Tag Archives: IT friendly

How to Get the Paperless Manufacturing System You Want

There are numerous options for companies researching MES and paperless manufacturing, we take a close look and evaluate two of those options.

By David Oeters, Corporate Communications at CIMx Software

Ensure your paperless manufacturing solution solves problems, and doesn't create them. Photo by www.colourbox.com

Ensure your paperless manufacturing solution solves problems, and doesn’t create them. Photo by http://www.colourbox.com

It is much more difficult to build a car than buy one.  So, even though I’m annoyed by side view mirror controls that dig into my wrist, and I bang my head when I put my daughter in the car seat, I won’t re-engineer the work involved in current car designs to build my own (even though a robot vacuum to clean up after the kids is simply brilliant).

Build versus buy is not only a question in cars, but also MES and paperless manufacturing.  As businesses research the benefits to production, quality, and data collection found in paperless manufacturing, each must decide whether to build their own system, or buy from a vendor.  There are advantages and disadvantages to each option.  For this blog, we’ll look at points to consider as you make your own evaluation.


The ability to design a paperless manufacturing system and control the final product is often the primary reason a company will build rather than buy.  Every manufacturer is different, with different processes and unique needs.  Incorporating internal processes and needs at the beginning of development helps ensure a better product.

Ensure your paperless manufacturing project isn't one best left to the experts. Photo by www.colourbox.com

Ensure your paperless manufacturing project isn’t one best left to the experts. Photo by http://www.colourbox.com

To successfully build your own system, you must understand those processes and needs before you begin.  Determining the system requirements can take 2 months or more, and requires significant input from the manufacturing team (pulling them from the shop floor), and management.  You should also assume some slippage in the project timeline.  No matter how much planning is done, you can’t plan for everything once the code begins flowing.

Any items not included from the initial system requirements will exponentially increase the cost in time and resources for the project.  You also need to consider that every requirement you identify for the system will add to the cost.  If you have the stomach for the time and money it will take to complete the system, you’ll have the system you want.

Making changes to a system you bought can also be costly.  A risk companies run into is creating a “custom” system that will be more difficult to support.  When purchasing, make sure to do your research and ask for demos using your current work instructions to see how the installed system will work on your shop floor.


Implementation involves taking the initial design and writing code for it, then installing it on the shop floor.

A system built internally begins with the 2+ months to determine the system requirements before programming and development begins.  In addition to programmers, the project requires an expert in User Interface to eliminate unnecessary complexity, and a Data Base Administrator (DBA).  Specifications will also affect the final cost of the system.  Consider the database and platform, and plan for a product that will work not only now, but in the future for your business.

There are ways to lower cost, such as removing functionality, minimizing testing, or utilizing internal resources, but there are costs associated with these measures, and could affect the long term viability of the system.  Evaluate the return and cost for each decision before making choices you may regret.

System integration is another point to consider.  Manufacturers and businesses use a number of different software systems and databases.  Ensuring those systems work together smoothly is often overlooked in planning. 

How much risk and cost can your business manage for a paperless manufacturing .

How much risk and cost can your business manage for a paperless manufacturing .

Purchased systems offer a much lower cost for implementation.  Today, there are paperless manufacturing systems that can be installed and integrated in less than two weeks with no disruption of shop floor processes.  However, you will not have the design control you have in a built system.

Configuring, adapting, and integrating the system can take longer.  Also, beware of systems that require that your shop floor processes adapt to the software, which can significantly increase implementation.  Look for MES or paperless manufacturing systems which can reuse your existing work instructions and processes to reduce implementation time and training.


A paperless manufacturing system is only useful if it is up, running, and secure.  The long-term reliability and maintainability of the system must be considered in planning.

Every system requires maintenance and upkeep, especially in an industry such as manufacturing where changes in technology and processes are common.

