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Job Costing
There are a number of work stations, all PC’s
will be linked to the network. Each station will
have a PC, monitor & keyboard. The monitor will
be a “Touch screen” for easy input and hand held
Laser scanner to read the barcode labels. Each
station will have a “Badge rack” to store the
Job numbers. Each employee will have two cards.
One for Job (red) and the other for Time
Attendance (green). A Job is made of a series of
“Tasks” Each task is allocated a Cost and a
duration called Budgeted Time.
These times are automatically added up to equal
the amount of “Time” required to complete that
Job. Each Job can have different tasks (Selected
from the drop down box) and can have a different
time and hourly cost to the company for each
Job.
So Job One is made of a number of Tasks and the
time allowed is 18.15 hours. As you build up a
history, Time will tell whether you are under or
over the time allowed for completing your Jobs.
Production Timing
The objective is to accurately record and
measure the time allocated to a Job before you
start, then compare that time against the time
actually taken once the Job is finished. Now you
can use that valuable information to see where
the “haemorrhaging” of time went too. For the
first time, you have information allowing you to
start analysing where to look to find that
“leakage” of excess hours and profit. Is the
problem caused by man, machine, both? How does
the system work? (You can use a barcode or
fingerprint reader)The Production Timing module
works in conjunction with the TurboTime Time &
Attendance software module (T&A). In a nutshell,
the one keeps track of the hours spent at work
(payslip) and the other keeps track of the hours
actually worked on various Jobs. Employee is who
clock on Jobs are issued with TWO credit size
card cards. One GREEN the other RED. The GREEN
card is used for Time & Attendance. The second
RED card is used to clock ON / OFF jobs. (Job
card).
Why do we need TWO cards? – Good question!
One card is for T&A and the other is Job /
Production timing. We need to monitor the
Attendance (Time spent at work - time attendance
- T&A) and we need to monitor the time spent on
Jobs. Not everyone clocks on Jobs! These are two
totally different functions. You could also have
different employees clocking on the SAME job at
the same time. What we need to do is record
which employee clocked on what Job and the time.
The Job number and description is added in
TurboTime, you print the Job numbers and attach
the Barcode to the Job card which is inserted
into the badge rack.
Attendance ON / OFF
All staff will clock in/out at their
workstations located around the factory at
convenient points. (PC Touch screen & Laser
gun.) When the employee touches the PC monitor
“Time IN” they can then scan their GREEN TIME
tag to record their arrival time for their shift
(T&A) their name and the Date & Time displayed
on the PC Touch screen which shows “Accepted”.
Clock ON a Job.
Before an employee i.e. (555-John) can clock
onto a Job, you need to add the Job number to
the TurboTime JOB software. Take your existing
Job number i.e. AC63452 and add it to our list
of jobs. Each Job is then made up of a number of
“Tasks” (See picture) and each task is allocated
a number of hours with a cost. These cost equal
the total hours for the Job. Then print a number
of Barcode. i.e. Print 8 copies.
Steps to clock
· 1. The employee Select JOB ON. (The Green side
of the PC Touch screen.)
· 2. Places fingerprint OR scan the Barcode
Employee number.
· 3. Scan the JOB number (Use the barcode
scanner) i.e. Job AC63452
· 4. Then scans the Sub JOB he will be
performing. i.e. Welding.
We know, that John (555) clocked ONTO
JOB (Job AC63452) + Task (Welding) Date & Time
and can measure the time taken for each task.
Clock OFF a Job.
Only one person can work on one Job at a time,
else they need more than one “J” number. The
employee touches the PC screen to clock “OFF a
Job”. This is coloured RED to make to easier.
They then scan their Job employee “J” card and
select the Job, then the reason why they are
clocking off that Job. They then clock onto the
next Job. Else clock on to “Waiting for
Instructions” (They need to account for their
time.) There are about 8 reasons why they clock
off the Job. I.e.
· 80 = Waiting for Instruction!!!
· 81 = Waiting for Parts – Job Stopped.
· 82 = Power failure.
· 83 = Emergency change Job
· 84 = Machine breakdown
· 85 = Task completed
· 99= Job totally Completed. etc
This is printed with the appropriate
information onto a Bar code label, and attach
that and inserted that into a plastic sheet.
This is attached to the wall next to the clock
station for easy reference. After a few weeks
they know the codes, but leave it there anyway
for the new guys. This makes it really easy to
scan Off a Job. The employee (John 555) takes
his Red “J” Job card, goes to the nearest
station.
· Touch the “JOB OFF” on the PC monitor
· Scans his Card
· Selects the Job from the list on the screen
· Enters the reason he b i.e. 85 Task Completed
Now we know that 555 (John) has clocked off Job
your Job AC63452 (date & Time) and the reason 85
Task Completed.
Honestly, we cannot make it easier than this for
the employees to clock On or Off jobs. Remember
the KISS principal? – Keep It Simple Skatabol!
What is positive about the system?
· Firstly, and most importantly, it is easy for
an illiterate worker to use.
· The touch screen gives the employee an
opportunity to get feed back
· They cannot clock onto two Jobs at the same
time.
· Measures Job Time. – Accumulates Total Time
spent on each Job.
· Measures Employee Time. Time spent working on
different Jobs - Daily.
· Different employees can clock onto the same
Job, at the same time.
· Measure how long it takes to complete a Job!
(Start to Finnish)
· Calculate the total time & manpower it took
for that Job.
· Shows all the ON & OFF times clocked for each
Job.
· We calculate the Attendance (time spent on
site)
· Shows WHY clocked OFF what job i.e. Waiting
for Parts, Breakdown, Completed, etc.
· Keeps the Job information after the Job is
complete. your Job number AC63452
· This free up number 25 to be used again on the
next job your Job number AC99850
· You can now use this as a yard stick against
the time spent on Jobs. I.e. spent 27.5 hours on
the job, but they only allowed 15.00 hours to
complete Job AC63452? –
· You will loose a lot of money fast, by quoting
on Jobs like this!
· Unfortunately, the opposite is also true. If
you over-quote, you may lose orders.
· At least with TurboTime Job Timing, you now
have a measuring tool to help and guide you.
· This allows you to find the “sweet spot” and
which jobs are profitable for your business.
What could be negative?
· You must run reports daily to see who
never clocked off a job yesterday, etc.
· You can have as many saved Jobs as you want,
BUT NOT open more than 99 “JOBS” at any given
time. Your old Job AC63452 info is saved once
you close the Job.
We know from hard learnt experience that the
more key codes we allow the “workers” to key in!
The more chances they have to key in the wrong
codes accidentally or on purpose! We have now
eliminated that. It is possible for one to clock
for the other, but fingerprint readers will not
work in your environment. This system is as
close as we can get to make the system idiot
proof.
At least this system gives you a lot of
feedback and you can now measure how much time
is allocated to Job and how long it actually
took. Also the time wasted by employees booking
time to “Waiting for instructions” You are
paying for their time whilst they wait for
instructions. If they book to much time to the
job, you will pick up against the time / Job.
You know what time you allocated to the job when
you quoted. –At least each “Task” is allocated a
time and the Time from each Task is combined to
make up the total time of the Job. Now question
why it took so long? – Machine or Operator
problem? or was the time allowed in the Quote
the problem?
The employee cannot beat the system. They have
to account for there time no matter what.
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