Tips to Make Daily Production Report Quickly (with Excel Template)?

Is your morning task to make the Daily Production Report (DPR)

Does it take too much time to compile the DPR and circulate it among the department heads?

Read this article and find ways to make your daily report quickly. 

Why does it take too much time to finish the Daily Production Report?

Did you try to analyze what stops you from making the report on time? I am sharing my personal experience with this. 

In the recent past, I have implemented the MIS system (data capturing formats and report generations) in a garment factory. The data operator was allocated to make daily production reports in the morning as early as possible. During the implementation of report making, we found many obstructions that caused the delay in report making. The scheduled time was 9:30 (The factory starts at 9:00 am). The following are a few obstructions I observed -
  • Computer unavailability, 
  • Late receiving production data from departments, 
  • The department heads reach the office lately, 
  • Morning meetings keep HODs busy, 
  • Unskilled data operator, 
  • The data operator does too many experiments on the Excel sheet while making reports etc. 
In many factories, DPR is made by the Industrial Engineering Department. Either report is made by IE or the data operator. Whoever is making the report, the 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 the data operator in the morning 
In a small setup, 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 the 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 a department-wise production report for you.

3. Use a template for feeding data in an Excel sheet
Use a 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. One single file is the best for a month. Create a date-wise separate sheet in the same file. Save all production report files into the same folder. Create a shortcut to the folder on the desktop. You can also share and save the 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 a local network).

6. Master yourself in Excel
In case you are slow in working on an 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 reduce report-making time. 

Download the sample daily production report with instructions and the Monthly Report sheet by clicking the following download link.

Prasanta Sarkar

Prasanta Sarkar is a textile engineer and a postgraduate in fashion technology from NIFT, New Delhi, India. He has authored 6 books in the field of garment manufacturing technology, garment business setup, and industrial engineering. He loves writing how-to guide articles in the fashion industry niche. He has been working in the apparel manufacturing industry since 2006. He has visited garment factories in many countries and implemented process improvement projects in numerous garment units in different continents including Asia, Europe, and South Africa. He is the founder and editor of the Online Clothing Study Blog.

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