Database Management

For an operation to be successful many items need to be tracked in some type of database or software system. These systems are often used by manufacturing, engineering, and even management to track an event or project that all three groups (and more) have a stake in.  If one person is in charge of input and output of the database (including management report outs) then if is a straightforward process as long as you can depend on that person.

Database management requires keeping status current
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The problem comes when you have many people tasked to keep status on a project.  I have been personally involved in several of these scenarios and it is always a struggle to keep the database updated on a regular level.  One such program required the engineers to track data set releases and provide revised  estimated completion dates (ECDs)  if scheduled events were going to be late.  As the focal for the database, I would often have to track down particular engineers and extract a new ECD and input it into the database for them.  It was a lot of extra work which was unnecessary if the engineers were more diligent.

There are several things that could have been done better to help the process go better:

• Have management emphasis (and enforce) the importance of keeping databases current with the latest information.  Employees will focus on providing updated information if management is keeping emphasis on timely updates.  Management must not just send e-mails out requesting updates; they need to personally talk to those who are tardy on their inputs.
• If several groups use the database, assign one person in that group to be responsible for ensuring updates are happening.  It is pointless for one single person to be responsible for inputs of hundreds of users.  Break the task up and get help.
• Schedule daily stand up meetings to allow those who are tardy to explain to upper management why they haven't kept up.  I guarantee that this will ensure the database is current.

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24/7 Support

Operations rarely work only 9 to 5
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The most effective part of any operation is the ability to run 24/7 to keep product moving.  It is also one of the worst parts of an operation if you are an employee who likes the Monday though Friday day shift.  How can you keep full support of your operation without  alienating good employees who value free time to spend with family, hobbies, etc.?

For a lean operation, many of the Monday to Friday day crew will have to support second shift and/or weekend operations. The simplest way to do this is set up a rotation with the day crew to support a week or two of nights and weekends during the calender year.  A master schedule set up at the beginning of the year to cover the entire year is the first step.  An Excel spreadsheet works well and is filed in a group file on the organization's designated drive where all employees can access it. Of course you should have a backup if something happens to the original.  This lets everyone put it anything appointments that can't be missed (i.e. weddings, graduations, vacations).  Before or after this the lead will set up the shifts to get full coverage for the operation while ensuring everyone has a fair and equal turn at supporting the "off hour" shifts.  Any adjustments can be made at any time during the year so it is a very fluid schedule.  If a person is scheduled to work the weekend, he or she can arrange to shift their schedule for that week, having Monday and Tuesday off for instance. This type of system was successful when I worked at Boeing and ensured all shifts were covered with engineering support.

Another method is the use of pagers/company cellphones.  This is a less effective in that if an employee lives far from the operation, driving in may take time and the operation will be delayed longer.  In addition it is often difficult to fully  describe a problem over the phone and get a true sense of the issue at hand.  Sending pictures of the Internet may require a laptop with special secure access installed, not necessarily available to a personal home computer.

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