added-value to limit impacts of obsolescence to:

a. Ensure undisrupted manufacturing and maintenance of the space hardware during the whole

programme life time.
b. Avoid redesign during a later stage of the space programme.
c. Minimise cost and planning time.
d. Meet customer requirements related to obsolescence management.
e. Guarantee quality and sustainability of the supply chain.
f. Avoid use a non-qualified MMPP.
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Overview of obsolescence management
process
5.1 Obsolescence management team

The establishment of an obsolescence management team is key of success of obsolescence management

(OM), including the identification of a person devoted to centralize information. This person is

responsible for the control of information as follows:
a. Set up actions to get the information as soon as possible
b. Information analysis
c. Communication of the information within internal network

This person can rely on the obsolescence management-dedicated network. This network can be

composed of different representatives that include the following functions:
a. Programme and project management
b. Procurement
c. M&P support
d. Quality control
e. Production
f. Design
g. Environment, health and safety
h. Product stewardship (product management and regulation specialist)
i. Legal support (REACH, export control …)

It is important that within companies a reciprocal communication line between OM management team

and other company members is established.

The OM team manages the implementation and the follow-up of actions, e.g. preventing obsolescence,

mitigating risk, treating obsolescence. It is responsible for the communication of the obsolescence

information to other members of the company.

It is essential that the OM team members are clearly identified inside the company. By that, any member

of the company becoming aware of obsolescence issues, informs the obsolescence management team in

timely manner.
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5.2 Obsolescence management approach
5.2.1 Proactive approach

The proactive OM approach consists of tracking any potential cause of obsolescence in order to

anticipate future obsolescence cases. It also aims at:

a. anticipating strategies in order to have a mitigation solution once obsolescence occurs.

b. not selecting obsolete or limited-life MMPP as alternative solution or as baseline in new

developments

The proactive approach is implemented at each step of the life of space products to meet product lifetime

requirements. It is important that the proactive approach is applied to all stages of a product life-cycle,

starting from the design phase.

This approach includes continuous monitoring for MMPP availability that allows identifying or

predicting their obsolescence date. This monitoring also allows assessing the risk of obsolescence

occurrence and its criticality for space hardware.
5.2.2 Reactive approach

Following the reactive strategy, actions are taken only when the obsolescence is confirmed, e.g.

identification of alternative solutions, stock-piling, no action.
5.2.3 Obsolescence management in space programmes

Obsolescence management involves implementing scheduled and coordinated actions in order to

secure the availability of a product during its entire life-cycle, through technical and economical means

(e.g. replacement, stockpiling). It can be implemented, as early as possible for better anticipation, during

all phases of a space programme such as design definition, development, production, use, maintenance,

spares and repairs.

Whenever possible, priority can be given to the proactive over reactive approach. A general scheme

describing the interaction between OM and space programme phases is shown in Figure 5-1.

Obsolescence management starts with the implementation of an obsolescence management plan. It can

start as early as the feasibility phase of space programmes by setting up an approach for obsolescence

management.

Implementation of proactive measures can start as soon as possible, for example from preliminary

definition, before bills of MMPP are available. A preliminary item list can be assessed in order to identify

obsolete or potential obsolete items. Also the manufacturer or supplier can be required to inform the

customer about the MMPP obsolescence status.

A detailed process to verify obsolescence issues can be typically implemented after PDR during the

detailed definition phase (phase C). During this stage, appropriate actions can be carried out in

accordance to the defined OM approach. A periodical review of obsolescence risks for products and

technologies can be managed at least at each design review throughout the whole programme.

