Laboratory Resources Management as a Component of Manufacturing Systems Programs
By
Dr.
Samuel C. Obi
Department
of Technology
Phone: (408) 924-3218
FAX: (408) 924-3198
E-Mail:
sobi@email.sjsu.edu
Most, if not all, Industrial Technology (IT) programs have laboratories or workshops where many of their technical and curricular activities are performed. These facilities, often equipped with modern equipment, tools, materials, measurement and test instruments, constitute a major investment of IT programs.
As programs adjust to societal and industrial changes, these industrial components are also affected. For example, overuse of program facilities may result in dirty lab equipment, lost or damaged tools, misplaced instruments, and improper management of these resources. This can generate a chaotic and unsafe learning environment in such laboratories. One way to restore order to such an environment is through proper organization and management of these important resources.
This paper explains the steps
recently taken at one of
Recently, the Industrial Technology programs became one of the eight
departments in the
This arrangement immediately
resulted in more classes from different disciplines sharing resources
previously used by only one program. For example, Mechanical Engineering
students who enrolled in production engineering classes started using the same
laboratories previously used by Manufacturing Systems students who were
enrolled in material processing classes. As a consequence, there was a
significant pressure on limited and overused laboratory resources. It became
apparent that the laboratory environment has now often become dirty, misused,
unsafe and improperly managed, and its resources often misplaced, lost, damaged
and unaccounted for. Krar, Rapisarda, and Check (1998) noted that a good
working environment is essential to safe working conditions. It became clear
that a better management approach was needed for a better, more organized and
safe working environment.
At
SJSU’s Manufacturing Systems laboratories, the development and implementation
of a new resources management system began with a comprehensive but creative
approach. A systematic approach involving five major steps was initiated. They
included:
1)
Grouping and
categorizing the laboratory’s resources
2)
Development of
a to-be laboratory layout
3)
Generating a
tool inventory and matching tools with proper cribs
4)
Training
students and other instructors on how to use the system, and
5)
Future
improvement plans for a tool inventory control system.
The activities involved in these steps
are briefly described in the following sections.
For a typical commercial
manufacturing enterprise, manufacturing resources would normally consist of
distinct entities such as materials, tools, machines and human beings employed
in the production of goods and services. But in the context of educational
Manufacturing Systems programs, laboratory resources would include all entities
employed in laboratories (or school shops) to facilitate the education and training
of students with regard to their projects and assignments in a laboratory
setting. These entities or resources can be grouped as shown in Table 1.
Table
1
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Resource Examples
________________________________________________________________
Lab equipment Machine tools, tool cribs, cabinets, tables, benches, surface plates, computers, printers and carts.
Hand & power tools Screwdrivers, drill bits, end mills, hammers, chucks, vises, and taps, nibblers and punches.
Parts
& supplies Bolts,
screws, nails, washers, nuts, pins, wires,
Including materials papers, steel bars, aluminum bars, cutting oils, manuals, copper wires, pine wood, ply wood, steel plates and metal ingots.
Instruments height gages, dial indicators, microscopes, calipers, micrometers, protractors and rulers.
________________________________________________________________
This grouping helps to understand the different
categories and/or of resources that can be managed. It also helps to simplify
the task of organizing the entities into their unique categories.
The grouping particularly facilitates the development
and management of inventory control systems in a laboratory environment,
something that is currently being considered for implementation as a future
step in the laboratory management system. A tool inventory system, for example,
can be implemented for the sole purpose of managing hand tools. Other systems
with specific features can be implemented for managing items like measurement
instruments, materials and machines tools. Because inventory systems are
designed with different and distinctive features for special applications, the
grouping in Table 1 will help the technical manager to select the best system
for each category. In this paper, only the management of tools and instruments
are emphasized. The topic of inventory control systems will be discussed
further in a later section.
The second task was the development
of a lab layout. This layout must be carefully planned to
represent what the laboratory has been planned to look like. Some of the
objectives of a lab layout are to minimize material handling, facilitate
manufacturing processes, make economical use of building space, and for
students’ convenience, safety and comfort in doing their projects. (Amrine,
Ritchey, & Moodie, 1987) It particularly helps lab users to easily and
conveniently locate the items contained in Table 1, by giving users a mental
picture of where those items are located. The layout of the laboratory floor
plan also provides an aerial perspective of the lab, so students can easily
locate specific machines, tool cabinets and cribs. It can also be used as a
reference map to place particular tools and instruments in their respective
locations.
Developing the
layout involved taking the dimensions of all entities, including the laboratory
itself, as well all its components such as machines, tool cabinets, and tool
cribs. Only the length and width of these components were needed. The space
between components was also measured.
