The Lean Business Guide. Software solutions for the window industry. From First Degree Systems - the clear leader

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1 Software solutions for the window industry Modules include: Window Designer for the Web CD Lite Bar Code tracking with Scan Station Production Manager Stock Assistant Business Administrator The Lean Business Guide From First Degree Systems - the clear leader T: E: info@team-fds.com

2 Introducing the Lean Business Guide from First Degree Systems Hello and welcome to the Lean Business Guide brought to you by window industry software specialists First Degree Systems. For this guide we have teamed up with manufacturing consultant Bob Scott, who has worked closely with a number of fabricators to help them operate more efficiently and profitably. The guide is set out in a problem solution format. Firstly Bob will discuss some of the operational issues fabricators face on a day-to-day basis and then we will explain how you can overcome these problems using First Degree software. So why have we produced this guide? With raw material prices rising and competition fiercer than ever, fabricators need to adopt lean principles in order to survive and ensure success. Whether your staff work on the factory floor, in order processing, accounts or sales, First Degree software will help them become more productive and achieve more throughout their working day - enabling you to operate more profitably for less cost. I hope you find the Fabricators Guide to Lean Management useful and informative and if you would like to know more, please don t hesitate to contact either myself or Bob for more information. Yours sincerely, Alan Alan Bark, Sales and Marketing Director, First Degree Systems Since 1991, First Degree Systems have led the way in software innovation for the window industry. FDS software has been adopted by many of the UK s most successful fabricators and can be tailored to suit the needs of high and low volume manufacturers alike. Introducing Bob Scott Lean Manufacturing Consultant Bob Scott got involved in window manufacturing processes back in 1989, when he established there was a need for an independent production specialist to serve the Industry. He was the first window industry consultant to work with the (then) Department of Trade & Industry (DTI) under their lean manufacturing initiative scheme that offered subsidised consultancy to improve efficiency. Working with PERA and PE International, Bob covered the manufacturing side of the scheme whilst PE covered quality assurance through the BS5750 & ISO 9000 accreditations. Bob has worked with some 200+ window companies and organisations in the UK, Europe & the USA on what he calls Cost Effective Solutions that, whilst focused on the pure production element, also involved often looking at the whole business. Bob s clients over the past 20+ years have included many of today s most successful companies including Sash, Whiteline, Senator, Weatherglaze & Caradon Windows & Doors. The first major project Bob was involved in doubled output (from fpw) without any additional expenditure, focusing purely on labour utilisation & enhanced software a good example of lean manufacturing! Contact Bob Scott on T: E: bob@bobscott.co T: E: info@team-fds.com

3 Software solutions for the window industry Electronic trading Bob Scott Lean Manufacturing Consultant For trade suppliers one of the most time consuming tasks is that of supplying quotations to their customers. Dependent on the speed of the response, lead-time to place the order or even changes to the requirements of the installer/consumer, there can also be the need to re-price the quotation. One way to overcome this is to encourage the installer to price quotations themselves. Benefits include accurate dynamic pricing (if using a cloud system), ability to establish any technical parameters - saving further calls and discussions with customer, ability to customise their own presentations, ability to establish profitability of any quote and compare to other potential options prior to presentation. Improving conversion rates Customer expectations are higher than ever these days and unlikely ever to return to the basis that the sales consultant is the expert. Access to the internet and the ability to quickly get up to speed on products and technical information means that the customer is more demanding and informed than ever before! However, one area where it is still possible to impress the customer is through virtual presentation. This raises customer desire and interest in the product and is a powerful weapon for the sales consultant. Window Designer for the Web (WD4W) Now you can trade online with your customers 24 hours a day, 7 days a week using Window Designer for the Web, the fully featured web interface to your Window Designer 7 installation. Using the very latest cloud technology, Window Designer for the Web can be accessed from any internet enabled computer and allows your customers to create instant quotes, release jobs to manufacture and check the status of orders live and in real time. The programme is hosted on your existing hardware, utilising your existing customer database and pricing structure to produce accurate pricing and processing for your customers, with no additional set up required. Multi-layered material files enables installers to purchase glazed or un-glazed frames and even add their own priced extras per frame. A logical dashboard is included to give management information for the retailer and provide communication channels between you and your customers. Meanwhile, additional custom reports can be easily set up per customer so you can choose to provide your customers with personalised quotations complete with their logos. CD Lite Conservatory Designer Lite (CD Lite) is a fully integrated presentation and manufacturing module designed to help installers convert more leads and increase order values. The sophisticated 'conservatory wizard' allows you or your customer to quickly and easily design a conservatory in impressive 3D imagery. You can then superimpose the design over an imported photo of the homeowner s property, allowing your customer to see how the finished installation will look. CD Lite will help you sell extras like stain effects or alternative profile finishes while the module will even calculate the selling price. If price is an objection, simply modify the design and the module will amend the cost, making it easier to close the sale. Once you and your customer have agreed on the design, the same data can be instantly transferred to the fabricator for manufacture, with no additional transfer. T: E: info@team-fds.com

