Proto-1 Goes Paperless

*For the sake of this article, all customer names have been removed from any pictured documentation*

This year Proto-1 has been making strides to radically reduce the use of paper within the company. In the past, almost every aspect of our processes involved some form of paper with physically handing it off to the next department. With the implementation of our new ERP system and better utilizing our internal network, Proto-1 was now set to tackle this new challenge. First, we will walk through our old procedure to show how much manual work was done to move jobs through our system:

Old Procedure

Sales/Order Entry

Once an order had been received, a sales order would be generated then go through the order process. During the process of creating an order, a physical folder with the order number and all related documents would be created and would remain within the folder. Documents such as PO’s, tooling sheets, and general project information were stored within the folder. Once all related documents were compiled, the folder was then physically handed off to job planning for the next step in the process.

Job Folder

Job Planning

Once job planning received the folder from Sales/Order Entry, a copy of the folder with the relative info would be kept in a filing cabinet for reference. The folder would contain several documents that were needed to start the sales order. At this point the file would contain documents such as the purchase order, customer drawings, and other sales documents related to the project. If the job required engineering, job planning would create an engineering file that contained a copy of the documents needed. This file would be the engineering file. Once Job Planning generated the needed documents for the other departments, it was off to engineering for the next step of the process.

Engineering

The engineering process would vary based on the order. The order could be for a tool, spare part, or machine. Before the implementation of the paperless system, an order would be received one of the following ways:

1. The work orders were generated and printed by job planning. (Spare parts, tooling, or machine orders). The work orders were given to the engineering manager.
2. Spare Part Orders:
   1. The engineer would print out the drawing, write in the quantity needed, and give the paper copy of the drawings back to job planning to release to the production floor.
3. Tooling Orders:
   1. The engineering manager would verify all sales documents were in the electronic filing system and add any documents that were needed to the PDM folders. (electronically)
   2. The assigned engineer would design the tooling. Once the tool was completed, the engineer would print out a paper drawing package to give to another engineer for drawing checking. The drawing checking was done by marking up the paper copies of the drawings in red pen.
   3. The assigned engineer would then take the marked-up drawings and make the updates. Once the updates were completed, the engineer would then print out a new complete set of approved drawings, put the required quantity on all the drawings along with any other notes or filled in check boxes necessary. The engineer would then release the drawing package, along with the work order, to job planning for release to the production floor.
4. Machine Orders:
   1. The engineering manager would verify all sales documents were in the electronic filing system and add any documents that were needed to the PDM folders. (electronically)
   2. The assigned mechanical engineer would design the machine. Once the machine was completed, the engineer would print out a paper drawing package to give to another engineer for drawing checking. The drawing checking was done by marking up the paper copies of the drawings in red pen.
   3. The assigned engineer would then take the marked-up drawings and make the updates. Once the updates were completed, the engineer would then print out a new complete set of approved drawings, put the required quantity on all the drawings along with any other notes or filled in check boxes necessary. The engineer would then give the drawing package, along with the work order, to job planning.
   4. The assigned engineer would also need to print out a drawing package of assembly drawings and add the quantities for the electrical engineering group to use.

Back to Job Planning

Once the drawing package was completed by engineering and given to job planning, the job book was created. Job planning would take all the drawings and enter them into the system, and then print out travelers for each part. The travelers and drawings were matched together and put into plastic sleeves, along with manual inspection reports. All the travelers related to job order ended up in the job book (binder). Once Job Planning generated all the travelers for the manufactured parts, and the pick lists for the required purchase parts, the book was handed off to the machine shop. This allowed people to make changes or notes as parts of the order moved throughout different aspects of the building.

Job Book

Machine Shop

Job Travelers were used to follow each part throughout the shop once engineering had finished their processes. Job travelers consisted of paper copies of the routing, inspection report, and print all inside of plastic protector sheet. Travelers were given to the saw department and the operator would go through piece by piece and check for on-hand material. If material wasn’t on hand then it would have to be ordered. Once cut, travelers would go onto the schedule board in the appropriate “folder slots”.

