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DATA COLLECTION 6.1 OVERVIEW The Data Management System (DMS) is a computer system that manages our business. DMS helps planners estimate and expedite printing orders. It locates those orders in the production areas and provides costing information. DMS collects job costing information via approximately 50 data collection stations. Each data collection station consists of a data collection device and a translation table menu. 6.2 DATA COLLECTION DEVICE A data collection device consists of a display screen, a wand and may or may not include a keyboard. Using a wand or a keyboard, the user enters data such as job number and employee number into DMS. The wand reads or 'scans' the bar code into the system. The user makes entries via the keyboard when a bar code does not exist. The display screen will show that the system has accepted your entry and may request additional information from you, such as the number of impressions. The data collection devices are mounted on a table-top frame or a wall mount frame.6.3 MENUS A translation table menu is a chart of bar codes. Each cost center has a unique menu that has a bar code representation of each available operation code in the cost center. The operation codes are classified as either chargeable or non-chargeable. Additional menus, common to all data collection stations, contain the bar codes for entering special item codes, numbers and special commands for station operation. These menus must remain on the data collection station. 6.4 ERRORS Errors are costly. Entering the wrong operation code is an example of an error. AVOID ERRORS BY WANDING BAR CODES RATHER THAN KEYING DIGITS INTO THE DATA COLLECTION DEVICE. Ask the DMS liaison for a replacement when an employee or an operation barcode becomes too worn to scan. The Personnel Point in your area can correct data entry errors via a terminal. The DMS Liaison is available to support the Personnel Points when necessary. FAULTY EQUIPMENT Report improperly operating or non functional data collection stations to the contact Computer Operations and supply them with the device's location, a description of the problem and any error messages that appear on the device display. 6.5 MAINTENANCE Operators may make DMS unavailable to you so that they can perform system maintenance. They will ask you not to use the data collection devices. Terminate your timesheet by wanding the GOODBYE code. Begin using manual timesheets with the next operation. Do not write previously wanded operations on the sheet. At the end of your shift, give your manual timesheet to your Personnel Point. If you receive notification that you may use the device again before the end of your shift, stop using the manual timesheet and begin wanding with the next operation. 6.6 END OF SHIFT Always remember to wand the GOODBYE code at the end of your shift. This will close your timesheet and the next day's entries will begin on a new timesheet. If you will be absent from work due to vacation, classroom training, disability, etc., wand the appropriate bar code. DMS tracks this information. [section omitted for length] 6.7 NON-CHARGEABLE ACTIVITY At the beginning of a non-chargeable operation, wand into a data collection device EMP CCOP Wand the bar code for <ENTER>. The following table depicts field names in the left-hand column and the information you must enter in the right-hand column. To avoid errors, wand bar codes instead of entering them with the keyboard. |
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FIELD NAME |
REQUIRED ACTION-- |
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EMP |
Enter the employee number from the bar code on your employee badge. |
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CCOP |
Enter the cost center/operation code of that activity from the bar code on the menu. |
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ENTER |
Enter the bar code for ENTER. |
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DMS will return and display your name on the data collection device. Do not enter a production job number with a non-chargeable operation code. There is a separate menu of non-chargeable operations. If an employee is absent, his/her Personnel Point will make the entry into the Data Management System through a terminal. Figure 1 displays examples of absence entries. |
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902 |
Vacation |
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903 |
Holiday |
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904 |
Disability |
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905 |
Jury Duty |
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906 |
Military Leave |
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907 |
Excused with Pay |
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Figure 1
Do not make entries into the Data Collection System for fire drills. The fire drill non-chargeable opcode will not be on the menu. The computer system operator will make the entry for the entire plant immediately following the fire drill and before anyone enters transactions into the data collection devices. [section omitted for length] 6.9 ENDING A JOB DMS accumulates time against the job(s) previously entered into the system until you enter another job. Entry of a new job will tell the system to END previously entered JOB CCOP combinations. To END a job, scan a new bar code or enter GOODBYE at the end of your shift. 6.10 SYSTEM QUERIES A question(s) may appear on the screen of the data collection device when a CCOP JOB has ended. This question(s) is a query. The system asks the question immediately after the initial entry on operations noted 'after initial record'. DMS uses queries to ask for an amount, type or size of material used, number of impressions or places or beginning and ending postage meter balances. [omitted section] With some queries (such as type and pounds of ink) there may be several responses. The data collection device will ask the same question over until you have no more data to enter. Enter 0 for the system to continue. After each answer, press the <ENTER> key to continue. MAKING A CORRECTION If you need to correct an entry and have not yet scanned in ENTER, scan in the CLEAR bar code and start the entry again. If you have already scanned in <ENTER>, make a new entry of the correct information. Notify your Personnel Point of the incorrect entry so that he can correct the entry on his/her terminal. Let your Personnel Point know if you scanned in the wrong CCOP or JOB or forgot to make an entry. The Personnel Point should note the error and make the correction after you have wanded GOODBYE for the day on the data collection device. [omitted sections] 6.11 GOODBYE The system now recognizes the GOODBYE command even if there are spaces in the line.
Susan Croes
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