4 Lean manufacturing Bob Scott Lean Manufacturing Consultant There are a wide range of manufacturing challenges that fabricators have today in addition to the competitive nature of the industry. These include: Establishing production capacity across an ever changing product mix, volume and design. Effective scheduling of orders. Understanding the true cost of supply based on product, customer type & location, volume efficiencies, service needs, production facilities, marketing & sales costs, payment terms, purchase agreements and more. Effective utilisation of labour & machinery and ability to allocate both dynamically. Knowing what is where and where is what in terms not only of product but to include stock, labour, finished goods, despatch and even delivery. Working to an effective JIT (just in time) stock process. Allocating work according to specialist skills. Reducing multiple copies of production paperwork and need to highlight special requirements. Effective re-make or/and fast track to reduce delays to despatch and/or customers. Controlling quality issues when they happen not at end of line. Establishing real cost for product manufacture across all designs, styles and product. Balancing flow according to product style, frame & sash, machinery, skill set and overall utilisation of labour. Dynamic re-routing of product when either machinery breakdown or unscheduled maintenance occurs. Constant need to evaluate skill-sets and achieve flexible work areas. WINDOWS Scan Station has significantly improved operations within the Everglade factory. We are noticeably more efficient and providing better service as a result. Vinod Gopal - MD Everglade Windows Bar code tracking with Scan Station Scan Station is the all new bar code tracking system designed to help fabricators better control the flow of work through production, with the ability to fast track items and jobs. It enables fabricators to run an entirely paperless factory and can solve all the manufacturing problems highlighted by Bob. How does it work? Stations are set up around the factory and operators scan items as they pass through. Each station comprises of a PC and screen and some will have corded or cordless scanners and an attached label printer, depending on their function. Product information and manufacturing instructions are clearly displayed on the terminals - eliminating the need for paper. With Scan Station you can allocate work to the correct staff member depending on their skill level and trigger information at any stage to the customer via or text. The technology will even streamline deliveries, telling you where to stack items on your vehicle depending on client deliveries. It will also alert operators if a lorry is going to leave the factory with missing items, meaning your deliveries will always be right first time. An integrated webcam means you can photograph damaged items and the system integrates with Management Information Dashboards, providing you with invaluable management information T: E: info@team-fds.com

5 Software solutions for the window industry AW Alternative Windows pvcu & aluminium windows, doors & conservatories Scan Station is cutting edge software and offers major benefits from fabrication right through to delivery. We operate a totally paperless factory now and have noticeably improved as a business since it was installed. Darren Barraclough - MD, Alternative Windows production manager The Production Manager offers visual planning for greater productivity and is an essential tool for any fabricator. An onscreen T-Card system enables operators to drag and drop jobs for production or delivery from slot to slot and from day-to-day to suit the business and customer s needs. Numerous reports are immediately available at a glance, including delivery schedules, production schedule summaries and production target graphs. In addition there is an integral Report Writer tool to enable users to design their own reports. T: E: info@team-fds.com

6 stock control Bob Scott Lean Manufacturing Consultant A common issue in the Window Industry is that of stock control leading to the obvious outcome of over or under stocking. Ultimately both have the same impact poor cash flow! Overstocking not only means paying too early but also runs the risk of damage occurring or a product becoming obsolete. Under stocking leads to production delays, either during or preproduction, depending on accuracy of the stock information available. These delays are often not just about the missing items and the delay to the customer, they also lead to inefficiency on the shop floor with wasted labour and machine utilisation and increased costs. All too often poor stock control impacts on the entire production efficiency. If not tied into scheduling and production planning, your product can end up unfinished waiting on the shop floor or at best in a holding area. Ideally stock should be allocated to the production area where it s required, either dynamically or on a shift basis. That way the relevant items are in the right location at the right time and this supports a lean manufacturing process. This is possible with accurate stock records and use of both production scheduling & planning. Est UK Sash UK has run Window Designer software since we moved to our new factory in 2000 and it has brought numerous benefits both to ourselves and our customers. Glenn Trevelyan - Systems Manager, Sash UK STock Assistant Fully integrated into Window Designer, Stock Assistant will streamline your operations and ensure capital is not tied up in stock. Perpetual stock taking, which is when stock is counted on a continual basis and managers can see an instant snapshot of current stock levels, is a major feature of the software. Importantly, stock allocation is based upon live requirements, so as new jobs are added or existing jobs amended, this is immediately reflected in the software. Automated ordering is another important feature. Stock manager can be programmed to automatically send orders to multiple suppliers should levels become low. The software will manage multiple stock locations and has flexible tools for setting up multiple suppliers, allowing you to take best advantage of special offers. You can also process additional items not necessarily from within Window Designer, such as your stationery or safety equipment T: E: info@team-fds.com

7 Software solutions for the window industry CUSTOMER RELATIONSHIPS Bob Scott Lean Manufacturing Consultant The window industry is no different to most in that competition is fierce and there are always other companies trying to win business from you. However, winning new business is arguably the most expensive way of expanding a company - the cheapest form of additional business comes from existing customers and recommendations. It is often surprising then how little effort is concentrated on existing customers and the relationship that can be formed between supplier & customer. Understanding what works for a customer and what their needs are is crucial. This understanding can take many forms, not just the obvious ones like competitive pricing, the right product and accurate delivery information but also areas such as what product they buy from you on a regular basis, what they don t & why, what you can offer them to help improve their business, what they think of your business and how you could improve the relationship, how often you call on them, who you should be talking to, any change in order trends and so on. Having access to this information will improve customer relations and will help you up-sell and cross-sell more effectively. Business Administrator Business Administrator is a powerful customer relationship management (CRM) system that enables office staff to keep track of leads and customers with greater ease and efficiency. With this one simple software tool, you can manage the entire customer data flow from sales through to survey, manufacture, delivery & fitting and aftercare, helping you provide better customer service. Business Administrator offers full access to customer contact histories (notes and events) and the smart search allows operators to find a complete history of any customer in seconds, as well as accessing any scanned documents at the click of a button. We have used First Degree software since 2002 and it has proved very beneficial to the business. It is flexible, easy to use and the ability to price jobs quickly and accurately saves a lot of time. Diarmuid Dunbar - IT Manager, Senator Windows T: E: info@team-fds.com

8 First Degree Systems Limited 73/74 Branston Road, Burton-upon-Trent, Staffordshire, England. DE14 3BY T: F: E: Scan here 2013 T: E: