Discussion

TO: Kelly Anderson, CEO

FROM: Alexis Finley, Production Manager

DATE: April 13, 2020

SUBJECT: Data Collection Plan and Job Description

Background

Kibby and Strand is considering expanding operations and requested a data collection plan and measurement criteria for how production output and product quality will be measured. In addition, a staffing plan has been created to fulfill positions as the company begins to grow.

Purpose

A data collection plan is a detailed document which describes the exact steps as well as the sequence that needs to be followed in gathering the data (2019). This plan ensures Kibby and Strand’s employees are on the same page and information is correctly channeled to the right stakeholders. When creating a data collection plan, the organization focuses their efforts on answering specific questions such as (2019):

1. Identify the questions that you want to answer – improve the organizational process of products from each department (Receiving, Production, and Shipping)

2. Determine the kind of data that is available

3. Determine how much data is needed – gathering enough data leads to common trends and patterns during the production process

4. Determine how to measure the data – check sheets, surveys, etc.

5. Decide who is going to collect the data – managers from each department

6. Determine where the data will be collected from

7. Decide whether to measure a sample or the whole population

8. Determine in what format that data will be displayed – scatter diagrams, pareto diagrams, etc.

A solid data collection plan will help the staff to collect data with accuracy, precision, and transparency.

Recommendation

The main goal for the production department is to complete each contract within the contracted timeframe. The measurement criteria for how Kibby and Strand will calculate the production output is calculating manufacturing cycle time. Cycle time is the total time from the beginning to end of a process. In manufacturing, it measures the time taken for a product to pass through all machines, processes, and cycles to become a finished product (Nichol, 2019). The total time an item spends in the manufacturing system between the order release and completion is the total manufacturing cycle time. Reducing this time can deliver reduced costs, better response to customers, and increased flexibility.

Attachment: Data Collection Plan of 2020

Shift Manager Job Description of 2020

Data Collection Plan
Measure Title	Data Type (Continuous or Discrete)	Operational Definition	Stratification Factors (By who/what/ where/when)	Sampling Notes (Time Frame, etc.)	Who and How (Person responsible and method - Check Sheet?)
Contracts	Discrete	Number of completed contracts	By customer	Monthly	Production Manager reviews the files
Damaged Machines	Minutes - Continuous	Amount of time machinery is down due to damage.	By machine / Service team	Weekly	Production manager reviews the machine and service log / Verifies it's not the same machine
Defective products	Discrete	Products that are low quality and unable to send to customers.	By product	Weekly	Receiving Manager will inspect quality of materials / Shipping Manager will inspect finished products
Late Deliveries of Raw Materials	Discrete	The number of deliveries that are delivered past the due date on the original order.	By suppliers	Monthly	Receiving Manager will review the original orders
Late shipments	Discrete	Number of shipments delivered past the due date outlined in the contract	By customer	Monthly	Shipping Manager will review delivery invoices
On-Time Deliveries	Discrete	Contracts delivered prior to or on the due date	None	Monthly	Shipping manager will review the delivery log
Output	Discrete	The number of products that are manufactured correctly the first time through the production process.	By product	End of each day	Production manager reviews the machine log and production schedule
Product Processing Time	Minutes - Continuous	The amount of time it takes to produce a single item.	By product	Once per day	Production Manager reviews the machine log and the production schedule / Upgraded machinery needed to decrease time
Sorting Products	Discrete	The amount of raw materials that are sorted in the receiving department.	None	Weekly	Receiving Manager reviews the sorting logs

Job Title: Shift Manager                                    Department: Production

Reports to: Alexis Finley, Production Manager               Effective Date:

Job Summary:

Kibby and Strand is a leader in the development of specialty and technical textile products, our customers include some of the most reputable textile & general manufacturers in the world. We are seeking a highly motivated, qualified technician to take responsibility as a shift manager at our manufacturing facility. In this role, you will manage production requirements from start to completion, following work order and procedure instructions to ensure that all products meet the specified values. In addition, you will be responsible to oversee that the other members of the shift are completing their responsibilities in a safe and effective manner.

Duties/Responsibilities:

· Responsible for setup and maintenance of textile machinery to ensure smooth and efficient operation.

· Oversee the other members of the shift to ensure all tasks are completed accurately and efficiently, assisting with training and corrective actions as necessary.

· Ensure completed products are handled safely and packaged to proper specifications.

· Responsible for inspection of completed products to ensure they meet customer requirements and are free of defects.

· Production process development/ refinement as needed

· Practice safety procedures with use of personal protective equipment in accordance with training guideline

· Manages work area to maintain equipment and ensure work area is clean, orderly and safe.

· Manages applicable tool inventory

· Perform other related duties as assigned

Required Skills/Abilities:

· Excellent verbal and written communication skills.

· Excellent interpersonal and customer service skills.

· Excellent organizational skills and attention to detail.

· Excellent time management skills with a proven ability to meet deadlines.

· Strong analytical and problem-solving skills.

· Strong supervisory and leadership skills.

· Ability to prioritize tasks and to delegate them when appropriate.

· Ability to function well in a high-paced and at times stressful environment.

· Proficient with Microsoft Office Suite or related software.

Education and Experience:

Machine operation experience required

Leadership experience required

High school diploma or equivalency required; vocational certification, college degree or training certification is preferred in applicable field of study

Physical Requirements

Lift 25+ pounds

References:

Data Collection Plan - Template & Example. (2019, December 6). Retrieved April 13, 2020, from https://goleansixsigma.com/data-collection-plan/

Data Collection Plan: Learn to Create It In 8 Steps. (2019, December 19). Retrieved April 13, 2020, from https://blog.masterofproject.com/data-collection-plan-six-sigma/

Nichol, M. (2019, October 2). The 12 most important metrics to measure in manufacturing. Retrieved April 13, 2020, from https://blog.matthews.com.au/the-12-most-important-metrics-to-measure-in-manufacturing/

SHRM. (2020, February 28). Job Description Template #1. Retrieved April 13, 2020, from https://www.shrm.org/resourcesandtools/tools-and-samples/hr-forms/pages/job-description-template-1.aspx

Stevenson, W. J. (2017). Operations Management (13th ed.). McGraw-Hill Education.