Summary

Version 3 of our production system introduces key improvements to streamline workflows, enhance inventory management, and leverage Power BI for superior data handling and visualization. By reducing redundancies, simplifying processes, and adopting digital tools, we aim to increase efficiency, minimize waste, and provide clearer insights into our production and sales activities.

Overarching System Principles

Design Focus

• No accommodation for outlier events: The standard system is designed for standard operations, not for troubleshooting unusual or rare events. Advanced features and analysis are reserved for production management.
• User-Centric Design: The system is built with the end-user in mind, ensuring ease of use and minimizing the need for extensive training.
• Flexibility: Dates are no longer fixed to specific days of the week, and virtually any phase can be created and scheduled for any product if it makes sense to implement.
• Consistency of Information: Disruptive par edits, which had caused mismatches between starter, dough, and prep quantities many times in the past, have been resolved. The system retains old production quantities if a product has already begun its production timeline.

System Improvements

Eliminated Redundancies

• Output Entry by Phase Location was removed.
  • This was only a marginally useful tool for specific scenarios where there was a large discrepancy between par and actual. 
  • We have instead aimed to resolve the discrepancy itself as opposed to building a tool to solve the discrepancy.
  • Now, only grand totals are entered, greatly reducing the amount of data entry on a daily basis.
  • Today slicer was implemented in output entry. It automatically selects today’s date, reducing errors and saving time during data entry.
• Irrelevant phases, e.g. Pack, Proof, etc., were removed from output entry. 
  • We are only tracking actual production of items that we shape and bake.
• Product Sorting was removed. 
  • Transfer information is already clearly laid out in all relevant worksheets. 
  • Staff are already required to fill out a load manifest; another sorting worksheet is a redundant workflow.
• Prep Inventory was removed. 
  • This workflow was confusing and time-consuming.
  • We need to clearly write expiration dates on prep items and dispose of them after the set date, regardless of quantity.
  • Excessive overages or shortages must be reported to Logan or Michael; these mistakes indicate a mismatch between reality and system.
  • Use manual calculations and the Batch Calculator if workarounds need to be executed on the fly.

Enhanced Component Relationships

• Logical Phases: Previously, many workflows for certain products were lumped into phases that didn't make sense. Some new phases include:
  • Milling
  • Pizza Prep
  • Pizza Topping
  • Butter Prep (Pressing)
  • Filling (Post-Bake Pastry Prep)
• Logical Grouping of Components: Some examples of this include:
  • Dough divisions now separated by dough type and also can be sorted according to type, e.g. inclusion loaves, sandwich dough etc.
  • Deck and rack oven component separation.
  • Sorting within each oven workflow (pastry, bread, sliced bread, are all separated).
• These changes allow us to display workflows as they are in reality without having to do workarounds.

The Implications of Using Power BI

Streamlined Access to Information

• Gone are the days of shuffling through Excel workbooks.
  • Each location only has access to their own report, which only has their relevant information.
  • The Batch Calculator is already integrated in every report.
  • Workflow Explorer takes the place of Ingredient Demand, while also being infinitely more powerful.
  • All views automatically show today’s date, ensuring current information is always front and center.
  • The only Excel workbook in use will be used for grand total output entry.

Reducing Paper Use

• Where it is possible, we can and should shift from paper printouts to tablets to save money, reduce waste, and minimize printer-related issues.
• Tablets connected to dashboards allow each workstation to view production workflows anytime without handling multiple printouts.
• Fewer old printouts thrown all over the place means a cleaner and more organized workspace.

Improving Data Management

• Reliable Performance: Power BI handles large datasets and complex queries better than Excel, preventing crashes and performance issues.
• Auto-Updates: Power BI automatically updates data, avoiding file duplication and synchronization problems associated with Excel.
• Secure Editing: Only filters in each Power BI report can be configured, protecting the main data model from accidental changes.

Monitoring and Notifications

• Refresh Alerts: We can receive notifications if data fails to update.
• Auto-Refresh: The dashboard refreshes daily at a set time (10:00 PM) to include new data and changes.
• Quick Fixes: This allows us to detect and fix query problems promptly to ensure data accuracy.

Enhanced Data Visualization

• Better Insights: Power BI provides clear and comprehensive views of production schedules and sales projections.
• Detailed Explorers: Utilize the Workflow Explorer and Sales Explorer for more in-depth information on the relationship between production and sales.

Upcoming Operational Changes

Upcycling Old Products (Will go into effect soon)

• Storage: Store a set number of old products (Sourdough Croissants, Almond Croissants, and Pain au Chocolat) in food storage bags to standardize increments sent to PHQ instead of random quantities that are difficult to inventory.

Weekly Inventory Updates (Will go into effect soon)

• Weekly PHQ inventory will include all old pastry types for twice baked production to help monitor production overages or shortages.
• Twice Baked Products Stored in PSH Freezer: Added to the weekly PSH inventory to track current stock for distribution. This allows for distribution at a moment's notice to replenish stock at each location as needed.
• Cookie Dough Stored in PSH Freezer: Also added to the PSH inventory. This also allows for distribution at a moment's notice to replenish stock at each location as needed.

Croissant Dough Adjustments (Will be Live at Launch)

• Rounding Changes: Round pastry quantities to the nearest quarter sheet instead of half a sheet.
• Extra Dough: An additional half sheet of croissant dough is by default included in every mix to ensure sufficient supply and minimize the risk of running short of the par.

Ensuring a Smooth Launch

While I have far greater confidence in v3 compared to v2, there is always a small chance of unexpected errors when rolling out a new system.

Things You Can Do:

• Always double- or triple-check the following:
  • If numbers are reasonable and match the expected amounts for the day. Note that some small discrepancies will always exist in numbers after shaping. because of the way totals are automatically distributed.
  • If today's date is returning correctly. This will help to ensure that you are viewing the correct day's workflow. While the report will automatically refresh on its own in the vast majority of cases, sometimes it may be possible that data was not refreshed properly because of internet or device issues. When in doubt, always close and reopen the report.
• Report urgent issues immediately, regardless of the time of day. My phone number is available on quick dial for all store phones and also available on the directory.
• Give timely feedback. Whether using DM, the staff feedback form, or talking to your bakery manager, use whichever means is easiest for you to give feedback on the system. If something does not make sense, we need to determine whether the workflow itself is suboptimal or if the system is not designed for the optimal workflow.