From demand to shipment, cosmetics OEM How are projects managed?

1. Phase 01: Requirements Definition and Project Briefing

The brand first determines the sales country, channel, target customer group, price band, product category, capacity, quantity, expected efficacy, fragrance, color, packaging material style and time to market. The project manager organizes the information into a versioned project briefing document, documenting issues that remain to be identified.

The acceptance point at this stage is not "the factory understands" but both parties confirm a written briefing. The lack of target markets and responsible entities will lead to repeated rework of subsequent label, information and formula selection.

• Person in charge: Brand Product Manager + Factory Project Manager
• Output: Project Brief V1, Initial SKU table, target timetable
• Release conditions: clear target market, category, capacity, quantity and budget range

2. Phase 02: Feasibility Assessment and Preliminary Quotation

R&D evaluates dosage forms, raw materials and efficacy directions, procurement evaluates packaging materials and supply cycles, regulatory personnel identify target market restrictions, production evaluates equipment and minimum batch sizes, and the quality department confirms inspection and verification requirements.

Preliminary quotes should state assumptions: formulation type, packaging material specifications, quantities, workmanship, taxes, and delivery terms. If the specifications have not yet been locked, a range and variation factors should be given instead of pretending to be a final fixed price.

• Responsible person: R&D, procurement, regulations, production, quality
• Output: feasibility conclusion, risk list, preliminary BOM and ladder quotation
• Release conditions: Brand accepts technical direction, budget and key risks

3. Stage 03: Formula Proofing and Sensory Evaluation

The first round of samples is used to confirm the formula direction, the second round focuses on adjusting key differences, and the final round locks in the formula version. Each sample is labeled with the number, date, raw material or flavor version and adjustment instructions.

During the evaluation, the dosage and environment are fixed, and appearance, smell, viscosity, extension, absorption, foaming, flushing, color development, makeup staying power or fragrance retention are recorded respectively. Academic research suggests that sensory evaluation is an important method for understanding the experience of using cosmetics, and cannot just rely on a "more advanced" feedback.

• Person in charge: R&D + Brand Reviewer
• Output: proofing record, feedback form, final content signature
• Release conditions: Confirmation of formula number, sensory standards and measurable specifications

4. Stage 04: Packaging material selection, adaptation and structure confirmation

Choose bottles, cans, pumps, spray heads, caps, inner plugs, hoses and seals based on content viscosity, volatility, light protection, dosage and usage scenarios. Packaging material samples must be assembled, unloaded, leak-proof, inverted, temperature-resistant, drop-proof and suitable for transportation.

Packaging material compatibility cannot depend solely on appearance. Formulations may interact with plastics, coatings, springs and seals, so verification with final contents and final packaging material is required before bulk purchase.

• Person in charge: Packaging Material Procurement + R&D + Quality
• Output: Packaging material specifications, limit samples, compatibility and functional test records
• Release conditions: Bottle structure, color, process, filling quantity and assembly confirmation

5. Stage 05: Labeling, packaging documents and regulatory information

The brand provides the trademark, responsible entity, sales country and publicity caliber; the factory outputs full ingredients, product specifications, manufacturing and inspection data; regulatory personnel check the product name, net content, usage, precautions, batch number date, language and claim evidence.

Packaging files can only be finally locked after the recipe and responsible party are stabilized. Any changes in raw materials, flavors, net content or responsible persons must be evaluated to see whether they affect the full ingredients, labeling and filing notices.

• Person in charge: Brand + Regulation + Design + Factory Information Personnel
• Output: final printed documents, regulatory information list, version confirmation sheet
• Release conditions: all text, barcode, die, color and responsibility information must be signed

6. Phase 06: Stability, compatibility and necessary testing

The test plan should be developed based on the dosage form, packaging materials, claims and market, including necessary physical and chemical, microbiological, stability, packaging material compatibility, efficacy evaluation or third-party testing. The stability review emphasizes that test methods should be designed around the actual risks of the product and container.

Do not substitute a report on another formula, other packaging material or other brand for judgment on this project. Test results, deviations and conclusions should be bound to the formulation version and packaging material version.

• Responsible: Quality + R&D + Regulation
• Output: test plan, original records, reports and risk conclusions
• Release conditions: major risks closed, remaining risks accepted in writing

7. Stage 07: Contracts, orders and production schedules

The final contract and order attachments should include product specifications, formula version, packaging material BOM, quantity, loss, net delivery caliber, inspection standards, payment, delivery date, remaining materials and exception handling. The time to complete the set of raw materials and packaging materials is an important prerequisite for production scheduling.

Scheduling should backtrack to materials arriving at the factory, incoming material inspection, production, finished product inspection, release, packing and logistics. If the mold, spray coating or gift box has not yet been confirmed, the production cycle should not be mistakenly written as the entire project cycle.

• Responsible person: Project Manager + Purchasing + Production Planning
• Output: order, contract attachment, set list and Gantt schedule
• Release conditions: Materials, documents, sample signature, payment and production line conditions are met

8. Stage 08: Incoming material inspection and mass production

After raw materials and packaging materials enter the factory, check the supplier, batch number, quantity, specification, appearance and necessary quality items. Unqualified materials should be marked and isolated and shall not be put into production without approval.

Production records cover weighing, formulation, emulsification, filtration, semi-finished product inspection, filling, sealing, labeling, inkjet coding, cartoning and cartoning. The batch number should be able to associate raw material batches, equipment, personnel, time and inspection status.

• Responsible person: warehouse, quality, production
• Output: Incoming material inspection, picking and weighing, batch production and packaging records
• Release conditions: Process parameters and intermediate inspections comply with approval documents

9. Stage 09: Finished product inspection, quality release and shipment

The appearance, odor, color, filling volume, sealing, pump head, inkjet printing, label, color box, packing and quantity of the finished product shall be inspected according to specifications and signatures, and the agreed physical, chemical, microbiological or third-party inspection shall be completed.

Quality release should be completed by authorized personnel after records are complete, deviations are closed, and results are acceptable. Sales expediting cannot replace quality release. Shipping information includes inspection reports or certificates of conformity, packing lists, batch numbers, box specifications, shipping marks and logistics documents.

• Person in charge: Quality Release Person + Warehouse + Logistics
• Output: finished product inspection, release records, packing list and shipping documents
• Release conditions: products, quantities, documents and trade conditions are all consistent

10. Stage 10: Sample retention, complaints, traceability and repurchase

The factory retains samples in accordance with system and regulatory requirements, and the brand establishes a corresponding relationship between batch numbers and customer orders. After listing, collect information such as leakage, pump head failure, skin feel, packaging damage, and adverse reactions, trace them by batch number, and distinguish between usage, transportation, and production reasons.

Before repurchasing, re-confirm whether the formula, raw materials, packaging materials, labels and regulations have changed. Qualified results from old orders cannot automatically overwrite new batches or new packaging materials.

• Person in charge: Brand Customer Service + Factory Quality + Project Manager
• Output: sample ledger, complaint record, investigation and corrective measures
• Release conditions: Re-evaluation and approval of repurchase changes

11. Use the RACI Responsibility Chart to avoid waiting for each other.

Each node is marked with R responsible for execution, A for final approval, C for opinions, and I for notification. For example, labeling documents can be executed by design, approved by the brand manager, provided with input on factory regulations and quality, and informed by production and purchasing.

The weekly project meeting only tracks three things: documents that need to be approved this week, risks that block the project, and prerequisites for the next node. This is more effective than repeatedly asking "when will it be better?"