Focus of study:    Business process improvements
Sector:    Manufacturing
Impact:   National and International
     
Project Background
 
Lloyds Beal, a Cardiff based supplier of chain and anchors to the marine industry worldwide, wanted to know how Information and Communications Technology could help move the business forward more effectively. They employed Andy Sinden, a TMB Approved Adviser, to investigate whether or not new systems could be introduced which would eliminate much of the repetitive administrative work and allow sales staff to remain in touch with the office when out on the road or at alternative sites. 
As an aid to marketing, the feasibility of implementing the company catalogue on CD ROM, and the digitising of product drawings to make it possible to send out quotes by email were also evaluated
 
 
Additionally, in preparation to share the results of the anticipated improvements, a company wide performance measure system was specified and a performance based payment scheme recommended.
 
Project Outcomes:
 
Integrated package    
A thorough walk through of the way work flowed into and through the company, from the initial enquiry and quotation stage through to delivery and invoicing, provided the basis for the investigation of potential integrated ERP systems. Twenty suppliers were contacted, details on ten packages were reviewed and two demonstrated. Four packages were short listed for further evaluation.
   
It was also recommended that two should be selected for demonstration after gauging potential suppliers following requests for quotation. Quotations, and subsequent demonstrations, were to be based on a workflow analysis and actual data from each of the company's five business types
   
Of the four packages short listed one supplier did not respond, despite being chased by telephone and email, one was much more expensive than had appeared it would be at the information gathering stage, and another did not answer 7 of the 10 specific questions asked of them in the request for quotation.
   
The fourth was selected for demonstration. The software house presented the demo using Lloyds Beal actual data, and the supplier was asked if they could arrange a user visit, in order to see another company using the package first hand and find out what they thought of it and the supplier.
   
The visit was arranged at a company with a similar culture, and was a great success, resulting in the selection of the package for implementation at Lloyds Beal. 
   
Mobile managers   
A detailed specification for a mobile manager system, using the
Groupware package, Lotus Notes, was written. This would allow the sales team to remain in touch with the office data regarding customers, and update the customer contact management system while on the road as well as help with quotation queries from less experienced staff.
 
   
Four laptop computers and new mobile phones have been purchased, a Lotus Domino server installed, and Notes installed on the laptops. After making minor changes to a few standard templates, the sales team will be ready to take to the road (whether in Beijing, Athens, or London), using the new system to help the office with quotations and passing information about sales calls back to base.
   
Bandwidth   
Fibre optic and microwave connectivity was explored and potential
suppliers invited to quote.
 
   
A fibre optic cable has been installed, connecting the two sites (350 metres), and already improvements have been noted. Response times when using the existing job and stock systems have been drastically reduced, making the system usable. 
   
Drawings and CD ROM    
The feasibility was evaluated and both elements were found to be achievable at low cost from a local supplier
   
The supplier has been commissioned to deliver both the CD ROM and drawings, and has made valuable creative contributions to the way the information will be structured, in such a way as to help with self-calculated product requirements.
   
Performance measurement and payment scheme    
The measurement programme has been installed in such a way that each department and level of staff can see how they are performing compared with a baseline level of September 1999. For the first time the Company can see easily, from clear trend lines, how each department compares with the others, and similarly with revenue by line of business.
   
The information is being charted monthly, and the charts pinned up in the immediate work environments of all staff.
   
The payment scheme will reward all employees for improvements made in the performance of their particular department, or revenue stream by line of business
   
Implementation plan    
A time and milestone focussed implementation plan was recommended, together with a project management structure.
   
The Result  
The client was very pleased with the clarity of the analysis and recommendations, and is at least part way through the implementation of all aspects of the project. This phase is also being carried out by Andy Sinden of Horwood International, under the auspices of the Wales sme business programme.
 
 
When asked for a comment about the project, the Finance Director said "we're very pleased to have been stung into action, and to be able to draw on the wide experience of Mr Sinden".
 
The Future  
It will be a few months before the full benefits of this project are seen, but already people are beginning to be more focussed. In particular, when the integrated system is up and running, massive time savings will be seen, together with much less disruption on the shop floor and in the stock yard.
 
Andy Sinden has been asked by the Company to spend a little time at the company for the next 6 months, helping the company and staff maximise the benefits of the efficiency improvements and improved management information that will be generated
 
In particular this is to help improve the level of business by revenue stream, and help ensure the additional throughput generated is processed through the assembly and test facility without additional cost.