Evaluate the ROI of a home built MES, then work with a software provider to go over the ROI for their system. Photo by www.colourbox.com

Evaluate the ROI of a home built MES, then work with a software provider to go over the ROI for their system. Photo by http://www.colourbox.com

With a system built internally, evaluate how much time and resources you will assign to the maintenance.  Will you have access to the team that originally built the software?  They are best positioned to maintain the system.  How will you handle bugs?  How much time in testing, both integration and regression testing, will you accept to repair bugs and flaws in the system.  If you see maintainability as a low priority, are you and your team willing to accept temporary patches, flaws, and workarounds in addition to a slow slide toward software obsolescence?  Is there a plan to upgrade the system? Considering these issues early in the planning process will help eliminate future surprises, and determine the lifetime cost of the system.  

The truth is, many businesses significantly underestimate the resources necessary to successfully maintain a system.  Most times they won’t intentionally underestimate to work required for maintenance, but once they better understand the requirements, they’ll be forced to make sacrifices and the solution will no longer be optimized.

Almost all home built software become “legacy” once the project is complete.  If the team that built the system isn’t on staff, the product cannot be tested and is therefore legacy software.  Future modifications will be exponentially more expensive.

Reliability and support for a purchased system will depend on the vendor supplying the software.  Many vendors offer an inexpensive system initially, and then charge higher fees for service and maintenance.  For example, a consultant will often install a base system very quickly, and then require further services to ensure the system works as promised. 

Look at the product support before making a purchase.  A system with a large support staff will expect customers to help pay for the staff through service charges.  Are there fees for upgrades or patches?  How is the product maintained? 

Many software systems require a license fee, which often includes product support.  Most purchased systems have been installed and used countless times, which can be seen as continual product testing, ensuring a more reliable and error free platform.  The total cost of the software and maintainability is shared by all the customers. 

Reliability in the system helps build the ROI, so take time to make an informed decision.


As you evaluate paperless manufacturing options, keep in mind a company specializing in manufacturing software systems rely on years of expertise in both manufacturing and software development. They will be marketing the product for years, and will continue maintenance and testing, to ensure the system works.

Choices and options.

Take a close look at the resource requirements necessary for maintainability. Photo from http://www.colourbox.com.

But, building a system internally allows a level of customization and control a purchased system can’t match.  Your evaluation comes down to a simple question – is the benefit of increased customization and control (or other motives driving you toward the solution) worth the increased cost in time, resources, and risk?  Look at not just the initial product, but the long-term investment.  Have a plan in place for continuing to maintain the system and ensuring the design of the system isn’t trapped in an information silo.

There is also risk and cost in purchasing a system.  Some vendors sell systems that aren’t well maintained or supported, or have hidden costs.  paperless manufacturing in the Cloud has associated risks.  You may not have all the functionality you wanted with the system, since it wasn’t designed internally, but you benefit from lower cost and lower risk for your shop floor.

There are advantages and disadvantages to building and purchasing an MES or paperless manufacturing system, and each company must evaluate the options with internal criteria before making a decision.  When building a system, you can get what you want if you are willing to spend the money and resources necessary, and you can mitigate the risk of potential failure.  You also need to be aware that a paperless manufacturing system is not a “one and done” project. It requires ongoing maintenance to continue to meet the needs of your business.

Success requires willingness to pay, a stomach for risk, and a devotion to maintainability. Which is why my brilliant robot vacuum is still a dream, and there are still crumbs in the backseat of my car.

4 Reasons Why You Should Look at Paperless Manufacturing

4 Reasons Why You Should Look at Paperless Manufacturing

Ask any child what pet they want, and you are bound to get a plethora of answers straight from Animal Planet.  My nephew recently asked for an elephant, and ended up with a puppy.  This was a simpler, more manageable first step for a junior elephant-tamer.

There are good lessons to be found in parenting, including the benefits of simpler, more manageable first steps.

What would you gain if your manufacturing operations went paperless?

There is a lot of risk involved in implementing a full shop-floor MES solution.  It is a major investment, and IT, Operations, Engineering and Executives all play a role in the project.  New functionality must be integrated with existing work flow.  Is the existing ERP going to play nicely with the new software?  If custom code is needed, then you have more concerns.  Will the shop floor accept change, or have you bought shiny shelfware, with employees continuing to work from paper?

