Explain briefly the main tasks of dispatching, inspecting, expediting, evaluating and controlling inventory and so on by production controls

department Functions/Tasks & Control Activities in Production

In each of the production processes, activities can be segregated and grouped into three main distinct stages namely

a) Pre-Planning

b) Planning and

c) Production Control.

clip_image004 Fig: Three distinctive stages of PPC

The figure above indicates the total activities of these three distinctive stages and also how each function interacts with others for the smooth functioning.

A) Functions/Tasks at Pre-Planning Stage

Pre-Planning: covers an analysis of data and outlines basic planning policy based on sales reports, market research and product development and design. Pre-planning is a PPC responsibility and hence the collection of data on materials, machines, manpower availability, scope of work, capacity etc has to catered to.

B) Functions/Tasks at Planning Stage

In the Planning stage, the function concentrates on

i) Materials to be used for the product being produced as planned

ii) Methods to be adopted to produce that particular product

iii) Machine/ Equipment to be allocated and its capacity to produce

iv) Routing, Estimating, Loading and Scheduling activities

Machine loading as per the capacity and their capability assessment of performance is done in conjunction with routing for smooth workflow.

1) Materials

It is the responsibility of the planners to ensure that the required raw materials/components/semi finished items are available before release of work orders and start of production. Here the duties include firming up specification of materials, its availability to the quantity required/delivery date of expected incoming materials, standardization and reduction in variety, procurement processes and coordination with Inspection.

2) Methods

Here the planners have to analyse and define the best method that is compatible with facilities available and selection of the processes for manufacture of parts, assembly and testing.

3) Machine and Equipment

Proper loading of machines with the loading, maintaining the machines for accurate production and planning the required jigs, fixtures and tools constitutes the major functions and tasks of the production planners.

4) Routing

This is the first planning stage in controls executed in the production shops. First the sequence of operations for item/product is firmed up and the production work orders, which include all operation details are issued for work to start.

Routing prescribes the flow of work in the plant and is related to considerations in layout, location of storage of raw materials and the material handling systems used. Routing is a fundamental production function on which all subsequent planning action is based and hence Controls in flow of inputs is strictly monitored.

Benefits accrued due to proper routing are a) efficient use of materials b) reduction in manufacturing costs c) provides a base for proper scheduling d) improves quality and quantity of output.

5) Estimating

Estimating function involves the extensive use of operation analysis in conjunction with methods and routing as well as work measurements. As this estimating involves highly sensitive human elements in operation time, motion study and other constraints, control personnel should not allow unduly large fluctuations and inconsistency to peep in.

6) Loading

Loading means loading of work centres and deciding which job has to be done by which machine and then allocating such jobs for the next operations. Loading is therefore the process of converting operation schedules. Job allocation depends on the type of machine and the skill required and hence at most care is taken in loading so as to impart relative priority and capacity utilization.

7) Scheduling

Scheduling involves establishing the amount of work to be done and the time from the start to the finish of the work. Scheduling ensures that the right things are planned at the right time to produce the right quantity. Therefore, the function of scheduling determines the utilization of equipment and manpower and hence the efficiency of the plant.

Machines are required to be loaded to their capacity and smooth flow of materials is ensured for each machine for maximum utilization. Hence scheduling determines the utilization of equipment and manpower, thus the efficiency of the plant. Scheduling will also ensures dovetailing of the operations in such a way that there is no wastage of time in between processes. A realistic and precise scheduling is a prominent function for production planning and control personnel.

Elements that are to be considered while evolving a proper scheduling are the demand forecast, aggregate scheduling, production plan, master production schedule, capacity planning, facility loading and evaluation of work contents and sequencing of operations.

C) Tasks & Control activities of Production Control

The Control stage functions/Tasks are:

a) Dispatching,

b) Inspection,

c) Expediting and

d) Evaluating.

e) Control of inventories, control of scrap and analysis of work progress and control of transportation used for production activities.

a) Dispatching:

Dispatching is setting production activities in motion by releasing work orders. These work orders invariably accompanied by process sheets/instruction sheets that is the process of dispatching authorizes the start of the production operations.

Dispatching also involves colleting and moving the materials form stores, collecting and issuing tools and fixtures, issuing drawings and specification sheets, route cards, inspection schedules, internal material handling to machines and to inspection and returning jigs, fixtures, special tools etc back to stores, and then moving the accepted materials to the next stage of operation or to stores as the case may be.

It is found that in large production units, the centralized dispatching has more advantages as compared to decentralized as the nature of works, Quantity of output and operations are in bigger magnitude.

b) Expediting or Progressing:

Expediting is a tool which works as an executive arm that checks the progress of the work. Expediting or follow up or progress is a logical step after the dispatching function. The expediting maintains and ensures their successful completion. This function has to keep a close liaison with scheduling to provide efficient feedback and prompt review of targets and schedules.]

