Managing and Executing Production Runs
For an introduction to Production Runs, and a guide through the various preparations leading up to the actual production event, refer to Production Runs.
When all of the documentation is in place, the Production Run has been created and approved by any reviewers who may have authority to revise plans, and the editing is finished, it is time to start execution of the Product Run by scheduling it according to it's official date and time.
In the following section of the User Guide, we will describe how a Production Run is executed, which includes these steps:
- 1 Executing the Routing of a Production Run
- 2 Scheduling the Production Run
- 3 Confirming Start of the Production Run
- 4 Running the List of Tasks
- 5 Claiming the Products for Inventory
- 6 Closing the Production Run
Executing the Routing of a Production Run
As we discussed in the section on Production Routings when a Routing is specified in a Production Run the manufacturing process will follow the list of tasks it contains, and each Routing Task will be executed in the sequence specified, using the relevant Bill of Materials identified by the Product ID, of course.
Implementing the Production Routing is accomplished when the Production Run is advanced through its various stages as indicated by the Production Run "Status" value. In addition to implementing all of the steps of the Routing, the Production Run also accomplishes many other things as indicated by the Status Indicators for the Production Run.
Production Run Status
- Created -- The Production Run has been created and saved.
- Scheduled -- The finalized Production Run has been scheduled on the Manufacturing Calender which can be accessed at [Warehouse] Icon > [Manufacturing] Tab > [Manufacturing Calender] button.
- Canceled -- The Production Run which was Created but not yet Started has been Canceled.
- Confirmed -- The Production Run which was Created has been Confirmed (approved) for Start of execution. At this Status the run can no longer be Canceled, but it can still be Reverted.
- PO Pending -- A Production Run with one or more Outsourced Tasks has the Outsourcing purchase orders Pending action to place those orders.
- Outsourced -- A Production Run with one or more Outsourced Tasks has the purchase orders placed for the relevant outsourced services.
- Running -- A Routing Task is currently running according the the Production Routing list of Routing Tasks.
- Reverted -- A Production Run that was Confirmed or Started has been stopped and has been processed according to the Reverting a Production Run processing.
- Completed -- The Production Run has been fully executed, the results captured in the data from the task declarations (using the [Declare] button, and the products that were produced have been claimed for transfer into inventory, or to fulfill pending orders.
- Closed -- The Production Run is closed and is archived in the database, it can no longer be modified.
In the following sections we will proceed through the steps and the various status conditions of the Production Run.
Scheduling the Production Run
The first step in implementing a Production Run is to schedule it, making it visible to the organization on the Manufacturing Calender, and scheduling resources you will need.
* To begin implementing the Production Run, open the View Production Run screen as follows, * From the Main Navigation Screen, Click: [Warehouse] Icon > [Manufacturing] Tab > [Find Production Run] button. * Provide search criteria in some of the four boxes, or just leave them blank if there aren't too many runs pending, and Click: [Find] to view a list Production Runs that includes the one you want to run. * Click: The production run name [and ID] to open the "View Production Run" screen. * Click: [Schedule] in the header of the top box.
Your Production Run will be scheduled and displayed on the Manufacturing Calender screen.
Now with the scheduling accomplished, you can open this View Production Run screen by clicking on the Production Run Name in the Manufacturing Calender.
Note that the Status of this Production Run will have changed from Created to Scheduled following the scheduling action.
Confirming Start of the Production Run
When the Production Run has been scheduled, the system is ready for your final signal that the run is ready to start. The [Confirm] button which is visible at the top of the View Production Run screen is used to provide this signal. Before using [Confirm], all of the needed management reviews, discussions, or adjustments regarding the Production Run should be completed. Once "confirmed" the run cannot be canceled, but it can be stopped.
Confirm the Production Run
Click: [Confirm] to indicate that the Production Run is started, and that the first Routing Task will be executed, next. At this point the Production Run has passed the point where cancellation is not possible. The run can however be stopped and this is called "reverting" the Production Run.
Stop the Production Run
You can use the [Revert] process to Stop a Production Run, refer to Reverting a Production Run for details on this option.
In the next section of the User Guide we will discuss the steps involved in executing all of the Routing Tasks, including those that may be outsourced to a service supplier.
Running the List of Tasks
Once the Production Run is "Confirmed" as previously discussed, the Routing Tasks are run. Each of the Routing Tasks listed in the Production Run (following the top general information box) will be run in the order they are listed and using the following Scenario One if it is an internally executed task, or following the Scenario Two of it is an outsourced task, as follows. (We will step through each scenario in more detail later.)
