This article is about which activities you need to do in OurSys at the start of the financial year. The actual activities may vary based on the industry and you may choose what applies to you. Here is the Yearly ToDo list.
Set Sales targets
Set Sales targets in terms of product categories for sales representatives. You can also set sales targets customer wise in case you cater to few customers. You will get an analysis of actual sales compared with these targets as you progress in the year.
Reset Price lists
It is time to review cost estimations and actual item wise costing. Also you need to analyse product sales figures and order lost analysis. Based on these inputs you can then reset the price lists to be competitive and win more orders in the market.
Prepare Budgets
OurSys allows you to set budgets expense ledger wise and cost centre wise. You can then monitor your expenses every month against these budgets. OurSys also helps you to compare cost centre wise. You can also add revenue projections to the cost centres and thus set the overall profit expectations.
Reassess Machine per hour rates
There should be a set procedure to arrive at the machine hour rate and you must update these rates at least once a year. The cost estimations and WIP valuation depends on these machine rates. Many times these are either left blank or are incorrect giving absurd costing.
Reassess Cycle times
OurSys provides a comparison of master cycle times vs actual cycle times. You have to analyse this data and update the master cycle times wherever required. Cycle times are necessary to calculate operator efficiency and thus the OEE.
Reassess permissions as per changing roles
At the start of the year, people get promoted or they have a change of roles. Also there are many new features, dashboards, reports etc that come up in the year in the OurSys upgrades. But the links to these enhancements are not assigned to the concerned people. Therefore you must assess the permissions of all the users and assign all useful links to them in order to improve their productivity.
Reconcile Inventory
Companies usually do a physical stock check at the end of the March. This can be reconciled in OurSys. This is critical for Stock valuation and for MRP runs.
Check stock lying with suppliers
Material is constantly sent to suppliers for job work. But only urgent jobs are followed up. Some material is left at the supplier's end for months. This is the time to check all such material using "Material with Supplier Report", follow up and bring the material back. GST also has set a maximum limit of one year for job work.
Cleanup Stale documents
Another good practice is to check all old open documents such as Purchase Requisitions, Purchase Orders, Job Orders and Sales Orders using the dashboards given in OurSys for the purpose. All unwanted documents must be promptly closed. Stale documents result in wrong calculations in MRP.
Reassess all periodic reminders
There are multiple periodic activities to do in a company. In case you are using the Repetitive Tasks feature or routine feature of OurSys, it is time to relook at it and remove redundant reminders and set new reminders. OurSys will then keep reminding the users of their important tasks.
Analyse Data
There are at least 10 reports in OurSys for every department to look, analyse and make changes. There can be a whole new article to list out department wise dashboards and reports to see at the end of the year. In order to achieve significant growth, one needs to analyse and make informed decisions.
Configure date ranges for dashboards & reports
OurSys has the setting to set the date range for every report and dashboard. If these are not set it may show little data at the start of the year. By default it is set to a financial year. But you can change it to say Last 13 months in order to see the trend for a fixed number of months irrespective of year change.
Set CIPs
OurSys helps you to executive Continual Improvement projects by the DMAIC method. The right time to start such CIPs is at the start of the year.
Check all open CAPAs
Department heads must also see the CAPAs that are still open and expedite their closure. One can also analyse all the CAPAs to get good insight into the operations.
These were some of the main activities that you can do. Do share your feedback on the same.