Matthew KendallAlternative Methods5603
1.3Analysis
1.3.3Alternative Methods
I have looked into and investigated three different methods for solving the problem for Premium Warehousing. I have looked into improving the current system to allow increased functionality. Secondly I looked into off the shelf packages, and measured them against my third investigation of database packages to see if either is able to solve the client’s problem.
Improvements to the current system
One possible solution to solve the problem would be to improve the current system.
To improve the system in place at the moment, which is currently paper based, each pick will need to be photocopied and filed away into a new filing system solely for this client. Once the pick has been received from the client, via emails or fax, it must first be photocopied before the original is filed away. This will allow any warehouse operatives needing access to this pick a backup in case they lose the original copy, ensuring no harm is done to daily business.
There are still issues with this solution;
-Whilst there are backups, the backups are not easily accessible and require some searching time to get hold of.
-There is still a security risk unless filed into a filing cabinet, with a lock and key, over folders.
-If anyone warehouse operative has access to the backup files, any of those original copies could be taken out and misplaced.
-Time must be spent organising these files and keeping them in check on a regular basis.
Input/Storage Screen
No matter how much the current system could be improved, it is not possible to create ‘screens’ in a paper based system. Therefore certain tables and screens would be possible, and so would rely on various folders dedicated to certain information, such as client. Screens would instead have to be drawn up on paper repeatedly for new information to be added. However, all of the information needed to be presented will be able to be shown.
Tables
Tables will instead be represented by various folders separately folding client information, product information, and current stock. This method of input is much slower in comparison to a computer based database, thus not being very efficient.
Navigation
Being paper-based navigation would rely heavily on the organisation of the folders. These folders would have to be placed within their respective sub-headings, e.g. ‘Order’, ‘Product’ etc. From there it would require time to search through these folders, from form to form. This is both not efficient and could result in further sheet loss, even with the doubling-up of sheets.
Key Information
The key information is unable to be displayed through a menu form, and so would have to be placed into folders within a secure filing cabinet. The current booking form will continued to be used.
Security
Security is a problem within this system, due to no password protection available. Instead, a possible key lock on a filing cabinet could be utilised. Other than this there is no available ‘password’ protection, and thus anyone with the sole key could gain access. Therefore, various locks would have to be in place.
Client
All information is able to be stored on the client, such as the client’s name, contact details (email, telephone number and fax), company postcode and full address. However, the amount spent with them already will have to be done separately taking up further time. This is due to a paper-based system being static, meaning constant editing would be needed for that to be implemented.
To edit the client’s details, the form would have to be reprinted and manually edited.
Products
Again like the above client information, this information is easy to store and suitable for a paper-based system. Such information as the product names, the weight and price of the individual products.
The only problem here is the quantity in at any one point, this isn’t possible to keep track of constantly on a paper-based system due to the need for manual editing every time stock is delivered and picked up.
Reports
It is not possible to ‘generate’ a report, only manually put one together each day as the current system does. This only affects the efficiency of producing the pick sheets as well as not having as many copies as you would otherwise have using a computer based database.
Help and documentation
Any employee needing to learn or pick up the new system could do so through a user guide containing help on such things as colour codes and organisation patterns. Any problems that do arise, solutions may be found within the user guide.
General Requirements
A paper-based system is unable to manage a method of counting how much stock is in at any one point, displaying it, therefore if absolutely needed it could be manually written on, however this is not efficient and not practical.
Off the Shelf packages
The off the shelf package that I will be looking at is Empirica Warehouse Management System. It is a solution for warehouses of 5,000 pallets upwards. There are two types, Empirica WMS and Empirica Lite, with both having standard and advanced features. I will be looking at both.
