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
 Consultant
Keith 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 Pinkos
Mike Wyant

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.

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 Brown
Diane Matthews
Howard 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
date

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 Moody
Julie Sharpe
Robert Lytton

IsIs
 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

IsIs
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 Ortiz
Tom Donovan

Information SystemsInformation Systems
 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 Systems
 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

ConclusionConclusion
Continuous ImprovementContinuous Improvement
Tom Donovan

Parker Office Synch

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