When a supplier changes a capacity claim you need a compact, verifiable record that supports a sourcing decision. This article gives a step-by-step working method: what to capture immediately, how to compare it with your existing baseline, which discrepancies matter, and what to ask the supplier next. The goal is a visible file you and your team can use to accept, delay, split, or reallocate production.

Capture precise timing and lead-time data

Start with time-stamped evidence. Ask for an updated production schedule showing start and finish dates, confirmed delivery weeks, and the timestamp or author who issued the change. Save screenshots, PDFs, or the email thread and note the timestamp in your record.

Record cycle times and takt calculations specific to your SKU. Request line-level cycle-time measurements taken while running the actual SKU or a matched prototype. If the supplier cannot provide recent cycle-time data, schedule a timed trial run and capture timestamps for setup, first-piece, and steady-state output.

• Updated production schedule with timestamp and author
• Lead time in calendar days and production days
• Cycle time: seconds per unit and units per hour under steady-state

Document machine capacity and setup constraints

Record machine make, model, quantity, and current working condition. Ask for photos or time-stamped video of the specific machines running your SKU, and log serial numbers or factory asset tags when available. Note whether machines are shared across SKUs or dedicated.

Capture setup and changeover times that affect capacity. Request the supplier to confirm average setup minutes between your SKU and the next product, plus any planned maintenance windows. These data let you convert theoretical machine count into realistic available hours for your order.

• Machine make/model and serial numbers
• Photo/video evidence of machines running the SKU
• Average setup/changeover minutes and maintenance schedule

Track labour availability and skill mix

Record the actual labour roster linked to the line: shift start and end times, headcount per shift, worker roles, and the number of trained operators for your process. Ask the supplier to confirm whether reported headcount is permanent, temporary, or agency staff and whether overtime is being used.

Document metrics that change capacity: absenteeism rate, recent turnover, and training gaps for critical operations. If possible, get a snapshot of recent productivity per operator and any language or skill constraints that might delay process improvement or troubleshooting.

• Daily shift roster with headcount and roles
• Training status for critical tasks and operator qualifications
• Notes on overtime, temporary staff, absenteeism, and turnover

Record current order load and allocation logic

Ask for a dated list of confirmed orders and internal allocations that share the same lines or machines. Request quantities, committed delivery dates, and any prioritization rules the factory uses. Capture this as a snapshot so you can compare available capacity to firm commitments.

Document backlog and forecast assumptions separately. A supplier may mix committed orders with forecast. Record which entries are paid deposits, which are tentative forecasts, and which are firm, then calculate remaining available capacity and lead-time impact for your order.

• Dated confirmed orders with quantities and delivery dates
• Allocation or priority rules that affect scheduling
• Backlog versus forecast separated and labeled

Compare evidence to your baseline and flag gaps

Create a short comparison table in your record: baseline (original claim) versus supplier's new claim and your captured evidence. Highlight delta on lead time, units per day, available machine hours, and trained labour. This focused delta drives the next decision points.

Identify red flags such as missing timestamped evidence, large jumps in cycle time without cause, inconsistent headcounts, or shared machine conflicts. For each flag, add a required action: ask for a trial run, request an independent time study, or require a corrective production plan with deadlines.

• Baseline versus new-claim deltas for lead time, output, machines, and labour
• Explicit red-flag list and required supplier actions
• Deadline for supplier response or trial run

Record the next confirmation questions and decision triggers

End your file with precise, time-bound confirmation items. Ask the supplier to confirm by a date: a signed production plan, a timed trial run result, updated photographs or video, and a written allocation for your order. Record the date you expect proof and what constitutes acceptable evidence.

Define decision triggers tied to the evidence: if timed output meets X units per day accept the revised schedule; if not, open options like splitting the order, delaying nonessential SKUs, or seeking alternate capacity. Keep the triggers specific and measurable so stakeholders can act quickly when evidence arrives.

• List of confirmation items with due dates and acceptable evidence formats
• Clear acceptance criteria expressed as measurable thresholds
• Next operational options linked to pass/fail outcomes

Request a dated production plan and time-stamped video of the line within 48 hours.