Here is a link to their current website:
Features: WMS (Standard)
-Pre-advised /blind receipt
-Multi-option put away
-Stock status management
-Multiple order & pick options
-Load/capacity planning
-Flexible item pick options
-Multiple pick rules and criteria
-Auto, batch and ad-hoc replenishment
-JIT replenishment
-Route-based pick planning
-Load sorting and marshalling
-Load amend, de-pick and switch
-Despatch confirmation process
-Order/POD and exception reports
-Movements, transfers and housekeeping
-Stock ownership transfer
-Stock and status adjustment audit
-Ad-hoc and cyclic stock-checking
-Detailed stock and location reporting
-Detailed movement history/archive
-Auto charge calculation and invoice
-Definable screens
-Customised paperwork
-Document auto email
-RTF documents
-Report auto-email
Features: (Advanced)
-Multi-depot control
-Delivery & despatch booking
-Production receipt module
-Cross-dock functions
-Non-held stock function
-Returns management
-Receipt tolerance
-Catch weight recording
-QC sampling/Grading
-Pre-allocation stock analysis
-Demand-based picking
-Product substitution
-Kitting and sub-kitting
-Serial number recording
-Media (serial number)tracking
-Consolidated replenishment
-Cube based pick instruction
-Pick weight tolerances
-Multi-feature packing desk
-Integrated electronic POD
-Packaging waste audit
-Stock processing/alteration
-Advanced charging options
-Variable level PI checking
-Consolidated depot reporting
-Auto EAN decoding
-Performance exception reports
Prices:
The solution prices are not stated, and are therefore unavailable. It is reasonable to presume however that for a well instated off the shelf product, with differing features through standard and advanced packages, it is expensive.
Conclusion:
Whilst it is worth examining and looking into the suitability of this package as a solution, it is important to note that being an off the shelf the package, it is already crafted to suit a particular setting. This setting in question is more-so that of a product distribution warehouse, in comparison to that of the solution setting, a large storage warehouse, distributing goods at a much slower pace. This system however is able to store information on the date of the booking, time of booking, type of product, quantity of product, best before end date, price as well as any other details of that product. However, it is not fully customisable in terms of the company logo on these screens. Passwords are available so security is ensured.
Empirica Lite
This warehouse management system is based around small to medium sized warehouses, needing to control palletised goods and item stock. It is easy to use for lower skill levels, essentially providing Empirica WMS in a easily usable form. It is possible to upgrade this system to Empirica WMS if in need of a more advanced solution.
Features: Empirica Lite (Standard)
-Flexible receipt and despatch
-Operational screen formatting
-Automatic or manual putaway
-Pallet or item numbering
-FIFO and BBE rotation
-Batch and serial number tracking
-Order or wave pick with bulk option
-Labelling and documentation
-Auto third party invoices
-Reporting and traceability
-Stock check and adjustment
Features: (Advanced)
-Real time receiving
-Real time putaway
-Wireless order picking
-Remote despatch note print
-Real time replenishments
-Real time stock movements
-Paper free stock check
Prices:
The solution prices are not stated, and are therefore unavailable. It is reasonable to presume however that the cost of these two solutions, WMS and Lite, are both expensive due to their nature and content.
Conclusion:
Empirica Lite was worth looking into as a possible solution due to it being smaller in size and lesser ability needed, which is where issues arose in the previous off the shelf package. With that said, after looking into it, it is not as good as first thought, again, due to its nature. Just as Empirica WMS, it was designed for a particular setting, with that setting being a product distribution warehouse. This is not the case for Premium Warehousing, where it is in fact storage based and as a result does not have as greater stock/pallet turn around as a product distribution warehouse would have.
Database Packages
Microsoft Office Access (2003, 2007, 2010)
Microsoft Office contains Microsoft Access, a general database program which is used within all computer settings such as schools and businesses. It’s suitable for all skill levels and allows the creation and editing of databases.
Features:
-Supports a variety of data formats. E.g. XML, OLE, ODBC.
-Suitable for all skill levels
-Access data from multiple databases
- Forms
- Reports
- Data access pages
-Linking tables from other Access databases
- Microsoft Excel spread sheets
- ODBC data sources
- Microsoft SQL Server databases
-Quickly find tables, queries, forms or reports that depend on a particular database object.
-Drag controls onto your Access form to create a Microsoft PivotTable or a PivotChart view, or a spread sheet.
-Ready to use templates
-Ability to Import/Export/Edit data
- E.g. From Emails
-Complete Customisation
-Web support/services
Prices (Estimated RRP):
-Microsoft Office Professional 2010 - £429.99 (1 User/2PCS) | £299.99 (1 User/1PC)
-Microsoft Access 2010 - £119.99
-(Amazon) Microsoft Access 2010 - £90.99
-(Amazon) Microsoft Access 2003 - £74.00
Input/Storage Screen
Using Microsoft Office Access a data entry form could be created and designed to act as a screen where in all information on the booking is inputted. This information includes the time of the stock being booked in, the type of product, quantity of product, date of production, best before end date, price of product and any other details that product has.
Tables
Four tables can be formed and linked, these being delivery, order, product and client. These can be linked through a entity relationship allowing various forms and reports to be created.
