The heart of your business is the ability to accept orders. Revenue and production streams are dependent on a consistent ability for orders to flow in spite of infrastructure disruptions. Whether orders are entered from the front office, from dealers, or from sales people on the road, orders must be able to be accepted and processed. Our PrefSuite system architecture is designed to allow order entry to proceed even in the event of network failures or central service maintenance/repair requirements both planned and unplanned.
Accuracy of order entry is of paramount importance. Rebuilds are costly in terms of materials and production impacts. Erosion of your customer’s confidence can additionally have negative repercussions on future revenue. Order inaccuracy can be traced to three industry recognized areas, namely:
Transposition errors when an order is taken from one source and re-entered. Typical error rates in the industry exceed 5%, and are costly in remakes, service calls, and materials. The fail-safe order entry architecture of PrefSuite can eliminate the need for double entry by moving the entry to customers, dealers, and sales people
Communication errors/disagreements occurring in verbal communications. Customers calling back with disagreements about their order/configurations etc. are recognized in the industry as a major source of negative productivity impact. Allowing customers and dealers to enter their own orders accurately and without the need to “negotiate” who said what to who at what time.
Configuration errors are well understood in the industry. Simplistic systems capture configuration errors occurring at order entry time. However, from your customer’s view that is one component of feasibility. Feasibility must also include delivery commitments, which means that the system should have the ability to look at plant capacity, resource and materials availability at the time of order entry. Meeting your commitments is a major component of the strategy to maintain customer loyalty. The integrated nature of PrefSuite allows the order entry person to see available production capacity and they can then set your customer’s expectations. Production management can over-ride to assist in handling urgent and sensitive situations. In addition to rules, PrefSuite is architected as a knowledge-based system extending feasibility capabilities beyond today’s state-of-the-art.
PrefSuite identifies errors and conflicts on-the-fly, allowing the user to avoid delays inherent in many systems that require validation in secondary stages of the order entry process.
Order and quotation presentations and content must be communicated clearly and completely. Complete product descriptions including options, drawings, cross sections, Bills of Material (BOM’s), installation methodologies, shipping arrangements must be available to your clients. Additionally, architects and planners require that the models and components in a quotation can be exported for inclusion in their CAD programs.
Product ordered should be the same as the product shipped unless the customer has agreed to a specification change. Engineering changes, product additions/substitution is a fact of life in the industry. This requires that the system can allow real-time engineering to be available without sacrificing the service and warranty capability of your organization. By integrating the many functions in your company, the latest product information is available to everyone involved in order entry at the time that the order is placed. Pricing methodologies must support complex pricing structures as well as planned and unplanned pricing actions.
Orders should be personalized to your repeat customers. Your partnership with your customers requires your understanding of his business. You can demonstrate this knowledge by assigning his preferences to his account. For example, if he typically orders some options the system will populate them for you unless he tells you otherwise. Changes to orders can be done globally or at a line item level.
Order entry must not be ambiguous. Windows and doors can have multiple options. Only the options available to specific models should be available in order to avoid confusion, and to facilitate the training and introduction of new personnel with order entry responsibilities.
Order entry should be tailored to the user. The system must span simple single windows to highly complex configurations as well as everything in between these extremes. Some of our clients use the system to automatically route highly complex configurations to their design departments while medium complex configurations are accommodated with a sophisticated template manager. Levels of design freedom can be specified down to the user level. Complex grill patterns for rectangular and shaped windows with full automatic alignment as well as over-ride capabilities are a standard component of the system. Glass edge-to-edge as well as daylight grill pattern generation are provided.
New construction manufacturers require reusable model and elevation order templates to respond quickly and accurately to the production builder segment. Orders must be modifiable at the line item level while maintaining the overall agreements between the builders and the window/door manufacturers.
Orders for one-off unique designs can make or break the deal. PrefSuite allows you to rapidly design windows with complete geometric freedom with accuracy. Satisfying that one unique design not only demonstrates your commitment to you customer but it additionally shows your ability to respond to his unique requirements, Specialty trim and jamb extensions are easily accommodated in not only standard windows but also for unique one-off’s.
Servicing past orders is as important as new orders to maintain customer satisfaction. This requires that the system must have the ability to look at how the product was constructed at the time it was produced, rather than how the current product may now be produced as engineering changes or manufacturing processes could have been implemented in the period between product shipment and the service need. Additional needs for servicing your clients requires that the system is to be able to respond immediately to damage during installation, recognize fee versus free service work, as well as plan and track service activities.
Orders shouldn’t be processed unless you are going to be paid for them. Credit checks, price validation and integrated information flows between order entry and your financial systems assists in managing the cash-flow of your enterprise.
