The document outlines the agenda for an office synchronization meeting at Zenith Pumps Division. It discusses current issues and proposed improvements to key processes like request for quotation, order receipt, order entry, custom order processing, scheduling, and manufacturing engineering. The goal is to reduce lead times, increase on-time delivery, streamline processes, and implement a continuous improvement program.

1. Office Synchronization Zenith Pumps Division September 4, 1998

2. Presentation 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

3. SYNCHRONOUS Recurring or operating at exactly the same period To arrange events to indicate coexistence To make synchronous in operation

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

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

6. Members Team Grant Pinkos Mike Wyant Robert Lytton Mike Moody Jill Brown Diane Matthews Howard Brown Duncan MacQueen Julie Sharpe Elisa Ortiz Champion Tom Donovan Consultants Associates for Quality, Inc. Bob Hanson & Keith Johnson

7. Methods for Analysis Howard Brown

8. Methods for Analysis Data Collection Brainstorming Process Mapping Is Maps Should Maps

9. Request for Quotation Grant Pinkos Mike Wyant

10. Is 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.

11. Should “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.

12. Accomplishments 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

13. Future Activities Revise phone & fax policies Create web page RFQ Offer computer selection programs Supply reps with tools for creating quotations

14. Order Receipt / Order Entry Jill Brown Diane Matthews Howard Brown

15. Is 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

16. Should 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

17. 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

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

19. Future Activities Online order entry Fax machine Faster PCs

20. QC Special Instructions Before: After: 50-TEST and 50-SOURCE part numbers Schedule

21. Is - 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

22. Should - Accounting Terms & Conditions faxed once Division credit limit $5,000 Eliminate new customer and International Approval forms by combining with new Order Entry form

23. Future Activities - Accounting Online D & B access via internet Standardize all international documentation - from quote to invoice

24. Custom Order Processing Mike Moody Julie Sharpe Robert Lytton

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

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

27. Accomplishments COTS New Tracking System MR Meeting Dedicated Custom Order Entry Early Source Code Decision Pump Approval Cycle for Custom Systems

28. Future Activities Partial BOMs Early Standard Component Release Involve Monterrey ME Resources

29. Scheduling Duncan MacQueen

30. Accomplishments 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.

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

32. Manufacturing Engineering Howard Brown

33. Is For Custom Orders Manufacturing Review complete once prints where complete

34. Should For Custom Orders Move ME functions earlier in the process.

35. Accomplishments For Custom Orders Involvement earlier in process through MR meetings. Routing Review Tooling/ Gage Review Program Review

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

37. Long Term Objectives Elisa Ortiz Tom Donovan

38. Information Systems Accomplishments 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

39. Information Systems Future 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.

40. Office Layout Functional Groupings Applications International Domestic Engineering Pumps Systems ME Order Entry Customer Service Pricing Scheduling

41. Project Follow-up Continuation of Team Monthly Review Progress Ideas Continuous Improvement Measurement

42. Conclusion Continuous Improvement Tom Donovan