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Fashion Export Merchandising & Exim Documentation

Time & Action Plan


Submitted By: Aditi Khanna Akansha Gupta Sai Pradeep Sanskriti Varma Shrey Gulati MFM-II (2013-15) Submitted To: Dr. GHS Prasad

National Institute Of Fashion Technology, Hyderabad

Index Introduction- Time and Action Plan Preparing a Time and Action calendar Maintaining a Time and Action Calendar Making a Production planning task Time and Action Plan- The case Conclusion

Introduction
Time and Action (TNA) plan is one of the most important tools for managing a project. In garment manufacturing each order is not less than a project to a merchant. Because, from order receiving to order completion involve number of tasks of various duration and requirement of resources. Few tasks come one after another and others move at the same time. Like number of processes, lot of people are involved to accomplish an order. Secondly each order is unique in terms of process and time demand. So, a detailed plan with well defined responsibility is must for each orders to finish it before time or on time. What is a Time and Action Plan? Normally merchants prepare a plan in a spreadsheet listing down key processes in one column and planned date of action for each processes is noted in another. This planning sheet is called time and action plan. Once TNA plan is made, merchant can easily list down his/her daily 'to do list' for the day and start doing work one by one. According to TNA schedule processes are executed on daily basis to track whether an order is on track or getting delayed. "How to prepare a TNA calendar in a given format for an order and How to maintain the same with less effort?" How to prepare a Time and Action calendar? Two formats used for time and action planning - one is for detailed scheduling of orders with defined responsibility and another one is for quick follow up of the multiple orders. It is not that we have to use both the formats at the same time. It depends on individuals - we can also use both or one out of two. The main purpose of preparing and maintaining a TNA calendar in to improve performance in managing processes as per plan. If each stage of an order is controlled then most of time we can finish an order on time. A brief explanation on how to develop TNA calendar formats and maintain the same is described.

In first TNA calendar format (Format 1) planning is made for single style with detailed tasks, schedules, job responsibility and remarks. Steps to be followed during making TNA calendar are listed below.

Format

1:

Time

&

Action

Calendar

(For

Single

Style/Order)

1. Create a table as the above format (Format 1) in a spreadsheet in the computer. Add header as per the need or just copy the above format. 2. Add details of the order like, style name, style description, order receiving date, ex-factory date etc. 3. In the column "Key Processes" list down processes as per the style requirement. Go through style detailing to identify all key processes to be involved. Few processes are mentioned in tech pack and buyer comments and some processes to be understood from the style (physical sample). 4. Do backward and forward planning for deciding planned date for the task. Take advice from respective department heads for the capacity availability and time requirement for the processes. Then add dates against the tasks. Where processes required multiple days add planned completion date. 5. 6. Note the name of the person or department who is responsible for the task. Keep "Actual date of start and end" column blank during TNA calendar preparation.

7. Distribute printed or soft copy of final TNA calendar to the all persons that have been mentioned in "responsibility column. How to Maintain a Time and Action Calendar?" Although it is easy to make a TNA calendar but maintaining the same is very difficult task. But we need to maintain it on regular basis. Otherwise, there is no use of a TNA calendar. 1. Take signature of responsible person while we distribute TNA calendar to them. It is assumed that once they sign they agree on our plan. So that on later nobody shows disagreement on our plan. 2. Take print out of each calendar, make a bunch and keep it on desk for an easy access.

3. While making days plan "To do lists" refer to the bunch of TNA calendars. At the same time update each calendars by marking done or not done on printed copy. Fill actual start and end date for the completed processes. 4. If we find something is getting delayed notify the respective department or the person and ask for the reason for delay. And check if the delay is manageable. If any delayed process is not manageable (complete on due date), next processes will move forward. In this case we may need to make a new plan for rest of tasks. 5. Update the new plan in original TNA calendar. 6. Update the spreadsheet (TNA calendars) at the end of the day. If daily update is not possible then do it as per your convenience. But it must be done on regular interval. Second Format In second format (Format 2) scheduling of multiple styles is done in a single sheet. It helps us to keep eye on each order quickly. All key processes are listed in the header row with columns for start and end of the process. Against each style we have two rows for planned dates and actual dates for the tasks. This format reduces no. of sheets when a merchant handles dozens of orders. The difference is that we don't keep name of the responsible persons or departments.

Format 2: Time & Action Calendar (Multiple styles per sheet) Click on the image to enlarge image view The time and action calendar preparation and maintaining it is same as the first format. This TNA calendar format is handier as we have to carry less and fewer sheets of printout than previous one. If we use both formats then take print out of second one only. Do all update and modifications on this format manually. Later update TNA calendar on your computer (Format 1) for easy maintaining.

