Case Study - Jobs Information System

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Process Improvement through Better Communication and Record Keeping

JOBS INFORMATION SYSTEM ELIMINATES THE NEED FOR PAPER BASED RECORDS OF WORK ORDERS, WORK PERMITS, AND CONTRACTOR OBSERVATIONS. THE PROCESS EFFICIENCY INCREASES DUE TO READILY AVAILABLE HISTORICAL DATA, TIMELY NOTIFICATION TO USERS ABOUT THE DOCUMENTS WAITING TO BE PROCESSED, AND AUTOMATED GENERATION OF REPORTS.
 
Client

British American Tobacco (BAT) is the world’s second largest quoted tobacco group, with a market share of 14.6 per cent. BAT holds strong market positions in each of its regions and has leadership in more than 50 of the 180 markets where they do business. The Group has 85 factories in 66 countries, processing some 660 million kilograms of leaf and producing some 777 billion cigarettes in 2002.  BAT companies, including associated companies, employ more than 85,000 people worldwide.

Challenge

Pakistan Tobacco Company, a subsidiary of BAT, contracted iENGINEERING Private Limited for the development of a system that would help automate the entire business process related with the outsourced petty jobs carried out at the company’s two cigarette factories located in Pakistan.

Solution

iENGINEERING delivered to PTC the Lotus Notes based Jobs Information System. The system included features for generation of work orders, issuance of work permits, issuance of payment advice, safety inspections of contractors, and generation of graphical reports, resulting in better record keeping, process management, communication, and increased efficiency.
 
The system enables the users to record comprehensive information about petty jobs and residence work orders. It consists of three distinct parts, namely: work orders module, work permits module, and the contractor observations module.

Work Orders Module – Comprehensive Work Flow Management:  The work orders module provides data management services for contractors, departments, expense codes, and work orders generated. The module includes two types of work orders namely “Residence” and “Factory” and the work flow covers six different stages of work orders. The module provides work orders by indenter department, work orders by indented department, work orders by contractor, work orders by expense code, and work orders by stage views. It allows users to attach scanned copies of the invoices supplied by the contractor. The module also provides the facility to generate bills for the finance department in the specified format.

Work Permits Module - Complete Handling Of The Work Permits:  The work permits module allows generation of six different types of work permits namely “Hot Work”, “Electrical”, “Work at Height”, “Work in Confined area”,” Excavation”, and “Machine Movement”. The module includes work permits by type and work permits by stage views for easy access to the work permits. The application work flow covers the specific number of stages for every type of work permit. The work permits are linked with the work orders via the work order number.

Contractors Observation Module-Keeping an Eye on Contractors’ Safety Compliance:  The contractor observations module provides observations by contractors and observations by job type views. In addition, it provides three bar graphs using Microsoft Excel embedded objects. Two of the graphs show contractor-wise and work-permit-type-wise frequency of non conformities. The third bar graph shows contractor assessment information, In addition, the contractor’s observation module includes a report that tabulates the safety performance/rating of all contractors.

General Features - Security and Search:  The database has been designed to provide Reader, Author, Editor, and Manager level security for Lotus Notes users through database Access Control List (ACL).  Full-text search capability is also provided for all database views.

Technologies

The Petty Jobs information System has been developed using the Lotus Notes/Domino Release 4.5. Microsoft Excel embedded objects have been used for generation of graphical reports.

Additional Information

If you would like more information regarding the product/service described above or if you would like to implement a similar solution within your organization, please contact Riaz Ahmad at (703) 430-5570 or e-mail rahmad@iengineering.com