Need for expediting arises because of the reasons of a) delay in supply of raw materials b) higher absenteeism of labour c) frequent changes in specifications and route cards d) changes required in delivery schedule e) breakdown of machines f) improper coordination and communications between the departments etc.

c) Inspection:

Inspection is a major control function. Its findings and criticisms are of great significance in the execution of current plans and in the planning stages especially when the limitation of processes, methods and manpower is known. This is also essential to improve production methods, cost implications of quality at the design stage etc. the need to inspection arises due to a) delay in supply of materials, b) excessive absenteeism in any section, c) changes in design specifications d) changes in delivery schedules e) machines under breakdown/periodical maintenance, f) errors in design drawings and hence rejections/reworks.

d) Evaluating:

Evaluating is nothing but assessing the performance effectiveness by creating a link between control and future planning processes. A feedback mechanism here will help in long term with the past experience evaluated to improve methods and utilization of facilities.

e) Control of Inventories & Scrap, Analysis of Work Progress:

Other additional responsibilities for the dependent functions like control of inventories, control of scrap, control of transportation etc are integrated with the Control section of the PPC, as many organizations feel that this type of integrated Control department is an essential link and will help achieve maximum results. 2. Explain briefly the functions of planning in Facility Planning for production activities? facility planning is a long-term planning, which begins with the choice of suitable location for the plant and ends with the installation of the complete production system. Manufacturing plants strive to have a right facility that enables them to produce the desired quantity and quality of the products at minimal cost.

Plant planning is the task taken to establish the long-term production capacity to produce the products/services. Therefore, it is a critical operational strategy for corporates. It involves procurement of land and production equipment. Appropriate production technologies must be developed and a detailed industrial engineering study for internal arrangement of workers must be developed. You should also organise production processes and departments within the facilities to achieve the desired volume, quality, and cost of products.

Plant planning refers to the designing, installing, and physical arrangement of plants, factories, laboratory, R&D centres and so on. It includes facilities planning or planning of processing equipments, plant utilities, services, building, and other auxiliary facilities.

Facility planning refers to determining the requirement of long range production capacity, how much is needed, where production facilities are to be located and layout characteristics.

Plant planning serves the following:

Aims to facilitate the most efficient and cost effective manufacturing process.

Optimises integration of all factors to have an effect on the layout.

Optimises utilisation of labour, machines, and space.

Stipulates for future expansion of the facility.

Introduces flexibility in the system towards changes in product design and output volume.

The scope of plant planning may include the following:

Selecting the plant design and production system.

Designing the manufacturing process.

Selecting machinery, equipment and materials handling system.

 Designing of communication and control systems.

The objective of the plant/facilities planning department is to design, construct, and efficiently operate. It should also be well-maintained and have infrastructure that supports existing and future activities. It should facilitate growth of the company by providing a safe, healthy, comfortable, clean, and attractive environment for the progress of work. 3. What are the merits and demerits of batch production? Briefly explain the salient features of PPC for Job production. Merits of Batch production are:

Fewer machines are needed, since the machines utilisation is better.

Specialised supervision is possible.

Low investment in machineries is not so capital intensive.

Flexibility in personnel and equipment selection.

Job satisfaction for operators.

Demerits of batch production are:

As the flow is longer, material handling is costlier.

It is not as detailed as production planning and control..

 Large capital and space is required to carry out the work.

Needs highly trained workforce to produce different lines of the same product.

In Job shop production, products are manufactured to meet specific customer requirements on the basis of specific orders. The quantity involved is usually small.

Job shop production handles a variety of components and is used for special projects, models, prototypes, special machinery or equipment, to perform specific tasks, components, assemblies, replacement for parts in existing machinery and so on. For example: Turbo generators parts, engine parts, processing equipments, special electronic devices.

Machines used for job shop of work are general purpose machines. These machines require sequencing of the work load of many items. Hence, while scheduling, planners have to bear in mind the wait time, idle time for changes in job and tool setups, total processing time, mean early and lateness of jobs, number of jobs in the system and so on.

There are many solutions for job loading and scheduling. Some of the techniques are explained in brief here. However for more details on scheduling, refer to unit-7.

Planning jobs on one machine situation: Several jobs are to be carried out on the machine to accomplish the desired output. Prioritisation and assignment of jobs is necessary. Other jobs remain waiting when one type of job/activity is taking place on the machine. Therefore, it is important to calculate and optimise the mean flow time, average work in progress, average lateness, average waiting time, delay, and total processing time when jobs are processed in sequence.

Processing with early due date as criteria: As applying the shortest processing time (SPT) rule minimises the mean lateness of jobs, the early due date (EDD) rule states that top priority should be given to waiting jobs whose due date is the earliest. This helps in reducing the maximum job lateness as well as the maximum job delay.

Planning jobs on two machines situation: Suppose you need to process n number of jobs on two machines, say M1 and M2, then processing time required for all the jobs on both the machines should be known first. The minimum time to complete jobs requires sequencing and here Johnsons algorithms[1] are useful.

4. How do you classify forecasts? Explain Time Series Methods.