parker office synch
TRANSCRIPT
Office SynchronizationOffice Synchronization
Zenith Pumps Division
Office SynchronizationOffice Synchronization
IntroductionIntroduction
Tom Donovan
Office SynchronizationOffice Synchronization
Presentation OutlinePresentation Outline Introduction Methods Request for Quotation Order Receipt / Order Entry Custom Order Processing Scheduling Manufacturing Engineering Long Term Objectives Conclusion / Continuous Improvement
Accomplishments / Project Highlights Future Activities
Office SynchronizationOffice Synchronization
SYNCHRONOUSSYNCHRONOUS
Recurring or operating at exactly the same period
To arrange events to indicate coexistence
To make synchronous in operation
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ScopeScope
RFQ Process Order Receipt Order Entry Engineering ( Customs ) Manufacturing Engineering Scheduling Order Kitting
Office SynchronizationOffice Synchronization
DeliverablesDeliverables
Reduce Lead Time Increase On-Time Delivery Measurement System Streamline Process increase Visibility Clear Communication Flowchart Documented Process: What, When, Who
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MembersMembers
Team» Grant Pinkos Mike Wyant» Robert Lytton Mike Moody» Jill Brown Diane Matthews» Howard Brown Duncan MacQueen» Julie Sharpe Elisa Ortiz
Champion» Tom Donovan
ConsultantKeith Johnson
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Methods for AnalysisMethods for Analysis
Howard Brown
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Methods for AnalysisMethods for Analysis
Data Collection Brainstorming Process Mapping
Is Maps Should Maps
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Request for QuotationRequest for Quotation
Grant PinkosMike Wyant
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IsIs
Customers are often misrouted, resulting in poor service.
Cumbersome quotation filing system. Multiple databases for tracking and
maintaining quotations. Complicated ISO procedures. Productivity is lessened due to improper
task allocation.
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ShouldShould
“Open AE” position ensures proper handling of customers.
Intranet-based quotation filing system. Simple ISO procedures for RFQ and RFQ-
related forms & procedures. Productivity is greatly improved since tasks
are allocated better.
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AccomplishmentsAccomplishments
Creation of “Open AE” ensures premier customer service
Intranet calendar Revised Application Data Sheet Single Quote Log Terms and Conditions no longer faxed with
every quotation
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Future ActivitiesFuture Activities
Revise phone & fax policies Create web page RFQ Offer computer selection programs Supply reps with tools for creating
quotations
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Order Receipt / Order EntryOrder Receipt / Order Entry
Jill BrownDiane MatthewsHoward Brown
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IsIs Order entry form
Using 9 different forms OE supervisor signs off of all orders Manual closed quote log sent from
OE to marketing daily Customer request dates not clearly
defined OE checks 4 fax machines for
purchase orders PC’s in OE too slow
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ShouldShould Consolidation of OE form
Use 1 form OE personnel trained Closed quotes
OE is provided with direct access to the quote log reducing number of people updating from 2 to 1
Customer request dates clearly state customer request date and promise ship
date
Office SynchronizationOffice Synchronization
Should (cont.)Should (cont.)
Fax machine have 1 fax machine located in OE to receive all
purchase orders PC’s in OE
upgrade RAM on all PC’s in OE
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AccomplishmentsAccomplishments
Consolidation of order entry form No double checking of order entry Eliminated manual closed quotes
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Future ActivitiesFuture Activities
Online order entry Fax machine Faster PCs
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QC Special InstructionsQC Special Instructions
Before:
After: 50-TEST and 50-SOURCE part numbers Schedule
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Is - AccountingIs - Accounting
Terms & conditions are faxed with each quote
Division approved credit limit $3,000 Separate form for new customer bill-to Separate form International Approval for
international shipments
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Should - AccountingShould - Accounting
Terms & Conditions faxed once Division credit limit $5,000 Eliminate new customer and International
Approval forms by combining with new Order Entry form
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Future Activities - AccountingFuture Activities - Accounting
Online D & B access via internet Standardize all international documentation
- from quote to invoice
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Custom Order ProcessingCustom Order Processing
Mike MoodyJulie SharpeRobert Lytton
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IsIs
Design Review Forward to Customer Service Return to Julie Log in to COPS Design Pump Log out of COPS Request Routings
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ShouldShould
Design Review Julie Logs in to COTS and HP System Manufacturing Review Pump Design Log Out of Design in COTS Complete Routings
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AccomplishmentsAccomplishments
COTS New Tracking System
MR Meeting Dedicated Custom Order Entry Early Source Code Decision Pump Approval Cycle for Custom Systems
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Future ActivitiesFuture Activities
Partial BOMs Early Standard Component Release Involve Monterrey ME Resources
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SchedulingScheduling
Duncan MacQueen
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AccomplishmentsAccomplishments
Filing System Before: maintain 2 files for each order After: maintain only 1 files
Routings Before: checked all routings for 0 lead time After: IS updates files with 0 lead times.
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Future ActivitiesFuture Activities
Changes in queue process - MR team Assemble to order programs Pump Unification Capacity Planning Expediting Method
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Manufacturing EngineeringManufacturing Engineering
Howard Brown
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IsIs
For Custom Orders Manufacturing Review complete once
prints where complete
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ShouldShould
For Custom Orders Move ME functions earlier in the
process.
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AccomplishmentsAccomplishments
For Custom Orders Involvement earlier in process through MR
meetings. Routing Review Tooling/ Gage Review Program Review
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Future ActivitiesFuture Activities
For Custom Orders Improve data exchange with Mexico. Move ME activities even earlier in the
process.
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Long Term ObjectivesLong Term Objectives
Elisa OrtizTom Donovan
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Information Systems Information Systems AccomplishmentsAccomplishments
Scheduler calendar Who is out today
Quote log Assigns quote numbers
Additional incoming phone lines Faster PCs for Receptionist and Supervisor;
other 2 employees in plan for October Dial back for frame relay
restores down connections to Cleveland
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Information SystemsInformation SystemsFuture ActivitiesFuture Activities
Develop databases for the intranet and/or the internet Placing orders, requests for quotation, etc.
Update printvault system Upgrade network to 100 mb/ps 40 computers Y2K compliant Compatibility with JD Edwards for BOMs Workflow through Lotus Notes for approvals
drawings, procedures, etc.
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Office LayoutOffice Layout
Functional Groupings– Applications
» International» Domestic
– Engineering» Pumps» Systems» ME
– Order Entry» Customer Service» Pricing» Scheduling
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Project Follow-upProject Follow-up
Continuation of Team Monthly Review
• Progress• Ideas• Continuous Improvement Measurement
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ConclusionConclusionContinuous ImprovementContinuous Improvement
Tom Donovan