Free advice for improving your printing organization.

Maximizing Your Print Management Software ROI:
Shop Floor Data Collection

It's 9:30 a.m. Back in the pressroom a pressman completes one of six jobs waiting to be run. Before going on to the next job, he quickly scribbles some notes down on a yellow pad. Later, as he keys his notes into the shop floor data collection computer, he makes an innocent mistake and types “1500” sheets instead of “15000” sheets. This information immediately circulates throughout the company's business management system, distorting the decisions of managers and other personnel. The scheduler sees the information and thinks the press is behind schedule. Customer service thinks the job will deliver late. And purchasing thinks there is another 13,500 sheets in inventory available for another job.

When purchasing a business management system, most companies, large and small, overlook the significance of the data collection component. Shop floor data collection provides essential feedback to the entire system and company. It is the catalyst to sharper estimates, smoother scheduling, quicker customer response, just-in-time inventory, increased productivity, and improved profitability. Nevertheless, owners often cut costs when purchasing these systems.

To successfully implement data collection, printing organizations must be willing to invest in the equipment and training appropriate for their organization and skill set. Everyone must be willing to learn the system and preserve its integrity. Getting staff involved in the process from the beginning will add to the success of shop floor data collection by producing employee "buy-in."

Organize an open forum with employees to define the project goals, objectives, and benefits. This will improve everyone's understanding, focus, and cooperation. Create a standard operating procedures manual containing detailed descriptions of cost center and operation codes, check lists, step-by-step instructions, example data collection screens and reports, and flowcharts to eliminate data entry errors and uncertainty among employees.

A properly implemented shop floor data collection system brings many lucrative benefits to the organization. Gathering thorough and accurate data will foster the creation of estimates that reflect actual costs and improve overall competitiveness. Timely job status information improves customer response time. Improved inventory counts minimize inventory investment by applying just-in-time practices. Supplying production managers with the latest job status and scheduling information reduces bottlenecks, smoothes workflow, and accelerates turnaround. Accurate production counts reduce job shortages and overruns. Reliable cost and production data will identify what your organization does well and where you need to improve.

An integrated business management system is only as good as the data it is fed. A properly implemented shop floor data collection system provides an organization with timely and accurate data, vital to making intelligent decisions to manage the business.

Craig L. Press is president of Profectus, Inc, a national consultancy that helps printing organizations implement best business practices and maximize the value of their information technology investments. www.profectus.com