Scheduling personnel would then review the prints at the scheduling board and sort by similar parts and stock sizes and put in according work center slots.  At time of scheduling each work center, the scheduler would grab travelers and use ScheduleIT (ScheduleIT is a customized scheduling system Proto-1 uses in the ERP system) to schedule jobs. Also, at this time, paper prints would be marked up with any special notes that are needed. Material stock and traveler would be delivered to the corresponding work center and the machinist would work off their schedule in Epicor (ERP System). Machinists would create a program off physical print and fill out a paper copy of the inspection report and physically sign off on the job routing before handing off the part to inspection.

Machined Parts with Traveler

Quality Control

After a machinist would finish an operation on a part relating to an order, it would be brought to Quality Control for inspection. An inspection report for each part would follow the job traveler that was assigned to that part. Each inspection report was handwritten by the machinist. The inspector would document his/her measurements next to the machinist’s. Some parts would receive as many as 3 or 4 inspections because of the processes it would go through such as lathe, mill, heat treat, and coating operations. These inspection reports were compiled once an order was completed and they would be filed in the folder with the other document pertaining to the specific order. Tube inspection reports for customer runoffs were stored in a filing cabinet kept in Quality Control. After an inspection was complete, the part would be moved along to its next operation.

If it were a spare part, once quality completes final check off, the part will ship. If it is a machine and tooling, the next step would likely be assembly for development and testing. Our process at Proto-1 is setup to have our quality control have the final check on all parts running through the facility.

Handwritten Inspection Report

Assembly

Once all the parts had come together in staging, they were then moved into assembly to be built. Our assembly technicians would receive a binder with all the related documents needed for the order they were about to assemble. This binder contained each traveler, inspection report, and drawing for every manufactured part within that job. Assembly drawings were also compiled within the binder. In order to properly assemble the machine, out technicians would reference through the assembly drawings provided in the binder. Once the machine was complete, tool assembly and testing would begin. Tool testing, tooling stack ups, and tube inspection development sheets were created by our technicians. These documents would remain in the binder and hard copies would be made for our records. Any documents that help our customers replicate our process were physically sent with the machine or tooling.

Shipping

After a machine was completed and fully developed, it would be moved to the shipping department to be prepped for shipment. Before the machine could be shipped, a physical machine checklist would be used to evaluate the machine. That machine checklist would then be stored with the other related order documents once the list was complete. Whether the order was for a spare part, tool, or machine, the order would receive 3 physical pack slips. The 1^st would go with the invoice, the 2^nd to the physical folder that Proto-1 would keep onsite, and the 3^rd would ship out with the ordered item.

Physical Packing List

Job Closing

After the equipment or tooling has shipped, the job books/travelers would need to be broken down. Marked up drawings are sent back to engineering for review and updates. The travelers and inspection reports are stapled together and added to the original sales job file folder for storage. The process of the drawings and travelers going through all these stages caused the paperwork to become dirty and greasy due to the nature of our business. The job file folders are then stored in file boxes and moved to a storage area for future reference if needed. (Picture of the file storage area above the offices) Compiling all these different documents led to large physical file structures located in multiple areas that could not be easily accessed by an employee. Depending on the type of project the finished folder could have been storing a great deal of important information that was difficult to sort through.

Complete Job Folders

New Procedure

Sales/Order Entry

After consideration from staff and key figures, Proto-1 implemented a new electronic filing system. Now, when an order comes in, an electronic folder is created under the proper customer and order number within a substructure on Proto-1’s internal network. Proto-1’s network is backed up daily to ensure all of our vital information is secure. All important documents related to the order are stored and generated electronically. All documents that used to be printed out are now saved electronically and filled out electronically. An order acknowledgement is then generated and sent to the customer to inform them of the order and a ship date. After, the folder is then electronically handed off to job planning via internal messaging systems and inboxes to notify staff that the order is ready for the next process.

Job Planning

While the new process is relatively the same, every aspect of the process is now electronic. Once Job Planning receives the digital handoff from Sales/Order Entry, the order is entered into the system which generates the list of needed documents. If engineering is needed, the order would populate the engineering schedule.