Since the layout visibly shows where the laboratory’s main
entities are located, a legend is used to clarify entities such as machines,
tool cabinets, tool cribs and so forth. As Figure 1 illustrates, entities like
milling machines are indicated in blue, tool cabinets and cribs in white, and
so forth. All tool cribs and cabinets are numbered to aid users in determining
which particular one contains the item being sought. Copies of the layout are
posted at various locations in the lab where students and instructors can
easily see them. Lab users can easily identify each component by matching the
color of the component with its associated box in the legend.
The lab layout can also be placed on an instructor’s web
site where students can have access to it for references when doing assignments
or for just learning technical terminologies in the field of manufacturing.
This practice has been very useful to
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Step Three: Generating Tool Inventory and Matching
Tools With Cribs
One of the main reasons improper maintenance of the laboratory was a problem was because there was no formalized list of tool inventory system in place. Before implementing this plan, tool cribs and cabinets were located strategically around the lab, but students had to really know where particular tools were located in order to retrieve and return them. As a result, lab users had difficulty placing or locating tools and instruments. Tools and instruments were constantly lost, misplaced or improperly placed.
To rectify these problems, an inventory list of all tools and instruments, along with their proper locations, was compiled using Microsoft Excel (see Figure 2). This program was necessary for the inventory list because it can systematically sort the list in alphabetical order. Before the list was compiled, all tool cribs and cabinets were numbered and labeled as shown in Figure 1. Then all tools and instruments were gathered and placed in their respective locations as close as possible to the machines they serve. This is necessary so students can locate the tools without walking long distances every time they need a tool. Krar, Rapisarda, & Check (1998), writing on the need for a safe and healthy work environments for technical students, advised that there should be a place for everything so that everything will be kept in its place. Copies of these inventory listings are also visibly posted throughout the lab. To locate a tool, all
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a student needs to do is to look up the tool and the crib number, and then walk over to the crib and find the tool. To return the tool, the student makes similar reference to return it to its proper spot without cluttering the lab with it. This procedure has reduced wasted processing times for students’ projects, and has increased the safety of students and instructors.
Step 4: Training Students and Instructors on
How to Use the System
All lab users must be informed and trained on what has been implemented. All instructors (especially part-time instructors) who use the lab should be informed about the new developments and, where applicable, on how to use them so they can relay the information to their students. All instructor colleagues must be informed that for the plan to work, it is very important that students are trained on how, why and where to find and return these tools and instruments after using them.
One approach was to discuss the system and all safety procedures and instructions with students during the first weeks of the semester, before they start working in the lab. It should be noted that laboratory resources management, safety and cleanup could be part of technical instruction. For example, lab management and safety practices of students who do a significant portion of their academic work in the lab can be incorporated into their final grade at the end of the semester. Students can be drilled on these principles before they begin their lab projects. Each student who takes a course that uses the lab must manage (check out and check in) the lab’s resources to other students for at least one day during the semester. This practice, while helping them to learn the names of those tools and instruments, ensures that all the resources are accounted for and located well after the day’s lab session. In addition, every student is assigned a task, which he or she is responsible for throughout the semester. For example, two students may be assigned to sweep the floor after every lab session, another to close the windows, while others may have the clean up of machines distributed among them by machine type or layout
Step 5: Future Improvement Plans for a Tool
Inventory Control System
The layout
shown in Figure 1 contains 26 tool cribs and cabinets. One potential future
improvement, which is currently being considered, is to replace all 26 with one
tool room and a permanent attendant. All students will have to check out their
tools from the attendant, and return them in good condition when they are done.
This practice, if implemented, will reduce the somewhat confusing present
placement of tools in 26 storages located all over the lab.
But even
the one-spot storage system will not solve all the problems. This is because
traditional tool management system (which is basically a tool crib,
attendant(s) and manual information entry etc.) is too laborious and prone to
mistakes. It also wastes time, results in carrying too much inventory, and can
cause unnecessary spending on tools, which can be as high as 30% or more.
(Hogan, 2000) As a result of this, many metalworking companies (especially the
big ones) with ever expanding files and literally thousands of cutting tools
are opting for a system that not only facilitates the management of their
tools, but also integrates the database with other company systems. According
to Hogan (2000) such a system provides full information on tool allocation,
availability, usage, cost etc. Such a system also provides a tracking
capability and tool quality support efforts in quality standard requirements.