Comprehensive order entry processes should feed the downstream processes without the need for “double checking”. The system should provide accuracy that integrates to the production systems and equipment without additional intervention. In essence the order entry creates all of the production documentation as well as the files needed to run the equipment on the plant floor such as saws, welders, glass cutters, CNC equipment etc.
Completing the order flow requires planning the product shipment. By calculating weights and volume, shippers can optimize shipments, installers can be provided installation guidance (for example field glazing of heavy units in tall structures), and regulatory requirements for weight loads can be adhered to.
What’s in it for you:
A comprehensive order entry system supplied to your clients can assist you in developing a strong customer loyalty program. Creating a direct link to your office tailored to the client demonstrates your responsiveness to their needs.
In addition to tailoring the system to your clients requirements, you can control what information and product that your customers and dealers see. This can allow you to establish market segment targeting and matrix based product promotion.
Improves productivity at the front office by eliminating re-entry, as well as throughout the production process by reducing errors, eliminating rework, reducing the need for engineering check outs, and automating equipment interfacing and setup.
Improves responsiveness to market requirements by shortening lead times through improved manufacturing and lowered reworks: providing market analysis on quote to close ratios: examining promotion affectivity: and reviewing price sensitivity performance.
What’s in it for your dealers and customers:
Our customers have advised us that by quoting with our quick, accurate, professional-looking quoting system including comprehensive graphics, they have increased their revenues by winning in competitive bids.
Provides them an on-line catalog with direct input reducing the time they require to produce a quotation for their customers, or for getting a quotation from you.
Dealers see a productivity improvement in their operations provided by the manufacturer enhancing the partnership.
Dealers and key customers can be given online access to review the status of their orders without the need for you to set up hotlines improving their productivity as well as yours.
Production Scheduling
Multi-dimensional production planning allows the Master Production Schedule (MPS) to be tailored to your environment. The MPS should be able to be a function of the management philosophy of the enterprise. Planning based on line capacities, transportation requirements, revenue optimization, equipment availability, vendor lead times, and other enterprise specific scenarios need to be accommodated during the creation of the MPS. The order entry process automatically sets the stage for this comprehensive stage in the automated creation of the MPS by passing the relevant information and making it immediately available to the production planning personnel. Orders are sorted, optimized, split to the applicable plants in a multi-plant environment, assigned to relevant production lines and production shifts, including changes to accommodate planned and unplanned equipment changes on those lines. Workstation capacity, trailer and dock capacities are considered during the creation of the MPS in order to balance the resources of the entire enterprise.
Optimized Master Production Scheduling includes scenarios impacted by just-in-time inventory methodologies as well as build-to-stock requirements. Equipment changes, line re-assignments, and resource balancing are used to provide the most comprehensive MPS. Planners can draw orders into and out of batches, reassign sub-assemblies to different lines and batches, or outsource components. Multi-shift capabilities allow components of an order to be scheduled on different lines at different times in order to converge the entire order at the right time. For example, shapes, casements, and sliders take a different time to produce. The system provides a capability to schedule them independently in order to allow the entire order to be completed at the same time. Supplier-part-pending orders can be dynamically introduced to the MPS when parts arrive, freeing line capacity. Defective sub-assemblies and repair parts are included in the MPS.
Workstation throughput and cycle times are considered by the system when generating the MPS. This allows the planners to re-assign resources to bottleneck points within the manufacturing process. Additionally, financial analysis can be performed down to the product level using materials and labor as discrete components.
Staged shipment planning is accommodated by the MPS. Shipment of sub-assemblies independently requires that the system schedules full models, sub-assemblies (screens, frames etc) as well as service parts within the MPS. The system also automatically adjusts the BOM for equipment changes (for example a change of a welder may change the burn-off).
Trailer/Truck loading made easy. Loading vehicles with finished product, subassemblies, and service parts is accomplished using weights, volumes, destinations, and planned and unplanned routes. After the products have been scanned onto the vehicles, the system can even produce a set of directions for the driver.
Automated report distribution sends each workstation in the production line reports and data specific to the work being performed. Reports can be sent in traditional paper format or to workstations equipped with online displays allowing reaction to late specification changes.
Complex scenario planning remains available until Commit Phase allowing the planners to accommodate changes up until the last possible moment. Our most advanced clients use monitors on the plant floor negating regeneration of paperwork, thereby permitting last-moment-of-change capabilities.
Production Management and Automation
Workflow tracking throughout the manufacturing process is possible due to the real-time architecture of the system. Managers can examine individual product status as well as graphically review production flow and line performance.
Production reports specific to the workstation can be centrally prepared and distributed or routed directly to the workstation. Optimized cut lists, grill specification, alignment and notching instructions, manufacturing instructions, barcode labels, performance labels, are produced for each sub-schedule in the MPS. Reports required for outsourced components such as glass can be sent over the network to your supplier including data files for their cutting equipment.