How to make Production planning task easier? Information Technology (IT) based planning tools (packages/software) are very helpful in production planning as well as decision making. When someone doesnt have IT based system? We need to develop planning tools and build an internal system for easy access of necessary information. Planning tools will help us to make production planning faster and more accurate. Planning tools: The primary planning tools used by a planner in a garment export house to do production plan are likely, A planning board (excel sheet or printed format). Time and action calendar (order wise). Time and Action calendar format for production merchant. Line plan sheet Pre-requisites information: Following information must be available to make your planning faster and accurate. Process flow of an order or list of tasks Production capacity of each process - Cutting, sewing, washing and finishing, for sewing - line wise and product wise capacity (pieces per day per line)

Pre-production status - Such as fabric and trims are sourced or not. If not yet sourced the expected sourcing date, PP sample approved or not or expected approval date Shipment date or planned ex-factory date If asked for planning process of a woven factory. Planning process does not change based on fabric used in product like woven or knits factory. It is the process flow of an order, machine requirement and production capacity those vary. Here are ways how planning tools are used to make planning task easier. #1. Time and Action calendar - Planned cutting date (PCD) and ex-factory date which are two most critical dates for planning can be picked from TnA calendar. We will get total days available to us for all production processes. Even we will get rough distribution of start and finish date of each process. Order quantity is generally available in TnA calendar. For example, Total available time for production is 20 days (PCD 1st Dec 2012 and Final inspection date 20th Dec 2012). Order qty. = 10000 pieces and main processes are cutting, sewing, finishing, folding and packing and final inspection. List of processes can also be picked from Process-flow chart. #2. Planning Board: Line loading plan can be made for single process or multiple processes in a planning board. For reference we have attached below a planning board for multiple processes. Based on available time and production capacity of a line we may have to plan for multiple lines for a order. Secondly, we might have to postpone production start date if there no free space to load new order. Once we draw timeline for an order on the planning board we can see available capacity in a particular line and according to that we can make planning for following orders.

Planning Board. Click on the image to Zoom.

#3 Calculations: First we calculate capacity requirement for the order we are going to plan. Secondly, we check the capacity availability in all processes on the given time frame. Line capacity can be also calculated in minutes. For example, a garment SAM is 30 minutes and line performs at 50% efficiency. Calculate total capacity required (man hours) to complete sewing on time.

Time And Action Plan


The Case 1 lac simple men's shirt in half sleeves Expected fabric consumption = 2.5 mts/shirt Peak productivity/day/batch = 500 units Proto sample approval - 15-20 days Size set approval - 15- 20 days (After proto sample approval) Fabric procurement time = 75 - 80 days Order Received = 1st Jan 2014 Order Delivery date = 30th June 2014

Global India Clothing Company


Time & Action Plan
Buyer Style# Style Description Key Processes Order Reciept (Buyer PO) Consumption Calculation BDM Generation Proto Sample Submission Proto Sample Approval Vipin SP56734 Shirt Order Qty Merchant Received Date 1,00,000 Ex Factory Date (On PO) Ex Factory Date (As per Aman Plan) 1-Jan Lead Time (Days) Duration Responsibility Merchant Pattern Master Merchant Merchant Merchant Remarks 30-Jun 180

Planned Start Planned End 1-Jan 2-Jan 3-Jan 4-Jan 24-Jan

Size set Submission Size set Approval PO Issue for Fabrics PP Meeting PP Updates Fabric In-house Pattern Grading Cutting Re-cutting/Shaping Stitching/Fabrication Finishing Packing Inspection Dispatch

25-Jan 9-Feb 10-Feb 14-Feb 25-Feb 9-Mar 11-Mar 20-Mar 5-Apr 15-Apr 6-Jun 16-Jun 28-Jun 30-Jun

27-May 16-Mar 5-Apr 15-Apr 5-Jun 16-Jun 26-Jun

78 days 5 days 15 days 10 days 50 days 10 days 10 days

Merchant Merchant Merchant Merchant Production Manager Store Manager(Fabrics) Pattern Master Cutting Incharge Cutting Incharge Production Manager Finishing Incharge Finishing Incharge Quality Control (QC) Finishing Incharge

Calculations 1. 2. 3. 4. 5. 6. 7. Total Fabric Consumption = 100000 x 2.5mtrs = 250000 mtrs Total No of Shirts = 100000 Productivity per Day = 500 Production Days = 100000/500 = 200 days Planned Sewing days = 50 No. Of batches = 200/50 = 4 Batches Production of The Garment = 500 x 4 batches = 2000 pieces (Batch Plan)