Scenario One - Internal Tasks:
When the Routing Task is internally executed the work flows like this.
- Start -- The next Routing Task in the ordered sequence has a status of "Scheduled" and a line item [Start] button. Now it is started using the line item [Start] button. The status changes to "Running" and a [Declare] button appears on the Routing Task line item.
- Issue Components -- The components and materials for this task will be issued now, if they have not already been issued earlier in the sequence (depending upon the Routing Task specifications. An [Issue Additional Materials] button appears on the Materials box to provide for the need for additional items.
- Declare the Routing Task -- The data about results of the Routing Task are captured in detail at this step, using the [Declare] button and data entry screen that opens.
- Complete the Routing Task -- Mark the Routing Task "Completed" at the appropriate time, and then continue with the scenario we started by running any additional Routing Tasks in order.
In the following sub-sections we will detail this scenario in step-by-step fashion.
Scenario Two - Outsourced Tasks:
When the next Routing Task in sequence is an outsourced task the work is purchased from a service provider, and the internal work flow is like this.
- New Open Requirement -- When the Production Run is in "Created" status a new requirement for purchasing the outsourced task (which is a manufacturing service) is listed in purchasing at this location: [Purchasing] Icon > [Planning] Tab > [Open Requirements] button, Open Requirements Screen.
- Issue Components -- When the Production Run is in "Confirmed" status the outsourced task(s) will show a status of "PO Pending". The purchasing requirement created for outsourcing is now moved into the Approved Requirements Screen.
- When the outsourced Routing Task is next for execution, the routing task line item will display an [Issue] button if the parts have not already been issued earlier (according to the Routing Task specifications). The [Issue] button is clicked.
- Purchasing -- The "Approved Requirement" for purchase of the outsourced service is processed into a purchase order, the PO is approved, and the Routing Task being outsource will now show a status of "Outsourced".
- Receive Outsourced PO] -- The outsourced PO is "received", meaning that the service and any associated materials are completed and received into the Production Run processing stream, which is accounted for in "Work In Process Inventory".
- Vendor Invoice -- the Vendor Invoice is recorded in the system.
- Completed -- the outsourced routing task is marked "Completed", and the next Routing Task in the list can now be started.
For more detail on the second scenario for outsourced tasks, please refer to the next section called Outsourcing Manufacturing
Starting an Internal Task
Refer to the opentaps system screen [View Production Run]. The next Routing Task in the ordered sequence of the Production Routing is visible in the "Tasks" window. It has a status of "Scheduled" and a line item [Start] button.
To proceed with executing the next Task, use the line item [Start] button,
* Click: [Start]
The status changes to "Running" and a [Declare] button appears on the Routing Task line item.
Issuing Parts and Materials
Once the Routing Task is started, the "Materials" window displays an "Issue" quatity box for each material line item, and an [Issue] button at the bottom of the Materials box. Also, there is an [Issue Additional Materials] button at the top of the Materials box.
The material quantity listed in the "Issue" quantity box is the normal total quantity of good parts required for the task and the number of products being produced by the run. If additional parts or materials are required for this run, change the number in the "Issue" box.
* Click: [Issue] to use the quantity listed for the routing task/production run being executed. * If the opentaps inventory records indicate that you do not have enough material in stock and available for some part of this "Issue" transaction you will get the following Warning message: Warning: This will cause QOH of product your-needed-material to become negative * If you know that the parts are actually on hand, and are available then you can force the system to issue them to your current Routing Task by using the "Force Issue" button. * Click: [Force Issue] as appropriate.
You are returned to the [View Production Run] screen.
If it is later discovered that additional materials are needed to complete the routing task at hand, use the [Issue Additional Materials] button to issue additional materials to this task. Materials issues in this manner are charged to this routing task, and to the production run. The materials issued can be bill-of-material parts, or they can be other supplemental parts that may be needed on an exceptional basis.
* Click: [Issue Additional Material] button * Select the Routing Task from the drop down box * Enter or Look up the Product ID of the part or material you need to issue * Enter the Quantity in the box provided * Select a Reason for needing the additional parts from the drop down box * Enter a description regarding the use of additional parts or materials in this run. * Click: [Issue Additional Material] button * If the opentaps inventory records indicate that you do not have enough material in stock and available for some part of this "Issue" transaction you will get the following Warning message: Warning: This will cause QOH of product your-needed-material to become negative * If you know that the parts are actually on hand, and are available then you can force the system to issue them to your current Routing Task by using the "Force Issue" button. * Click: [Force Issue] as appropriate.