Engineering

Proto-1’s SolidWorks PDM (engineering cad file storage) system was updated to automatically create a PDF file anytime a drawing was approved or revised. This automatic creation of the PDF’s saves the engineer time of generating the drawing as well as ensuring there is always a usable copy of the latest version of the drawings that anyone can use.

1. There are no more printed work orders.
   1. The engineering manager uses the Epicor system to recognize the new projects in our scheduling modules.
   2. Job planning notifies either the engineering manager or assigned engineer of spare parts utilizing Microsoft Teams.
2. Spare Part Orders:
   1. The engineer would search for that drawing number. Once found would either create a PDF or verify the PDF in the system matches the SolidWorks drawing. The engineer would then create a job folder, based on the job order number on the file server in the job planning area. The engineer would then move the PDF file into the correct job folder and mark the quantity on the drawing. The engineer would notify Job Planning through Microsoft Teams the drawing was ready to be released to the production floor.
3. Tooling Orders:
   1. Job Planning would enter the tool order into the system. The engineering manager would see the tool order populate in the schedule and would verify all sales documents were in the electronic filing system on the file server. The engineering manager would add any engineering forms and documents that were needed to the PDM folders. (electronically)
   2. The assigned engineer would design the tooling. Once the tool was completed, the engineer would notify another assigned engineer that the drawing package was ready to be checked. The engineer would check the drawings electronically by marking up the drawing in the PDM system using notes and dimension on a Redlines layer in the drawing.
   3. The assigned engineer would then make the updates and submit for approval. Once approved, the engineer would then create a job folder in the job planning area on the file server. The folder would be the job order number. The engineer would then move all the PDF files into the correct job folder and mark the quantity on the drawings, then notify the Tool Notification Team by e-mail.
4. Machine Orders:
   1. Job Planning would enter the machine order into the system. The engineering manager would see the machine order populate in the schedule. The engineering manager would verify all sales documents were in the electronic filing system on the file server and add any engineering forms and documents that were needed to the PDM folders. (electronically)
   2. The assigned mechanical engineer would design the machine. Once the machine was completed, the engineer would notify another engineer that the drawing package was ready to be checked. The assigned engineer would check the drawings electronically by marking up the drawing in the PDM system using notes and dimension on a Redlines layer in the drawing.
   3. The assigned engineer would then make the updates and submit for approval. Once approved, the engineer would then create a job folder in the job planning area on the file server. The folder would be the job order number. The engineer would then move all the PDF files into the correct job folder. The engineer would then mark the quantity on the drawings and notify the Machine Notification Team by e-mail.
   4. . The engineer would also create an electrical PDF of all the assembly drawings for the electrical engineering team.

PDM Digital Storage with Drawing

Back to Job Planning

Once the electronic drawings are saved into the job planning folders, and job planning has been notified that the drawings are ready for manufacturing, Job planning can begin the next process. Job planning would take all the drawings and enter them into the system. Job planning would create electronic inspection reports and print out Job routing tickets. Once Job Planning generated all the job routing tickets for the manufactured parts, the tickets would then go to the machine shop. Purchasing and inventory would then be notified of the generated pick lists. the pick lists and other needed documents are generated and kept within the specific order folder under our substructure of customer folders. These files can be accessed from anywhere within the building electronically and can be marked up.

Machine Shop

Job routing tickets are now used to follow each part. These tickets include all necessary information for part identification including job number, assembly number, part number, customer, part description, required material, and routing steps with included estimated job rate per operation. Inspection reports and prints are now electronic. They are stored in a structured file location on the server. Quick access of all related documents to the specific part is quickly accessed by scanning the barcode on the ticket. Electronic copies of a pick list come up to the saw area and saw operator goes through the pick list to see what material that is here, and any shortage of material will need to be ordered.

Changes are made to the pick list and is electronically sent back to job planning. Job planning makes necessary changes such as substituting any material the saw operator has changed and gets any material that needs to be ordered to the purchasing department.  Job planning then prints tickets and gives to scheduler on the shop floor. Scheduler goes over tickets at this point and reviews and/or marks up drawings as needed. The prints are updated electronically.

