You understand that good things take time, and with time on your side and a strategy in place, you can get your plant up and running on job shop software. Sometimes we feel better when we have a plan outlined in front of us, so here's a comprehensive step-by-step guide to digitize your job shop from paper and spreadsheets to a robust job shop software like Steelhead Technologies.
Step 1 - Define your goals and requirements:
Every shop is different. Chances are processes and systems have been designed over time to better fit the unique needs of your customers and your employees. This means that your system needs to be as diverse and easy to adopt for all players on the field. To get started, it's important to first define your priorities.
- Identify the specific pain points and inefficiencies in your current paper-based and spreadsheet-based processes.
- Determine the key features and functionalities you require in a job shop software solution.
- Consider scalability, ease of use, integration capabilities, and customization options.
Step 2 - Research and evaluate software vendors:
If you have stumbled upon this blog, you are probably already getting your feet wet in step two. This step will have you apply your priorities in your vendor evaluation process. All vendors have something different to offer, so here are some steps to consider in your job shop software evaluation process:
- Conduct thorough research to identify potential job shop software vendors.
- Consider factors such as industry reputation, customer reviews, and case studies.
- Shortlist a few vendors based on their compatibility with your requirements.
Step 3 - Request demos and evaluate software:
When it's time for you to tour each software option, there is more to features and functionality that you need to explore. Here are a few elements to identify during your software demos:
- Reach out to the shortlisted vendors and request product demonstrations.
- During the demos, assess how well each software meets your requirements and solves your pain points.
- Explore the solutions from three main perspectives: Operator Experience, Administrator/Accounting Experience, General Management/Owner Experience
- Evaluate the user interface, ease of navigation, and overall user experience.
- Pay attention to features like job scheduling, inventory management, work order tracking, reporting, etc.
- Involve key stakeholders in the evaluation process and gather their feedback.
- Pay attention to culture/personality fit on the call to make sure your future team offers the support and customer service you desire.
Step 4 - Conduct a cost-benefit analysis:
The term 'you get what you pay for' appears more and more obvious with each purchase you make. When evaluating vendors, make sure to secure an ROI and evaluate your investment in the following ways:
- Assess the total cost of ownership, including upfront costs, licensing fees, implementation costs, and ongoing maintenance expenses as outlined by each vendor.
- Compare the potential benefits, such as increased productivity, improved efficiency, reduced errors, and better decision-making capabilities.
- Consider the return on investment (ROI) and determine if the benefits outweigh the costs and secure a formal ROI walk-through from each software vendor - if they do not provide one, this is a red flag.
Step 5 - Select the software vendor:
This step opens a world of possibilities for your job shop and can bring lots of mixed emotions including excitement balanced with the fear of being locked into a solution that may fall short of your expectations. Here's how to make the most out of your selected vendor:
- Based on the evaluation and cost-benefit analysis, choose the software vendor that best aligns with your requirements and offers the most value.
- Set clear expectations at the launch of your engagement so you know what to expect.
- Verify that the selected vendor has a dedicated support team and can deliver the project within a reasonable timeframe. A common red flag is taking over one month to have a basic solution ready at your plant. Some of our competitors have taken as many as 9 months to go live and Steelhead commits to a lightning-fast deployment with top-shelf quality and accuracy.
Step 6 - Information gathering and data migration:
To prepare for the deployment of your new job shop software, it's important to have a strategy in place for a smooth transition. It is a best practice to assign a dedicated employee or team to lead the information-gathering process and includes the following tasks:
- Collect relevant data, such as specifications and certifications, inventory records, and work orders from the past 365 days.
- Cleanse and organize the data to ensure accuracy and consistency.
- Work closely with the software vendor to determine the best approach for data migration, whether it involves manual entry, importing spreadsheets, or integrating with existing systems.
- Ensure your plant has adequate wifi for software usage on the shop floor.
- Acquire kiosks and monitors for ultimate visibility that best fits your new software. Most options are large, protected tablets that can either be traveled throughout the plant or attached to each general workstation.
Step 7 - Customization and configuration:
Customization in your software is key and should not be overly time-consuming or painful. Here is how to outline a strong launch paired with your shop's unique needs:
- Collaborate with the software vendor to customize the job shop software to meet your specific needs based on the features and functionality available in the original product demonstration.
- Define workflows, configure settings, and tailor the software to your shop's processes.
- Test the configured software thoroughly to ensure it functions as intended.
*Feel free to keep a wish list of new enhancements/functionality and send it to your software team. If this could help you, it could likely help many other job shops so your software vendor would be wise to explore and build on your wish list in the future!
Step 8 - System deployment, go-live and user training:
This step can be easily arranged with a dedicated deployment team. Most often, they will arrive on-site with a plan in place to get your team comfortable in the system.
- Work closely with the software vendor to deploy the job shop software in your production environment.
- Ensure that all integrations are properly set up and tested.
- Gradually transition from the old paper-based and spreadsheet-based processes to the new system.
- Monitor the system closely during the initial period to identify and resolve any issues.
- Arrange comprehensive training sessions for all employees who will be using the new software, this will look different for Operators, Administrators, and General Managers.
- Train users on how to navigate the system, enter data, generate reports, and utilize the software's key features and provide ongoing resources to address any questions or issues that arise during the training process.
Step 9 - Ongoing support and continuous improvement:
Like any business system, it's important to establish a feedback loop with employees to gather insights on the software's performance and usability.
- Maintain a dedicated employee or team to provide ongoing support and address any software-related questions or issues.
- Regularly review and analyze system data to identify areas for improvement.
- Collaborate with the software vendor to implement enhancements and updates as needed.
Remember, the specific steps may vary depending on your unique requirements and the chosen software vendor. It's crucial to involve key stakeholders, thoroughly test the software, and ensure proper training and support for a successful digitization process.
Ready to see how Steelhead Technologies is making a splash in metal finishing and heat-treating job shops across North America?