You are returned to the [View Production Run] screen.
Capturing Data About the Task
As the Production Run proceeds from one Routing Task to the next, running each one in the sequence specified in the Routing, there is an opportunity to capture essential details about the results obtained from each Routing Task.
The data is recorded by using the [Declare] button which is displayed on the Routing Task line, when each task is finished. There is also a [Complete] button that is displayed after the task is finished.
* Warning: Do not click [Complete] until you have used the [Declare] button to capture all of the Routing Task specific results first. You can use [Declare] multiple times.
To "Declare" the Routing Task and capture relevant detailed results, proceed as follows:
* Click: [Declare] * The "Enter Task Details" Screen opens, displaying the sequence number of this task, the Routing Task Name, and the calculated completion date. * Enter all of the following items you need to capture about this task: * From Date, T0 Date -- When the Routing Task was actually executed. Use the Calender Widget to enter these dates to insure that the date and time format is precisely correct. * Add Aditional Setup Time -- enter the actual setup time, use this box to update the entry several times to get the final correct value if necessary. * Add Actual Task Time -- enter the actual task time running the task work, and use this box several times if necessary to get the total task time entered. * Add Quantity Produced -- enter the number of products processed into this task, using the entry several times to get the final total number reflected in the quantity. * Add Quantity Rejected -- enter the number of products rejected at the conclusion of the Routing Task processing, updating this number several times to get the cumulative total recorded. * Enter "Comments" about the Routing Task run, and results observed. * The name of the "Worker" who enters these Routing Task results for each update is recorded by the system. * Product ID -- Enter the Product ID for the output of this Routing Task * Add Qty Produced -- Enter the number of the products output from this task * Click: [Add] to record the product and quantity output from the task. This creates an Inventory Item for each product quantity you [Add] * Click: [Update] to record all of the edits of these items.
You are returned to the "Edit Production Run" screen.
* Warning: Some of the data items that are updated in this data capture screen will not be displayed in the View or Edit Production Run screen until after the [Complete] button is clicked for the Routing Tasks. Use [Declare] to view interim results already saved, or to add more results.
* Tip: Use [Declare] as many times as necessary to capture and update the Routing Task specific results. Do not click [Complete] until you are really finished with all the data capture using [Declare].
Completing the Task and Continuing
When each Routing Task is finished, and all declaration is final, the task should be marked as completed.
* Click: [Complete] using the Routing Task line item "Complete" button.
This allows the next Routing Task to be executed if any are remaining in the sequence. If there are no remaining Routing Tasks to be executed, the Production Run itself is updated to "Completed" status.
Claiming the Products for Inventory
When the Production Run has finished executing all of the Routing Tasks listed in the "Tasks" window, and the Routing Tasks have been marked [Complete], the system displays a box for claiming output of the run for stocking into inventory.
The declaration of results for each Routing Task should have been completed prior to this point.
This claiming or "Stock In" window opens at the bottom of the Production Run general information box, and provides for the following data items:
- Produced -- The number of "Declared" good products actually produced in the run.
- Rejected -- The number of "Declared" faulty products that were rejected in the run.
- Stock in -- The number of available products from this run that should be stocked into inventory.
- Inventory Item Type -- The type of product, either serialized, or non-serialized to be selected from the drop down box.
- Lot -- The lot number to be assigned to these products, if any
If a new lot number needs to be created before moving these products into inventory,
* Click: [Create New] on the "Lot" line item. A window opens permitting you to create a new Lot Number for this production run.
If the Inventory Item Type you select is "serialized" you will have a chance to assign serial numbers after the next step is finished.
* Click: [Add] to record the information provided so far.
The "Items Manufactured Box" opens displaying the items that were identified for stocking into inventory. If the items are of the serialized type, the products are listed individually in a list, with a serial number box available for each one. Each such product has its own Inventory Item ID number since it is to be serialized.
* Enter a valid serial number for each line item that you wish to mark, and then, * Click: [Update] * This item can be updated additional times to complete the serial number assignment.
This completes the "Stock In" step, putting the products produced into inventory storage.
Closing the Production Run
To close a Production Run,
* Click: [Close] button located on the upper right hand corner of the View Production Run window.
Manual Pages > Outsourcing Manufacturing