Navigation
To easily navigate through the system it is possible to create a form and through the use of command buttons, navigate to various other forms and reports within the database. Such forms to be able to edit stock/product amounts, view, make and edit product details, input new stock and edit the prices of stock, edit client details, view and print reports and view documentation and help about the system.
Key Information
A similarly laid out form to the one currently used can be created by simply designed a form. Within this form the company logo and title can be added. Linking back to navigation, any core information can be accessed through adding buttons to the menu screen for navigation.
Security
The database can be password protected, and it is possible to have this as a standalone form of a protection without needing a login also.
Client
A table, as mentioned above, can be created and used to input all of the client’s details into. Such details as the client’s name, contact details (email address, telephone number, fax and web address), company postcode and full address, the client’s usual orders and an accumulated total of money spent already with Premium Warehousing. Besides this, a form can be creating linking directly back to this table wherein all of the information inputted can be edited.
Products
Again, a table, as mentioned above, can be created and used to input all of the client’s product information, products that will be being stored within the warehouse. Such information as the product name, price, individual weight, production date, best before en d date, quantity of product and a description. Also, a separate form can be created again to edit this information and input further products if necessary. On this form, it is possible to show a counter or have reference to this table to show the amount of that particular product in stock at that point in time.
Reports
A report can be created for daily picks, and will be possible to print multiple copies at once.
Help and documentation
A physical user guide can be designed and created which would contain all the information needed to work the system including any bug fixes and troubleshooting. It is also possible to include within the database itself a form containing any on the spot help for that particular area in the database, however this help will be more basic.
General Requirements
A stock count can be shown using a form being linked through entity relationships. It is possible that this can be shown on various forms and reports.
Summary:
It is evident this will be the software which will be chosen to design the new solution on, due to it being able to do everything needed of it when placed alongside the requirement specification. As well as this, it is more commonly found installed on computer systems running Windows, this is greatly beneficial for Premium Warehousing as their systems run on Windows.
FileMaker Pro 12
This is another database program which enables the user to fully customise databases, such as create forms and reports, through a number of features included in the package. It is also used by a variety of skill levels in a variety of different settings. This package is designed more so for the iPad, iPhone and Mac however does work with Windows, with the ability to convert/share information across platforms.
Features:
-iOS design and development tools
-Eye-catching themes
-Data importing of different files
- E.g. Microsoft Excel files
-Layout tools, Report making tools
-All-new Start Solutions
-Enhanced container fields
-Quick charts
-Network Sharing
-Easy creation of graphs/charts in reports
-Compatibility with Windows/Mac computers.
- Sharing available between both
Prices (Estimated RRP):
-FileMaker Pro 12 - £131.00
-FileMaker Pro 12 Advanced - £197.00
-FileMaker Server 12 - £419.00
-FileMaker Server 12 Advanced - £1,319.00
-(A 30 day trial available)
Input/Storage Screen
Using FileMaker Pro 12, like Microsoft Office Access, it is possible to create a data entry form which would contain all of the information which a booking for Premium Warehousing needs. Stock being booked in, the type of product, quantity of product, date of production, best before end date, price of product and any other details that product has
Tables
Data storage tables can be created, order, delivery, product and client, for the purpose of forms and reports. This will be the core of the database, where all of the information resorts to.
Navigation
Ease of navigation throughout the database will come from the ability to add buttons onto forms and menu screens. Such forms to be able to edit stock/product amounts, view, make and edit product details, input new stock and edit the prices of stock, edit client details, view and print reports and view documentation and help about the system.
Key Information
Forms can be created which are similar in layout to those of the current system, and the ability to print various reports from these forms will be available. Forms such as Menu screens, input screens are just some that can be created. From the Menu screen all other data will be available through buttons.
Security
The database can be password protected, and it is possible to have this as a standalone form of a protection without needing a login also.
Client
As previously mentioned, a table titled ‘client’ can be created which will store all of the client’s details. Such details as the client’s name, contact details (email address, telephone number, fax and web address), company postcode and full address, the client’s usual orders and an accumulated total of money spent already with Premium Warehousing. If needed, a form can be created to act as an input form for this table.
Products
As previously mentioned, a table titled ‘Product’ can be created which will store all of the relevant information needed on each individual product that the company deals with/stores. Such information as the product name, price, individual weight, production date, best before end date and quantity of product. Likewise to the client table, a form may be designed to act as input form where any editing/inputting can take place.