Paperless Manufacturing – the simple step of moving work orders from a paper-based distribution system to a fully-functional system that creates electronic work orders, is a low-risk first step that offers immediate improvements.  With paperless manufacturing, you control the pace, rate and cost of change focusing on improvement, not managing risk.  Here’s why:

  1. Low Risk

Moving work orders and instructions to a paperless system is low risk.  Cost is minimal, in fact, you gain the direct cost savings once printing and delivery costs are eliminated.  There is no need to replace existing work orders, you are simply managing them in a new format – electronic work instructions.  Many of the risks involved in using paper work orders or MS Office work instructions, such as revision control and miscommunication, are removed when you move to paperless manufacturing.

  1. Easy Transition

Small changes are much easier for a team to make than global changes.  A web-based browser system requires little work from IT.  There is no reason to make significant changes to your communications.  You use the same work instructions found on the paper documents, which greatly minimizes the training time and transition period for your shop floor.  In fact, it is simple to incorporate other improvements like workstation training videos and visual work instruction once you have paperless manufacturing in place.  When ready, you can add more powerful capabilities to improve shop floor communications.

  1. Guaranteed ROI

Many MES projects fail when unnecessary additional functionality is added to the project.  Companies pile functionality and features on the MES, but the added costs make achieving ROI more difficult.  In a phased project focused solely on achieving paperless manufacturing, it is simple to calculate ROI.  Once you’ve transitioned to paperless manufacturing, you can better evaluate the additional functions to find the greatest ROI.

  1. Ensure functionality

Often, MES projects turn out to be a Leap of Faith.  You go from nothing, to a full-fledged software solution for manufacturing with mountains of functionality and steep learning curves.  Many manufacturers end up using only what they have to, barely scratching the functionality surface.  Paperless manufacturing allows a slow rollout of functionality, ensuring your team is optimizing their usage before moving on to the next step.

There has never been a better time to free yourself from paper!

Done right, true paperless manufacturing implementation is a simple, quick process requiring very little training for the shop floor.  It delivers tremendous benefits over manufacturing using distributed paper or simply viewing a MS Office document or pdf on the shop floor.  Paperless manufacturing offers added security, revision control, linkage of images or graphics to text or video, accurate archiving, in addition to cost savings, increased quality, and improved productivity with streamlined changed management and work order distribution.  You’ll see an almost immediate ROI, with no need for production downtime.

How many manufacturers are using a paperless manufacturing system now, or have begun to incorporate the functionality of an MES into your operations?  What success have you had introducing new functionality into your operations?  Share with us!  And join us next time as we look at what the future holds for manufacturers, and how we can be prepared to seize success when it comes.

Paperless Manufacturing: An IT Friendly Application

IT FriendlyOne of the most challenging divisions in a manufacturing company today is IT.  IT personnel face a daunting task: how to keep up with rapidly changing software technology for the shop floor..  Technology that will solve company problems today becomes obsolete tomorrow.  IT must not only consider the customization, adaptability and sustainability of the software, but must be aware of operation’s need to improve quality and efficiency and corporate’s goal to improve the bottom line.

The IT Deal Breaker  

Customization. Challenges arise for IT when an MES system requires customization to meet shop floor requirements.  This puts a burden on IT to either write and test custom code or bring back the vendor each time a modification is needed.  Application upgrades and enhancements become complicated and time-consuming tasks. This method quickly becomes complex and costly.

What Does An IT Friendly System Look Like?

  • It is simple to install, use, change, enhance and upgrade
  • It enables IT enhancements and additions without changing the application code
  • It has an easy installation feature for all future upgrades and fixes; no rework required
  • It has a simple and adaptable way to integrate systems and data

A paperless manufacturing solution is IT friendly. It removes the challenges and complexity of a customized system and creates a value-adding benefit for the IT organization. They can be responsive and cost effective with minimal resources.

What is the biggest challenge facing your IT department?