Digitization of working sheets: Less paper, fewer mistakes, more efficiency

The digitization of guidelines or process sheets is a key project that we have carried out in Ecrimesa Group. This internal project, framed within the Industry 4.0 actions, aims to improve our efficiency and productivity. Before, operators printed and took the process sheets and standards necessary for their work, which resulted in an excessive use of paper and the possibility of errors due to not having access to the latest version of the process sheet. The removal of paper, the reduction of errors and the improvement for the operators are just some of the advantages of this project already in the implementation phase. 

Why digitize work instructions? 

In every industrial environments, the applicable work standard, ISO / UNE, etc., indicates that the operator must have a guideline for the process to be carried out. This guideline, also called process sheet or work standard, is a document that details the steps to follow to complete the operation, as well as all the information necessary to carry it out successfully.

Process sheets are detailed documents that describe the specific steps and tasks required to perform a particular process or activity. At Ecrimesa, as in other industries, we use them to guarantee consistency and quality in the execution of processes. The use of standards helps to reduce mistakes and improve process efficiency, as it provides clear and detailed guidance to perform each task consistently and correctly.

Our work guidelines, until recently, had a physical format. They were sheets of disposable paper that were printed as needed. Every time the operator was going to carry out a task that required a guideline, he got up, went to the computer, printed the last edited one and took it to his post to do the task. Each reference which we work can contain several work guidelines and only at the MIM plant, we work with more than 2,000 references. 

The project: digitalization of process sheets 

The project has mainly consisted of digitizing the process of generation and consultation of guidelines. We have provided process engineers with a computer program in which they can create and edit process sheets. For this we have used Power Apps against Microsoft Dataverse as data service. 

Microsoft Dataverse is a cloud data platform that is part of the Microsoft Power Platform suite of applications. It is used to store, manage, and share business information, including contact data, activities, accounts, and more. Dataverse is highly customizable and has allowed us to easily build and modify this app. In addition, Dataverse is compatible with other Microsoft applications and services, such as Microsoft Teams, Dynamics 365, and SharePoint, which has made it easier for us to integrate data and automate processes with other areas of the company.

Now, through an app, operators can access the latest updated guideline for the operation they need to carry out on a Tablet that they have at their workplace. There’s no need to get up or print and you’re guaranteed to always have the latest process guideline in place, with no chance of error.  

This is a project developed internally and led by Daniel Seco, MIM Process Engineer and Julio López, Head of Industry 4.0. The development phase has lasted 6 months and now in the implementation phase, we have 6 Tablets in the workstations, extending, shortly, to all positions.

Operation of the new system 

Once implemented, the system is really easy to use at workstations. Process Engineers create, update, and modify the work guidelines. The operators, from the Tablet that they have at their place, type the reference number of the part. The application tells them which patterns are active and they select the one corresponding to the task to perform.

 

Positive aspects and next steps of the project 

This new project entails several significant advantages for the company.

1. Reduced paper use: Eliminating the need to print and carry process sheets and standards has reduced paper use, which is positive from both an environmental and economic standpoint. The elimination of paper results in a reduction of costs. The expense in the purchase of office supplies has been reduced, since the operators do not have to print the standards each time they are updated. In addition, labor time spent printing and storing or destroying guidelines is reduced, saving the company time and resources.

2. Reduction of mistakes: The elimination of paper also translates into a decrease in errors. By having access to the latest version of the standards, which is always available on the Tablets, operators can be sure they are working with accurate and up-to-date information, reducing the risk of errors. By reducing the risk of human errors, the quality of the final products is improved.

3. Improved efficiency: Thanks to the digitization of standards, operators do not have to go to the computer every time they want to see the latest version. This way, they can work more efficiently and focus more easily on their task.

In sumary, The digitization system for process sheets and work instructions has been developed using Microsoft technology and has been designed to be intuitive and easy to use. We have invested in training both process Engineers and operators to ensure they know how to use the technology effectively and can take full advantage of its benefits. 

In short, the digitalization of work patterns entails important advantages for the company. The reduction of costs, the reduction of mistakes and the improvement of productivity have been the benefits of this initiative. The company, by implementing this project, will benefit from greater competitiveness and productivity and, from the perspective of the final parts, from a higher quality and homogeneity.