CNC and mainline equipment connections are accomplished using our exclusive PrefCam component. This knowledge based architecture remembers machining requirements for the product, allowing you to change equipment on lines without having to recreate the machining specifications. Additionally, work can be routed through multiple lines with different equipment, and the system will adjust the specifications to meet the then-current environment. Today, we have seamless integration to saws, welders, glass cutters, grill production equipment, spacer equipment, processing equipment as well as robotic equipment from manufacturers all over the world. Hundreds of integrations with a variety of manufacturers and models leaves us as the premier equipment integrator in the world.
Product Design
An integrated CAD capability allows the user to design window, door, and curtain wall products with complete geometric freedom. Special capabilities permit the designs to accommodate the unique requirements associated with vinyl, aluminum and wood construction. Thermal IG’s with complex glazing algorithms provide dynamic switching available to the order entry personnel. Grill design and generation combined with auto-alignment provides complex model assemblies including shaped grills to produce BOM’s for the entire design. A full 3D animated product can be displayed from the design. TDL (True Divided Lites) are easily created with our unique sash subdivider architecture.
An extensive library of common mulled configurations allows designers to quickly combine products. The integrated multi-level designer function extends the library to allow design-on-the-fly capability to the engineering department and also to order entry people including distributor, dealer and permitted customers.
Architectural Details of the latest product designs are available for export to architects and other users in both DXF and DWG formats. Details include the entire model(s) as well as the profiles used in the product construction. Architects and other users of third party CAD systems can take advantage of the export capability to include your products into their designs. Product catalogs including re-configurability capability can be made available to architects over the internet allowing them to access you products, re-configure them with your restrictions, download them with point-and-click including drawing details and include them in their building plans. Once the building plans have been approved, the retained configurations are available to be quoted by the manufacturer, distributor, or dealer without further engineering effort. Engineering, cost and price changes can be with scheduled dates for them to take effect
Advantages of the product design capabilities provide benefits to the manufacturer as well as other stakeholders.
Engineering time is reduced as architectural details are available for the latest products on demand. Access is restricted through an extensive security system that grants access on a need-to-know basis. By providing architects with tools to integrate you products into their plans, you extend the loyalty program from distributors and dealers to include these major decision influencers.
Architects benefit by having access to the detailed information required in their plans. By importing the DXF’s or DWG’s directly into their third party CAD drawings, they eliminate the need for redrawing the products, as well as providing quicker response to their clients.
Product Delivery Planning
Delivery planning is more than loading a truck. As product delivery is the final step in the production process, and the initial step in revenue collection, delivery logistics must include: delivery urgency, delivery cost, route planning, route scheduling, trailer volume maximization, regulatory requirements (weight), unanticipated production delays, damaged product, and several other factors. Delivery logistics can require capabilities equal to the development of the Master Production Schedule (MPS). The Delivery Planning Schedule (DPS) examines the criteria on a real-time basis to develop Pick Lists for manufactured products and parts.
The Pick Lists are created vehicle specific with consideration to the weight and volume that they can carry. Pick Lists are created based on the user specific criteria for the then-current environment. For example, scheduled routes may change on a planned or unplanned cycle and the system determines which route planning to use, or truck/trailer availability may change for maintenance or repair situations.
Sequenced loading is the most obvious first step in preparing trucks/trailers. As product is available for shipment (models, sub-models, parts etc) the loading must be done on a first-on, last-off basis for efficiency in off-loading. Product can be scanned onto the vehicle with audible signals if the vehicle is not being loaded in the proper sequence, or if the wrong product is being loaded. During the scanning the system is updated to keep track of the product status so that inquiries relating to the individual model can be answered.
Delivery instructions can be created for specific vehicle loads. This feature while not widely used is provided to assist with new drivers, new routes, and unfamiliar delivery locations.
Service and Warranty
Defect tracking and analysis is provided through a comprehensive Service and Warranty processing system. Combined with the installation component, management can analyze root causes and trends assisting them in improving processes in manufacturing or installation. The service and warranty component is an integral part of the quality assurance process.
Service and Warranty can have a significant impact on the revenues and costs of the enterprise. Comprehensive cost tracking is performed on chargeable and non-chargeable activities and allows you to examine and structure your processes with labor and materials in this important part of your business. Service and warranty issues are also tracked with service codes for future analysis by department telling you where the most common problems are reoccurring.
Activity tracking assists the manufacturer in doing the follow-up required to be responsive to their clients and can provide the analysis for process improvement in servicing them.
