This program allows staff to record the start and end of each task they undertake, the materials
they use from stock, and any comments on the progress of the job. This information is used to
update the job cost figures, which means that provided any relevant purchase invoices are
entered (either through purchase invoice entry or through job costing), the job costs may be
completely entered without the completion of time sheets.
First the operator enters their ID. This is an identifier created for each shop-floor worker in Personnel . The screen then allows entry of the job
number and the part of the job they are
working on (part A if there is only one part). Additionally they will need a check letter. This is the
letter which appears in brackets following the job number on the Job Sheet. This meets two
needs. · it makes sure that the operator has the job sheet in front of them, as that is the only place
they can see the correct check letter.
· it makes sure that the operator doesn't mis-type the job number and inadvertently get the
wrong job. The commonest mistake is transposing two adjacent digits, in which case the
check letter will not match.
So now the user selects the task he will be doing, and, if appropriate, the equipment he will be
using, and confirms the start time. Theoretically he can override the start time - maybe he forgot
to log on an hour ago - but the system will record the fact that there is a discrepancy for future
analysis if there is a problem.
Pressing Next then starts an 'episode' in the progress of the job, and the operator can then finish
and get on with his job. In the meantime, other operators can use the system to start or finish
their own work episodes.
When the operator returns, it will be to say that the episode is finished. After logging in, the
system will recognize that there is an outstanding episode for this operator, will display the details
of the job:
The user amends (if necessary) and enters the end time of the job. This enables the program to
calculate the time taken and thus the cost of the time taken. It also tells the system that this
episode is complete.
The user can also record there and then any comments they may wish to make concerning the
running of the job - perhaps to justify their time. This is recorded as part of the history of the job.
The kind of things that usually get entered here include unusual occurrences, reasons for high or
low material usage, or time taken. It is important for management to encourage free use of this
facility - for instance, don't try to discourage swearwords! It is extremely useful to be able to read
the real unvarnished truth about the event, no matter how uncomfortable the reading!
They can also record usage of paper, ink, and other stock, and say how many units of each (if
any) were used. Even non-controlled stock can be recorded in this way.
Don't forget - if you are recording time and stock in this way you shouldn't also record it in job
costing. The data entered through the shop floor process will automatically appear in the job
costs.
Lastly it is good to note that completing an episode in this way fulfills the requirements of most or
possibly all quality assurance disciplines, and also provides a full audit trail for the job. In effect
the operator is 'signing off' the episode.