Modern tool
inventory control systems provide an easy solution to many manufacturing
challenges. These systems are being implemented in major companies at an
increasing rate. Some companies, perhaps to replace the crib attendant or to
save time, are also installing tool-dispensing machines, where an operator
inputs some code and the required tool is dispensed, much like a soda machine.
Because of these advantages, it is anticipated that
Although there are numerous
inventory control software systems on the market for different applications,
some systems specifically designed for managing technical resources such as are
found in Manufacturing Systems laboratories are available. Some popular
examples, which are currently being considered for SJSU’s Manufacturing Systems
resources, include the many versions of PC-TOOLCRIB by SY-CON Systems, Inc. (2002). According to the
company, these tools are cheap, and are designed for
small shops with employees of 250 or less, and where control of tooling, parts,
MRO, and supply inventory is a critical need. Also, the company’s so-called Instrument
Maintenance & Calibration System, and Sample Tracking
and Inventory System can be applicable to Manufacturing Systems
laboratory environments. These systems and their specific features and
capabilities can be checked out at the following web sites: http://wwwsyconsystems.com/syconem.htm,
http://www.chemistry-software.com/laboratory_management.htm, or at
http://www.chemistry-software.com/inventory/12196.htm.
Implications for Industrial Technology Programs
Manufacturing Systems graduates are technical,
management-oriented personnel. Although they are required to take some
management and business courses in their programs, providing a technical
education that also includes proper laboratory resources management is an
important step in equipping these graduates for responsible job performance
when they graduate and work in such environments. Since many, if not most, of
them eventually graduate and work in a factory setting, training them in proper
laboratory resources management techniques while at school is a good way to
prepare them for their expected position as middle-level technical line
managers.
As already suggested, lab management, safety and
cleanup can also be part of technical instruction. It could be a great way to
teach responsibility and citizenship to the management-oriented IT majors.
Although instructors should not be told how to grade their students, it is
strongly recommended that lab management and safety practices of students who
do a significant portion of their academic work in the lab be incorporated into
their grade at the end of the semester. For example, students could be drilled
on these principles before they begin their lab projects. Each student who
takes a lab course could manage (check out and check in) the lab’s resources
for at least one day during the semester. This practice, while helping them to
learn the names of those tools and instruments, ensures that all the resources are
accounted for and located well after the day’s lab session.
Moreover, lab layout and inventory of lab
resources can be very valuable resources for students when placed on a web
site, where students can have access to them for references from any location.
This can be very useful in their assignments, such as in technical report
writing, technical terminologies, or just checking to know what resources are
available in the lab. This practice practically augments what has been referred
to as web-assisted instruction, where instructors post this kind of information
on their web sites for their students to retrieve. In this case, information
about all lab resources can be posted, a step that will reduce the amount of
handouts during class times, thus saving paper and copying costs for the
department or program.
Finally, tool inventory
control systems help tool managers (and Manufacturing Systems majors) to have
updated information on all tools, a key factor in tasks like locating a missing
tool, accounting for broken tools, knowing when to condition (sharpen) a tool,
knowing when to purchase new tools, maintaining important files on tool
calibration data and such like. Herko (1999) emphasized that tool management
systems add value to manufacturing operations by supplying information about
how tools are used, reused, reworked, and maintained. He also explained that
while they capture information about tool usage, consumption, and usage
patterns as well as track tooling, they also facilitate everything from tool kitting
to presetting and pregaging so that setup time at the machine tool is
dramatically reduced. The list of the type of information to be stored in a
tool inventory control system is endless. The systems are so broad that the
needs of each user manufacturer or laboratory can be served adequately.
Laboratory resources are an
important component of Manufacturing Systems programs. Students who major in
this important program should be informed on proper and responsible management
of key resources employed in their technical field of study. Some ideas have
been drawn from what the Manufacturing Systems program at
This paper has presented examples of
what laboratory resources are, how to organize them into a sensible format for
easy identification, retrieval and archival, and how to train and get students
involved in the process of informing them and enhancing their academic
preparation. Advantages and samples of commercial inventory management systems
are also included.
Amrine, H. T., Ritchey, J. A., &
Moodie, C. L. (1987). Manufacturing Organization and
Management, 5th. Ed.
Herko,
F. (May, 1999). Adopting an
Hogan,
B. J. (Editor) (May, 2000) Tool Management System Pays Off. In Manufacturing Engineering, volume 124, number 5. Pp
157-160.
Krar, S. F., Rapisarda, M., & Check, A. F.
(1998). Machine Tool and
Manufacturing
Technology.
SY-CON
Systems, Inc. (2002).
253 0900. E-mail: sales@syconsystems.com