It is important to perform communication between the OM team and other members of the company in

a continuous way, and is prerequisite for successful obsolescence management. It is also important to

collect, analyze, store and distribute information (knowledge management) to improve the company

OM process.
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Space programme phases:
Preparatory phase Development phase Vehicle exploitation phase
Phase 0
Phase B Phase D Phase E
Phase C
Phase A Phase F
Mission Analysis /
Preliminary Qualification & Operation &
Needs Feasibility Detailed definition Disposal
definition Production Utilisation
identification
Obsolescence management:
Design for obsolescence
Implement proactive measures as early
as possible, preferably in the design
phase
Plan for obsolescence Check for new obsolescence&Act as planned
Develop obsolescence management
Check for new obsolescence to ensure early
approach in the framework of
reaction, consult the OM approach and apply an
product life cycle management
appropriate reactive option to handle occurred
obsolescence
Knowledge management
Communicating
[Based on ECSS-M-ST-10 and EN 62402:2007]
Figure 5-1: Obsolescence management versus space programme phases
5.2.4 Obsolescence management plan

Implementing an obsolescence management plan can be an effective way to mitigate obsolescence risk

especially for long-term space programmes. An example of the content of an obsolescence management

plan is provided in the Annex C. This plan is part of the proactive approach and can complement the

project risk management process.
5.3 Obsolescence management database

To anticipate and treat obsolescence, it is important to gather all the information in an obsolescence

management database independent of the considered OM approach (proactive or reactive). An example

of the content for an OM database is given in Annex B.
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Relevant practices for obsolescence
management
6.1 Proactive approach
6.1.1 Overview

Proactive best practices are summarized in Figure 6-1. The steps coloured in orange are explained in the

present section 6.1.
Bill of
MMPP
- Knowledge of
MMPP
- Watch
- Supply chain
management
Establish
obsolescence
risk level for
each MMPP
Risk analysis
vs impact on
program
yes
Risk?
Risk
mitigation
actions
Monitoring
MMPP list
Manufacturing
Figure 6-1: Proactive approach best practices scheme
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6.1.2 Establishment of an obsolescence-awareness culture

Establishing an obsolescence-awareness culture inside a company can constitute a change of mindset in

programme management, through communication and participation of all company employees. It

allows to anticipate obsolescence issues as integral part of project management. Obsolescence

management training can be an appropriate way to raise obsolescence awareness. It is important to

involve all members of the company, especially newcomers in such a training.
6.1.3 Knowledge of the MMPP

Prerequisite of obsolescence management is the knowledge of MMPP, this means to have the most

complete information about the composition of selected materials, mechanical parts and formulations

used during manufacturing processes. The detailed knowledge about MMPP allows the identification

of MMPP changes, including the identification of substances that are part of MMPP and face

obsolescence risks due to regulatory impact. The relevant information can be collected from suppliers

or sub-contractors or obtained in-house and be included in the obsolescence management database.

The following information can be collected:
a. Information from suppliers

1. Safety data sheets (SDS) analysis: The information relevant to be analyzed in SDSs are CAS

or EC numbers, changes to be checked and verified with supplier (change of CAS or EC

numbers, change of substance percentages, addition or removal of substances). It is

important to ask the supplier on a regular basis for an update of SDSs, especially for

products less frequently procured
2. Interviews of suppliers: Information about precursor or auxiliary substances,

intermediates, information about the supplier’s obsolescence risk management process

3. Request for procurement specification changes
4. Certificates of performance and associated test data
5. Supplier’s declarations, incl. REACH article 33 declarations
b. Information obtained in-house

Any change in performance and possibly composition can be tracked through incoming

inspections tests or monitoring of drift of process control parameters.
c. Information obtained from subcontractors

Information can be gathered through basic contractual documentation to be delivered to

customers, such as DML, DMPL and DPL. It is the responsibility of each customer in the supply

chain to ask its subcontractors to provide their obsolescence analysis. Such request can be done

e.g. during materials process control boards (MPCB), or even earlier during a preliminary review

milestone.
NOTE 1 The MMPP lists do not provide the entire design information.
NOTE 2 Performing MPCBs even for recurrent equipment, can be
recommended to track obsolescence issues.
d. Any other information

Information can also be found in literature, patents, and through networking. All the gathered

information can be systematically included in a dedicated tool for MMPP knowledge

management. It is important to maintain it up-to-date in order to facilitate subsequent risk

analysis.
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6.1.4 Supply chain management
6.1.4.1 Overview

It is important to involve actively downstream supply chain actors in obsolescence management. It can

be done by specifying contractual obsolescence management requirements, through suppliers and

subcontractors monitoring, or by dedicate
...

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