Tickets are then given to saw operator to cut. After cutting, tickets go the scheduling board and organized according to schedule code and job number. The scheduler will sort again for similar parts and stock sizes as needed. Jobs are then scheduled in ScheduleIT just as before and the corresponding tickets get put on the work center portion of the scheduling board. Shop supervisor will take scheduled tickets and deliver tickets and material stock as needed while having any necessary dialog with operators.

Machine operators pull up prints and inspection report electronically as a PDF and Excel spreadsheet. Operators can markup drawings if needed and fill out inspection reports. Operators follow schedule in Epicor just as before and sign off on operations within the Epicor system. Any marked-up drawings will be sent to engineering to review and change as needed. Once complete, the machinist would handoff the completed part to Quality Control.

Job Ticket

Inspection

Parts related to an order for a machine are still brought to Quality Control once an operation is complete, however every inspection is now electronic and can be accessed from any computer in the building. Blank digital inspections are created during job planning and are compiled into the centralized folder for the order. When a machinist starts a new operation, the inspection report can be accessed from this folder and their measurements can be recorded for the operation that they are conducting.

Once the part is received in Quality Control, an inspector can access the electronic inspection report and begin the inspection process and they can make their measurements in comparison to those recorded by the machinist. Tube development inspection reports are also electronically created and stored in a centralized location rather than a filing cabinet inside of Quality Control. Once the part has passed inspection, it moves to its next operation or it gets laser engrave for identification before it goes to the assembly department.

This process has made it easier for anyone to review inspection reports being electronic and cleaner to read. If there is any doubt about a manufactured part, inspection reports can now be opened from any workstation within the building.

Electronic Inspection Report

Assembly

The new process streamlines most aspects of the old process with all the documents now being electronic. Our assembly technicians now have access to every important document related to an order all from their workstation. Each technician has their own laptop and monitor at their workstation so they can display the proper assembly drawings as they are working on a machine assembly. Once the assembly is complete, tool testing records are created and stored electronically under the specific order folder. In the past, if a technician needed order info found from a sales document, they would often have to go through the physical records in order to find what they need. Now with the use of an electronic system, all documents from each department related to an order can be accessed from any computer in the building.

Shipping

Once Shipping receives a completed order from assembly, the item is prepped for shipping. Only one pack slip is created to go with the order to verify contents. The other pack slips that were used in the previous process before the paperless system are now stored electronically along with any checklists. All shipping logs are now stored electronically by day in our system to reference and review prior shipments.

Electronic Packing Slip

Job Closing

After the equipment or tooling has shipped, the new electronic process of folder clean-up is much easier. The assigned person will check the new Job Clean-up process in our ERP system. The clean-up process will show what jobs have shipped and need to be cleaned up. Since there are no job books/travelers anymore, the documents that have been flowing through the system are all electronic. The assigned person checks for the jobs that need to be cleaned up, then they would check the Shop Drawings by Job # folder to find the matching job folder. Any electronic inspection reports would be moved to the Customer folder into the appropriate inspection folder. All non-essential documents would be deleted. The engineering drawings would be moved to the engineering clean-up area. The assigned person would then mark that the folder was cleaned up. The engineering manager would review any marked up electronic drawings and then have the drawings updated. The files would then be deleted. The job tickets were thrown away. All of the electronic documents are now easily accessible to the people who needed them.

Closing Remarks

The effort of radically reducing paper throughout our process has challenged our staff to implement even better procedures, thus making Proto-1 as a company more efficient and a safer environment for our employees. The process is not fully completed as we are troubleshooting any areas that need further improvement. As a team we are always looking for opportunities to improve and hold each other accountable to make sure each department is working towards a common goal. This new system adds ease of use for any employee and a more transparent process for our company. Accountability, traceability, and communication have all improved and will continue to improve as we work through our processes. With electronically filing our critical information, it results in less chance for error and a more stable system with daily backup. Proto-1 is eager to continue this process of improving our new system so we can continue to offer world class machines and support.