Streamlining documentation and traceability: a study at shop floor level

Abstract

This study explores the inefficiencies and bottlenecks in the documentation and traceability processes of a workshop that relies extensively on manual record-keeping methods. The primary objective of this study is to streamline the documentation process and enhance traceability by transitioning from outdated manual methods to a digital solution. The research methods include semi-structured interviews with key stakeholders and an analysis of the current documentation system. Significant issues identified include technicians' reluctance to document information, delays in recording, errors, and the lack of an effective documentation system for tracking repairs. The study conducted data analysis, including process mapping, document review, employee interviews, and value-added and root cause analysis, which ultimately proposed the implementation of a computer-based document management system integrated with QR scanners. This digital solution aims to increase overall efficiency, automate data entry, and improve document traceability. The QR system entails making a linked database for tracking, creating and attaching QR codes to repair items, and updating the system at every stage of the repair process. The study identified the significance of this sort of technology, which includes improved accuracy, decreased errors, and more efficient operations. According to the study's findings, implementing a QR-based system will significantly enhance resource management and operational effectiveness. Future suggestions involve implementing the system through a pilot program, continuing staff training, and doing frequent assessments to ensure the system is functional and flexible.