Organizing Production

Presented by Bridget Kyerematen-Darko,

Aid to Artisans Ghana (ATAG)

in Abidjan, Cote Ivoire, on 4 July, 2012

Session Objectives

To understand how to produce good quality craft at the right price and on time as an excellent assurance for receiving more orders. To achieve this, production must be well organized

Benefits of Good Production Planning

Maximize profit by ensuring low cost of production yet maintaining world class quality Satisfy clients needs with high quality desirable products Create jobs where employees have job satisfaction

Inputs for Production

Manpower: Labor force must be trained to have appropriate skills and good ethics for good work. Work must be specified for each worker whether as an individual or in a team. Efficient use of time, skill and material must be demanded from workers Specialization helps in large volume production Workers should, however, be remunerated fairly.

Materials

Choice of good quality material is the beginning of having good quality finished products. Keep safe quantities of material properly stored at all times. The storage system must:

protect the material be safe to workers and the environment.

These materials must be used economically.

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Materials Contd

Standard parts help to make production easier. Off cuts or waste can be used to design other products. Complete waste must be properly disposed of. Need for a change in material should be communicated to the client who should agree to the change before production starts.

Machines, Tools, and Equipment

Machines tools and equipment must be appropriate in terms of their function and capacity. They must be capable of performing the desired task effectively. They must be maintained to function very well at all times, i.e. sharp tools

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Time

The quality and quantity of useful work that goes on in a given time is of prime importance to the success or failure of production. Each minute must be utilized efficiently in relation to the other inputs as planned. Always give adequate time for production in view of your production capacity and unforeseen circumstances.

Money

Plan the inflow of money needed for production as effectively as possible. All the money you may need for production may not always be ready as scheduled, however. It is therefore prudent to do a good work plan and budget for production giving alternatives. You may consider production by the batch considering economy of quantities.

Production Process

Man has to manipulate materials, machines, tools and equipment in specific predetermined manner to turn out the excellent products desired. This is made possible when distances moved, positions of work and workers, body postures amongst others are well planned and applied. The right little and big movements together with knowing what to do and how to do them correctly ensures good quality products.

Production Process Contd

A good lay out of the work area is very important in achieving this. Normally, there would be some corrections and modifications to be made to product and process when the first few pieces come out. It is therefore necessary to do trail production and possibly produce by the batch

Activity Plan
TASKS
23/4 Wk 1 X X X 30/4 Wk 2 7/5 Wk 3 14/5 Wk 4 21/5 Wk 5 28/5 Wk 6 4/6 Wk 7 11/6 Wk 8 18/6 Wk 9 25/6 Wk 10 2/7 Wk 11 9/7 Wk 12 16/7 Wk 13 23/7 Wk 14 30/7 Wk 15 6/8 Wk 16

Nt

Receive order sheet Review/modify/amend order Work out quantity of wood and other material cost Packaging, Transportation, Labour and drying

Costing of materials Re-negotiate price and quantities with carver Sign contract with carver on deliverables Re-negotiate price and quantities with finishers Confirm/accept orders Make copies of production samples Request for loan Accept offer Sign legal documents for loan Receipt of loan Source wood and other materials

X X

X X X X X X X X

Activity Plan
Give orders for production Production begins Pay advance Supervise production Collect products Trim/sand of base and treat Drying Sanding Treatment of wood Painting/Staining Plating Beading Polishing Lathing of drum frame Welding Weaving Put leather on Tuning Collect/procure labels Price tickets, Made in Ghana, Carton Marking, story card, X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

Procure Silica gel

Activity Plan
Procure packing materials Cartons, wrapping paper and shredded paper, Cellotapes etc. In house inspection Check environment for packing Quality Control inspection Fix leather loops Fix labels on products Form cartons (cellotape) Arrange for appropriate transportation to port

Fill in carton marks and photocopy

Fix carton markings properly Clean, re-inspect, put silica and wrap

Check packing system and pack (Pre-pack, bulk /individual) Stuff and seal cartons Prepare Export documents-packing list and invoice Load and transport to port for FRI Off-load and quality control check Amend Export documents Pass FRI Deliver documents X X

Resources
TASKS Wk 1 Wk 2 Wk 3 Wk 4 Wk 5 Wk 6 Wk 7 Wk 8 Wk 9 Wk 10 Wk 11 Wk 12 Wk 13 Wk 14 Wk 15 Wk 16 Production samples 901 902 Tport Finers Saner Wood Sa paper Plates polish

1. Giving out orders to carvers 2. And giving small advance and if possible 3. Sourcing of wood and Tportation handling 901 902

X X X 20 p 8logs X 9log X X X X X X X X X X X X X X

beginning of production 901 902 Cross cutter Welding machine 4. Supervising qlty of wood, carving 5. Transporting completed carvings 901 902 x

2 car

2 car 40

30

x x x 60 90 40 60 90 60 1 lbrer 40

6. Trim bases, treat the wood 901 902

90 40

and dry the wood 7. FINISHING 901

a. Sanding b. Plating c. Painting/Staining d. Polishing

90

Financials
TASKS
Receive order sheet Tport Review/modify/amend order Sample reproduction Tips

Wk 1
20

Wk 2

Wk 3

Wk 4

Wk 5

Wk 6

Wk 7

Wk 8

Wk 9

Wk 10

Wk 11

Wk 12

Wk 13

Wk 14

Wk 15

Wk 16

310 50

Request for loan Accept offer Sign legal documents for loan

X X X X X

Receipt of loan Source wood and other materials Pay advance Collect products Trim/sand of base and treat Drying Sanding X X 500

600 40 X X X X X

X X

X X

X X

X X

X X

X X

X X

X X

X X

Quality is a key factor for the craft industry. It determines the level of impact the product has on the satisfaction equation. This is what will make your customers come back.

What is Quality

Product quality should not be compromised this should be your business policy Quality customer service is essential to sustain business relationships communication, reliability, and transparency Without quality product and service you business will not survive

Quality Assurance: A process approach

Process of verifying and determining whether products of services meet or exceed customer expectations QA is a process driven approach:

Deals with processes Specific steps to help spell out and achieve set goals and set times Includes design, development, production, etc.

Quality/type of raw material for production is very important QA is process driven throughout, not just upon completion of the product

Quality Assurance Contd

Procurement of raw materials

Design taken into account

Continued during product processing

Throughout product processing

Quality control to ensure end product is same as sample

Production Process Contd

Make a minimum of 3 samples per item

1 for Producer 1 for Buyer 1 for QC/ Examiner What About One For You??

Label everything Note all changes Pre-production Approved Production Sample

Paint Varnish Size: height, weight Hardware: hinges, nails, screws Shape Stability Details Colour Decoration Front, Back, Side Are they exact?

Many of the defects in products are found in this list: take care

Workshop Evaluation

Brand compliance by evaluation packing\collection point One packing and collection point required Evaluation will be done Work with buyer /QC for compliance Workshop must be approved before orders can be placed by buyer Must meet legal and federal regulations Must meet social compliance

Workshop Compliance

Legal\federal compliance

No forced work No child labour Minimum working age for all processes Machine safety Masks, goggles, gloves,

Safety at work

Workers rights

Locally acceptable and documented pay Unannounced visits

Quality What to do?

Withdraw any items you are not confident of making to potential volume Take responsibility for your production and quality Contact buyer with any queries

Acknowledgement
Some of the material was adapted from Presentations by Dan Quaynor & Marcus Clottey

Medamosa: Thank you!

Contact email: bridgetatag@yahoo.com