Tips to Make Daily Production Report Quickly?

Is your morning task to make Daily Production Report (DPR)? Does it take too much time of yours?
Read this article and find ways to make your daily report quickly.

Why it takes too much time to finish Daily Production Report?


Did you try to analysis what stop you making the report on time? I am sharing my personal experience on this. In the recent past, I have implemented MIS system (data capturing formats and report generations) in a garment factory. Data operator was allocated to make daily production report in the morning as early as possible. During the implementation of report making, we found many obstructions that cause the delay in report making. Scheduled time was 9:30 (Factory starts at 9:00 am). Followings are few obstructions I had observed -
  • Computer unavailability, 
  • Late receiving production data from departments, 
  • Department head reached office lately, 
  • Morning meeting keep HODs busy, 
  • Unskilled data operator, 
  • Data operator does too much experiment on the excel sheet while making report etc. 
In many factories, DPR is made by Industrial Engineering department. Either report is made by IE or data operator. Whoever is making the report, following tips would help them to be on track.

Daily Production Report Format (Click on the image to Zoom)

Tips to reduce report making time


1. Allocate a computer to data operator in the morning 
In the small set-up, a full-time computer is not given to the IE or data operator. If you are working on a shared computer, make sure that you get the computer in morning for half an hour.

2. Use simple formats for data collection
To prepare DPR, the second thing you need after the computer is production information from various departments. Departments like Cutting, Sewing, Packing, and Finishing etc. Give them a simple printed format to make department wise production report for you.

3. Use template for feeding data in Excel sheet
Use formatted and formulated spreadsheet. Do not try analysis data daily. Instead, prepare templates for charts and graphs that you need for reporting. In the morning just collect and enter data in the specific tables.

4. One task at a time
Keep other tasks aside in the morning and concentrate on the data entry.

5. File and Folder Management 
Work on a minimum number of files for daily reports. Single file is the best for a month. Create date-wise separate sheet in the same file. Save all production report files into the same folder. Create a shortcut of the folder in desktop. You can also share and save report folder in a shared location. This way you can work on the production report file from other computers (provided that other computers are in local network).

6. Master yourself in Excel
In case you are slow in working on Excel table, don’t know much about shortcut keys, formatting of tables, cross-checking of calculation, the basic formula for auto calculation, practice when you get time. Ask for help and learn from others.

By following the above tips you can surely reduce report making time. Download the sample daily production report with instructions and Monthly Report sheet by clicking the following download link.

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