A comprehensive order retrieval system validates the warranty legitimacy and retrieves the parts/components for the window/door as it was ordered. This is key as engineering changes may have occurred during the intervening period. The service department then can make a determination of how best to meet the service request.
Materials Management
The fenestration industry requires unique capabilities for materials management. The nature of the industry is that it processes raw materials into finished product and therefore requires inventory control using process and assembly functionality. Traditional systems tend to be either process or assembly, however this industry requires the combined functionality.
Materials are managed in five different unit types, namely: piece materials such as hinges and screws, metered materials that come in rolls such as weather stripping, volume based materials such as gasses and silicates, extrusions in raw form as well as off-cuts, surface materials such as glass and panels. The system includes “hot switching” in order to allow you to deal with suppliers in their unit of measure. For example, the system calculates in metric, imperial fractions, imperial decimal, gallons, liters, pounds, etc. Buyers can work in their unit of choice. Bills of Material are calculated and product consumed during the production process and inventory is automatically relieved.
Purchase orders are automatically created as inventory levels fall below order points and EOQ’s. Additionally, the system identifies materials that are only ordered when you have a confirmed order that requires such materials. This is used to more effectively manage high cost items as well as low use materials. Orders requiring these “on-demand” materials are flagged and staged during the MSP process. Upon receipt of “on-demand” materials, orders are automatically included in the MSP. Multiple vendor support for each material is available with automatic vendor selection based on volumes. Forward price identification allows the system to consider price increases from you vendors to recommend deviations to normal ordering patterns. Linked purchasing allows the system to recognize the need for other materials when some materials are ordered. For example when one part is ordered the system will automatically recognize that there is a need for two other parts.
Blanket purchase order management allows you to periodically negotiate with vendors for future shipments and track your usage against the commitment. This allows the buyer to “renegotiate” during the commitment period.
A comprehensive receiving system is included to ensure PO/Receipt balancing with Purchaser/Vendor item identification cross referencing. Partial shipments, forced completions and barcode capabilities extend the purchasing departments capabilities and resultantly lower your costs.
Multi-Site, Multi-location capabilities allow materials as well as finished goods (build to order/stock) to be managed with materials being drawn from the locations where they are used. For example, you may manufacture casements and sliders in different facilities. The system relieves the inventory from the location where it is consumed while also allowing you to consolidate to see the overall inventory values
Stock reservation/allocation capabilities are included allowing materials to be reserved for specific orders or production runs. This ensures that you meet critical manufacturing commitments while not compromising the purchasing methodologies deployed.
Integrate Multi-view reporting allows you to analyze material usage, vendor performance, seasonality, and other user created views.
Our industry leading costing capabilities allow not only the standard LIFO, FIFO costing methodologies, but also break down the financial sub-structures for analysis of duties, transportation, wastage, etc. The integration to your financial systems allows direct sub-ledger capability.
Physical Inventory and Cycle Counting closes the financial loop with discrepancy reporting. Ticket generation and accounting ensure that materials located in multiple locations are completely accounted for during the physical count stage.
The Strategic Values of a complete materials management system include reduced investment in inventory, better recovery from scrap used in recycling, better product use from yield management reporting, higher plant productivity using just-in-time materials planning, and many other user specific benefits. The bottom line is overall reduced cost to the manufacturer.
Management Reporting
The system includes a state-of-the-are built-in report writer. This allows the user to generate environment specific reporting from the underlying integrated database. A vast library of reports is included with the system, and they are modifiable using the report writer to fit the user specific needs. Reports can be presented in traditional text format or in graphics and provide real-time analysis due to the integrated structure of the database.
A comprehensive security system ensures data confidentiality and provides access to information on a need-to-know basis.
Typical uses of the management reporting system include:
Sales analysis by product, customer/client, geography, profitability, production, timeliness, quality, etc.
Sales productivity including quote to order ratios by market segment using time line comparisons such as: month-to-month, quarter-to-quarter, and year-to-year comparisons.
Market trends based on product movement.
Customer buying habits and preferences.
Margin analysis by product, salesman, region etc.
Vendor analysis and performance.
Inventory turns and investment.
Plant productivity analysis.
What’s in it for you and your customers:
Timely analysis of market/product trends allows you to react to market conditions including price segmentation, product enhancement/engineering, capital expenditure planning, resource planning etc.
Supplying your clients/distributors/dealers with tailored information can increase their awareness of your support of their business. Providing such value add services increases customer loyalty and promotes their use of the system which in turn improves your productivity.
Understanding promotion/program affectivity allows you to expand/retract sales promotions with minimal delay in order to optimize revenues/costs, as well as allowing you to structure programs that support the distributor/dealer environment.
Analysis of internal and external resource productivity can assist you in making the business decisions required for revenue growth as well as cost cutting measures required to meet your financial objectives.
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