parker office synch

Office SynchronizationOffice Synchronization

Zenith Pumps Division

IntroductionIntroduction

Tom Donovan

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

SYNCHRONOUSSYNCHRONOUS

Recurring or operating at exactly the same period

To arrange events to indicate coexistence

To make synchronous in operation

ScopeScope

RFQ Process Order Receipt Order Entry Engineering ( Customs ) Manufacturing Engineering Scheduling Order Kitting

DeliverablesDeliverables

Reduce Lead Time Increase On-Time Delivery Measurement System Streamline Process increase Visibility Clear Communication Flowchart Documented Process: What, When, Who

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

Methods for AnalysisMethods for Analysis

Howard Brown

Methods for AnalysisMethods for Analysis

Data Collection Brainstorming Process Mapping

Is Maps Should Maps

Request for QuotationRequest for Quotation

Grant PinkosMike Wyant

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.

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.

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

Future ActivitiesFuture Activities

Revise phone & fax policies Create web page RFQ Offer computer selection programs Supply reps with tools for creating

quotations

Order Receipt / Order EntryOrder Receipt / Order Entry

Jill BrownDiane MatthewsHoward Brown

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

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

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

Consolidation of order entry form No double checking of order entry Eliminated manual closed quotes

Online order entry Fax machine Faster PCs

QC Special InstructionsQC Special Instructions

Before:

After: 50-TEST and 50-SOURCE part numbers Schedule

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

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

Future Activities - AccountingFuture Activities - Accounting

Online D & B access via internet Standardize all international documentation

- from quote to invoice

Custom Order ProcessingCustom Order Processing

Mike MoodyJulie SharpeRobert Lytton

Design Review Forward to Customer Service Return to Julie Log in to COPS Design Pump Log out of COPS Request Routings

ShouldShould

Design Review Julie Logs in to COTS and HP System Manufacturing Review Pump Design Log Out of Design in COTS Complete Routings

COTS New Tracking System

MR Meeting Dedicated Custom Order Entry Early Source Code Decision Pump Approval Cycle for Custom Systems

Partial BOMs Early Standard Component Release Involve Monterrey ME Resources

SchedulingScheduling

Duncan MacQueen

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.

Changes in queue process - MR team Assemble to order programs Pump Unification Capacity Planning Expediting Method

Manufacturing EngineeringManufacturing Engineering

Howard Brown

For Custom Orders Manufacturing Review complete once

prints where complete

ShouldShould

For Custom Orders Move ME functions earlier in the

process.

For Custom Orders Involvement earlier in process through MR

meetings. Routing Review Tooling/ Gage Review Program Review

For Custom Orders Improve data exchange with Mexico. Move ME activities even earlier in the

process.

Long Term ObjectivesLong Term Objectives

Elisa OrtizTom Donovan

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

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.

Office LayoutOffice Layout

Functional Groupings– Applications

» International» Domestic

– Engineering» Pumps» Systems» ME

– Order Entry» Customer Service» Pricing» Scheduling

Project Follow-upProject Follow-up

Continuation of Team Monthly Review

• Progress• Ideas• Continuous Improvement Measurement

ConclusionConclusionContinuous ImprovementContinuous Improvement

Tom Donovan

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