Item data in this task mainly means production drawings and Bill of Materials (BOM) for suppliers and organization’s own production. Production drawings are used to show how to manufacture the product. They have detailed information about the task to be performed, needed equipment, related instructions and procedures which are to be followed. Machine operators, assemblers and managers all use the production drawings as a reference how to do their work. (Kendal 2007)
A Bill of Material is well defined by Visitaks (2008) as “the complete set of physical elements required to manufacture a product”. It is the accurate list of all parts and raw materials needed to make the product. It should have clear parent-child relationships, which differentiate between components and materials that are part of a subassembly versus the overall assembly. BOM works as a central source of information for engineering management, sourcing, and product costing, and production. Instructions and production drawings are supportive data that will help to build up the product. Due to many different users, inaccuracies in BOM may result in severe problems.
Errors in BOM can be divided into three categories: completeness, consistency and correctness. Usually the BOM is simply incomplete, critical information, such as part
description or quantity is missing. On the other hand the critical information might exist but it can be in conflict with other information. For example, quantities won’t match in drawings and BOM. Incorrect data causes problems in forms of obsolete data, or incorrect supplier information etc. (NEMI 2002)
The figure 16 shows the information flow between different groups in product transfer projects. In the case of own production situation is a bit better as there aren’t any intermediaries between PRU and PU. Response time for possible problems can be long especially in the situations where the question comes from the new supplier and then this information has to be checked from the original supplier. In order to minimize the possible problems it is necessary to check the data before hand and make it accurate.
Figure 16 The flow of information between different groups in product transfer projects.
Item data has been divided into three separate sub-tasks: production item data, sourcing & supplier data, and product data management. These sub-tasks are examined in next three chapters.
5.5.1 Production item data
Production item data means the drawings and BOM that the organization is using in its own manufacturing. Production item data is first analyzed during the process walk and if it reveals that the accuracy of the production item data doesn’t seem to be on an acceptable level a more detailed analysis is needed. According to Saramo (2007) accurate and simple method is to collect all the parts mentioned in the BOM together and then build the product while checking the BOM and the production drawings.
This should be done by workers and experts together so that possible problems can be identified and solved right away. These problems can be, for example, different opinions what parts should be used.
When the BOM analysis is ready, necessary changes need to be done and sourcing in the receiving organization informed about upcoming changes. Saramo (2007) and
Kahar (2007) points out that the situation is easier in projects were the product is a standard product. Once the BOM and drawings are finished they can be “frozen” and be used for manufacturing multiple products. With configurable products situation is more challenging as possible variations in parts has to be listed and necessary changes to configurators made.
During this the update it is important to consider how to implement the changes.
Workers, managers and designers have to be informed of all the changes, how these will affect to their work and what is their responsibility in the implementation.
The update and its implementation should be ready in good time before the actual training begins so that trainees can be taught to use correct production item data and thus training is not wasted for teaching unnecessary things. Leinonen (2007) also emphasizes this as unlearning already learned things is a very difficult task.
5.5.2 Sourcing & Supplier Item Data
Sourcing & Supplier data doesn’t only mean BOM and drawings as the production item data. In addition sourcing needs information what are the critical selection attributes and features of the part that has to be taken into account when selecting suppliers. This information can be, for example, quality requirements for steel and methods to measure this. If this information doesn’t exist it needs to be created for the sourcing. (ABBb 2007)
Furthermore, the sourcing needs information about how the items are stored and what are the methods for ordering the material. For example, does the designer always make a purchase proposal for the item or is the item ordered by using two box-method.
Supplier BOMs and drawings can be checked similarly to the production item data, although it needs to be done in cooperation separately with each supplier. Priority should be put on those parts that will be supplied from the new suppliers and have a complex structure.
Furthermore, preparing instructions and training for selected suppliers is equally important to the instructions and training tasks for PU. Instructions have been discussed in detail in Chapter 5.4 Instructions whereas training has been examined in Chapter 5.3 Training
5.5.3 Product Data Management
Data management in this case means managing changes in the product data and the product data flow between the sending and the receiving organization. During the design task it is necessary to agree who are the responsible persons of managing the data, what are the systems that exchange data between the organizations, and what are the methods for transferring the data.
At this stage it is also necessary to consider the situation after the product transfer project. As there will be changes to even standard products it is important plan how possible changes to the data are done, informed, and how changes will be implemented and how these implementations are supervised.
The data flow problems mainly arise because of the islands of automation. For example, CAD programs might create drawings in formats that can be opened only with the same program. This problem is fairly easy to over come as there is existing standardized file formats for drawings such as PDF (Portable Document Format).
However it needs to be ensured that programs used in both organizations are able to create and read such formats.
The problem usually exists on a larger scale as organizations have different PDM or ERP systems which now should be able to communicate with each other. Main issue here is how to transfer the BOM. This could be done manually, especially if a standard product is in question. However it is important to remember that later all the changes to the BOM has to be done manually as well. Managing of hundreds of items like this is time consuming and exhausting. In addition same work is done many times as first somebody has to do the change for the first time. Then this change has to be informed to all the other factories and inserted into their systems as well. This drastically increases risk of errors as there are multiple entries and all the factories have to have rights to modify the BOM. (Kahar 2007)
Other option is to create interface between these different systems. For a standard BOM this can be done quite fast but more challenges will rise especially in situations where order-specific structures needs to be transferred. Making of the interface requires know-how from both sending and receiving organization due to different systems. If there isn’t enough in-house expertise to make the interface consultants are needed. (ABBb 2007)
6 Applying the model to the Project Phoenix
In this chapter the created model is applied for the Project Phoenix. Selected areas of application are the manufacturing instructions and the production item data.
Analyzing these two areas was seen necessary as both of them had been problem areas in most of the analyzed cases. Furthermore, there was a general feeling that the state of the data in these areas might not be on acceptable level.
The manufacturing instructions and the production item data are discussed in separate chapters, although the general structure for both chapters is the same. First, a description about the data, how it appears, and how the application of the model was done, is given. Then results are given, followed by resource and process proposal considering the project. Finally proposals for the BU Machines and the preparation for the future product transfer projects are given. Application of the model shows that situation can be unique in for each organization and highlights the importance of the detailed analysis of the situation before the project execution phase.