Factory/works control office

THE PURPOSE of the factory office is to coordinate the activities of the production process to allow for maximum efficiency and to make quality products in the required quantities.

The size of the factory office is generally determined by the manufacturing or production activities that take place in a company. In a large company, there is usually a production department managed by a production manager, who oversees:

■ The manufacturing of articles.

■ The organisation and management of the factory.

■ Factory and production planning.

■ Dispatch and transportation.

■ The stockroom.

■ The maintenance of good office services.

RELATIONSHIP OF THE FACTORY OFFICE WITH OTHER DEPARTMENTS SALES DEPARTMENT

It is important that the factory office maintains a close relationship with the sales office so that when orders are made, the sales department will check carefully and present them to the accountant for clearing (or verification and credit worthiness). Sales invoices are then prepared, after which copies are sent to the dispatch and transport section of the factory office for processing.

PURCHASING DEPARTMENT

It is the responsibility of the purchasing department to obtain tools and materials for the factory. Therefore, the factory office clerk should be in constant dialogue with the purchasing department reporting on the status of these. If the factory experiences difficulties in obtaining constant supplies of raw materials from its suppliers, the ‘progress-chasing’ clerks work diligently with the purchasing department to locate the materials or to find suitable substitutes. The aim is to keep the production line going, thus assuring the customer of continued supplies of the commodity.

STOCKROOM

The stockroom is essential to the production department as items produced must be carefully stocked away until they are ready to be dispatched to various customers. Raw materials, too, need to be stocked in sufficient quantities so that the production process is not jeopardised.

ACCOUNTS DEPARTMENT

The accounting department must be involved in the estimating, costing, and general budgeting activities for goods production. A factory office clerk must, in some cases, record factory workers’ hours of regular and overtime work and pass the information on to the accounts department for payment to be prepared.

HUMAN RESOURCES DEPARTMENT

This department is responsible for the recruitment, selection, orientation, and induction of workers, as well as their welfare and ongoing training.

FUNCTIONS OF THE FACTORY OFFICE 1. ORGANISATION OF PRODUCTION ACTIVITIES

The major function of the factory office is the organisation of production activities. This is because the office brings together production principles and processes, production staff, production procedures, production materials, machinery and tools, company policies and objectives, and statutory rules and regulations in the creation of articles for consumption.

The office, therefore, has responsibility for: a. Planning and supervising all types of manufacturing. b. Maintaining suitable procedures for the control of production.

c. Maintaining an appropriate level of discipline in the factory.

d. Maintaining the factory, including power supply, plant, equipment, machinery, tools and buildings e. Maintaining an excellent transportation system. f. Suggesting ways in which improvements can be made.

2. IMPLEMENTATION

Production planning is just one major function of manufacturing goods. Implementation requires the control of various activities. The two important activities are:

a. Instructing supervisors with regard to what is to be produced and when production is to commence.

b. Discussing the method of how production is to be utilised, e.g.,:

i. Batch production: The making of a number of similar items at the same time. For example, a batch of an item is produced for a week, and then the production team moves on to something else.

ii. Mass/flow production: The production of large quantities of goods to cater to a mass demand. Clothing, shoes, and cars are usually mass-produced. This method is referred to as an assembly-line operation.

iii. One-line production: From time to time, factories sign contracts with customers for the production of single, ‘non-repeated’ products, as well as a few articles of a similar design, for example, a piece of furniture or a piece of artwork.

Next week, we will look at the documents used in the factory and duties of the factory clerk.

Until then, see you.