If you watched the Getting Started videos, you’ll know that there are some items which must be created, and the order in which these are done is important.

Setting up Workers

First of all Workers must be setup. As a reminder, a worker is an individual who performs activities related to production or inventory management, and all workers who perform these activities must be included in Prodsmart.

To create a Worker on the system, select the Workers page from the side menu, and then +Add Worker. This opens the Create Worker form into which you can fill in the relevant information. First of all we have the Number. This will be the unique ID number which is used by each Worker to log the production work which they have done, through the mobile app. What you set this number as is your choice, but it must be unique for each worker, and best to be memorable and relatively short so that they can quickly enter it when carrying out work.

Then we have the name, which again can be whatever you like but best to be as complete as possible for clarity’s sake.

The final required input is the Shift, there is a default option to select here, and if you would like to create your own options you can go to Workers in the side menu and select the sub-menu Shifts and set your desired shifts there.

Once these three fields have been filled in you are now able to create the worker if you wish to do so, by selecting Save Worker at the bottom of the page.

You can however add some extra information through the optional fields. First of all there is Sections, which represent a physical area in your factory.

To add a Section you will first need to create it, which can be done by selecting Sections towards the bottom of the side menu.

Then there is the option to enter a NFC, RFID, Smartcard or Barcode for worker login.
These are custom codes which can be used with the relevant type of readers to login, rather than using the ID number. We won’t look at this now, but there is a useful article to guide you through this, which you can see there is a link for next to this field. Following this we have the Cost per hour of the worker which is a numerical value, and their language.

Below these fields there are three tabs to view more data. First there is Schedule, which will display a calendar view of when this worker will be working, depending on the shift you have set, and you can also add a shift change in from here. The other two tabs are to view the assigned Skills and Worker Groups, which can both be created from the expanded list below Workers in the side menu.

Once is done select Save Worker and you will be taken back to the Workers page, where you will see the full list of all those created. If you need to edit the information for any worker simply select their Number or Edit from the right-hand side to enter back into the Worker form.

Once workers are set up the next items to create are the Products. As a reminder, products are the end parts produced and consist of a series of operations through which a raw material goes in order to produce these parts.

Setting up your Products

Go to Products on the side menu and +Add Product to create one.

In here you must give it a Code, which is a unique product identifier, and a Name whose purpose is to easily identify any given product. These are the only two required fields to create a product so at this point you could select to save if you wish, or there are some optional fields which can be populated also.

Observations is to add any comments about your product, and Families can be defined as a way of grouping your products, for example if they belong to the same assembly. To create a Product Family select this page from within the Products drop-down on the side menu.
For Families you only need to input a Code and a Name to define.

Back in the Product creation, there is also an optional field for Variable Parameters. These are to be assigned when there are variations to your product, for example the product might be produced in different sizes or colours.

Create a parameter by selecting Quality, then Parameters, then Add Parameter.

The next optional field is Lead Time, which is a numerical value for the estimated production time per unit of the product, in days.

Then we have Box Quantity, which is to be used if your product is packed in a box, then this value will appear in the header sheet of the production order.

Material Receiving Checklist is where you can add a checklist to show up when receiving the product, commonly used for quality control purposes.

These can be created by selecting Checklists from under either the Quality, Maintenance, or Safety & Health sections in the side menu.

Next you can define a colour code for the product. You may want to do this to help visualise product family groupings, or alert workers to a certain product using a colour, to name just a couple of examples.

Shipping Package Types is to define when the product is shipped, whether it's for example on a pallet or in a box. These package types can be created underneath Sales Orders on the side menu.

The Minimum Stock is the value under which the system will suggest you create a Purchase Order for this product, and the Maximum Stock will suggest the quantity needed to reach this value.

The Minimum Quantity to reorder is the value which will be used when creating a purchase order, and Quantity Multiple will multiply that order amount by this set value.

Lastly we have the Scrap Allowance, which will increase the production order value to consider this value. It is considered when creating production orders from sales orders or Bill of Materials.

The last field shown is Sections, but these are linked to a set of Operations on a product and defined when creating these operations, which we’ll look at next. At this point you can save the product and move to the next stage.

Defining Operations and their Flow

The next step in the setup is to define the Operations.

Operations are all the steps which Workers will take to complete the production work on a product.

They can be created either by selecting Operations from the side menu, or directly on a Product by selecting its code from the Products list, then Add Operation at the bottom of the page.

Either method will open the Operation form to enter the relevant information. The required fields for an operation are:

  • Code, which is the unique operation identifier

  • Name to easily identify an operation

  • Product, if creating the operation directly from a product this will be automatically entered

  • Number of Times Per Product, how many times this operation must be carried out to produce one unit of the product

  • Task Duration, which is the average time that the operation should take to complete

  • Task Duration Customer, which is the time that was set in the budget

  • Quantity Ratio, the number of products which will be produced in the specified task duration

The other fields are not mandatory and for now you can leave them blank, some of these are the same optional fields that we saw when creating Products.

With an Operation assigned to a Product you will now see this appear in the Operations and production flow area at the bottom of the Product form.

As you add more Operations you will see how these also appear here, linked to each other to resemble the operation flow, which is the order in which Workers will need to complete these operations. If needed you can edit this operation flow to change the order, by selecting the connections to delete, and then click and hold the left-mouse-button between the purple boxes on the operations to redraw the connections and flow.

Remember that the flow is sequential so every operation can only have one incoming and outgoing connection.

Once your Products and corresponding Operations have been defined, you are now ready to create a Production Order. Before we do that however we will first look at how to create the most common and useful of the optional items, which are Machines.

Translating your machines into Prodsmart

A Machine is any tool, instrument or device that is relevant to perform a specific operation. To create one, select Machines from the side menu, and then +Add Machine. In this form the only required fields are Code and Name, but the other important fields are:

  • Automatic – this setting defines if a worker is linked to the machine, if they are this needs to be left as inactive, and the worker will not be able to start additional production on other machines without first closing the one started. If it is set as Active they can start production on several machines at once.

  • Production can not be closed by other workers – the production using this machine can only be closed by the worker who started it

  • Parallel production – if active this will allow production to be started on the machine if it is already currently producing

  • Total cycles input – this changes the way wastes are asked for on the production checkout, if active the quantity entered will be the total units produced, so both good and scrap.

  • Reason Codes – possible reasons that can be entered for down time of the machine. These codes can be created from below Downtime on the side menu.

  • Section – the physical area of the factory where the machine is located or will be producing. These are also created from the side menu.

Once you have filled in the fields you wish select Save Machine at the bottom of the form.

With all of the key information now defined we can create a Production Order.

A Production Order is an order to produce a certain quantity of a given product, essentially the overall job which is being completed. Select Production Orders from the top of the Management list on the side menu, and +Add Production Order.

In here you must set the product or products which are included in the order, and the quantity ordered of these.

The other required fields are the Code, Start and Due Date, and the Assigned Workers. There are other optional fields to complete, such as Machines which we have just created, and if you would like for the Production Order to be available to Workers instantly you must also set it as Active.

Once completed select Save Production Order to create.

Now that a production order has been made, along with all relevant items and information, the minimum viable setup for workers on the shop floor to start production through the mobile app has been met.

In the next video we’ll look at the minimum viable setup needed for workers in a management or office setting.

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