Just curious if anyone has had success using Excel to replace paper logsheets?

we are pushing heavily to go to all paperless data collection on our shop floor.
we already do almost all of our SPC data collection with computers using a nice package called WinSPC, with that I am able to link to other documents, and was thinking of using it to link to excel spreadsheets that would be used to collect our non-spc data.

Any thoughts? successes? problems?

When I was in charge of lab at last job, we logged all our samples, status, etc, into a log which we eventually changed to a spreadsheet. We shared this as a read only with sales/shipping coordinators so they could always see where we were in the process. It worked quite well, and eliminated multiple phone calls from various depts trying to figure out where we were on testing status. That meant we had more time to do our jobs with less interruptions. :rolleyes:

Is this what you were looking for? I really think that anything that you would be logging on paper could be logged in a spreadsheet and it would probably be "safer" from the standpoint of not having loose paper floating around. It all depends on the availability of computers and the skill of the people. good luck!

About a year ago, QA with some help from our external auditor managed to convince 1 of our plants to use extended time frame computer spreadsheets updated and available to operators rather than short term ones that were turned over to a supervisor. Lo and behold, we suddenly started seeing trends and got better furnace control. Managed to decrease paper use and improve the product at the same time. :)

As Steel maiden notes, issues that have to be considered include computer access and people skill/training. I'd also add comfort factor/buyin - will the changes actually make the work easier (or will a majority of those involved feel that it does), does it help empower the individuals, or will they perceive it as management looking over their shoulder? Also, don't forget paper isn't necessarily bad, and a good paper system doesn't necessarily need to be transferred to a computer driven system.

What for you have logsheets. what for you use them. What data collected ?
Do you need them. I use them in the beginning of the process or a process change, but later review the situation, and if it gaves already more work than use I get rid out of them. It doesn't make any sense to heve one at the machine, to prove that you have been there if the problems are not solved.
Give us some more specific info, then we may help more.
György

When I was in charge of lab at last job, we logged all our samples, status, etc, into a log which we eventually changed to a spreadsheet. We shared this as a read only with sales/shipping coordinators so they could always see where we were in the process. It worked quite well, and eliminated multiple phone calls from various depts trying to figure out where we were on testing status. That meant we had more time to do our jobs with less interruptions. :rolleyes:

Is this what you were looking for? I really think that anything that you would be logging on paper could be logged in a spreadsheet and it would probably be "safer" from the standpoint of not having loose paper floating around. It all depends on the availability of computers and the skill of the people. good luck!

I think I have tackled a majority of the skill problem already. As I said about 95% of all of out SPC charting is done on PC's now that we have implimented throughout the plant. Alot of people, especially the older crowd who have been here 20+ years, had never used a computer before. Most seem at least comfortable with using them, I don't get called out to the shop floor to help them enter data nearly as much as I used to when we first started the SPC program late in 2004.

What this will really help us do I think is locate information quicker. Due to space limitations I was never able to keep more then a couple months worth of logsheets here near my desk, and we had to put stuff in bankers boxes and store it clear on the other side of the plant. And I could always count on engineering coming to me and asking for information that I had just had sent over there. :mad:

About a year ago, QA with some help from our external auditor managed to convince 1 of our plants to use extended time frame computer spreadsheets updated and available to operators rather than short term ones that were turned over to a supervisor. Lo and behold, we suddenly started seeing trends and got better furnace control. Managed to decrease paper use and improve the product at the same time. :)

As Steel maiden notes, issues that have to be considered include computer access and people skill/training. I'd also add comfort factor/buyin - will the changes actually make the work easier (or will a majority of those involved feel that it does), does it help empower the individuals, or will they perceive it as management looking over their shoulder? Also, don't forget paper isn't necessarily bad, and a good paper system doesn't necessarily need to be transferred to a computer driven system.

I think our operators got over that paranoia of Big Brother watching when I introduced the SPC program, because alot of them were concerned thats what I was doing.

I agree that a good paper system can be very effective, It would be interesting to me just to see how much money we save by eliminating the paper. Not to mention how many forest's :D

What for you have logsheets. what for you use them. What data collected ?
Do you need them. I use them in the beginning of the process or a process change, but later review the situation, and if it gaves already more work than use I get rid out of them. It doesn't make any sense to heve one at the machine, to prove that you have been there if the problems are not solved.
Give us some more specific info, then we may help more.
György

Most of the data that we collect via our logsheets is process monitoring, ie temp / pressure / power however there is alot of it that is customer requirement's Stuff that is not considered a "Critical Characteristic" for those are almost always tracked with SPC, but these Items are called out on our Control Plans. Alot of it has to do with Lot Control and Traceability as well.

Just curious if anyone has had success using Excel to replace paper logsheets?

we are pushing heavily to go to all paperless data collection on our shop floor.
we already do almost all of our SPC data collection with computers using a nice package called WinSPC, with that I am able to link to other documents, and was thinking of using it to link to excel spreadsheets that would be used to collect our non-spc data.

Any thoughts? successes? problems?


Many companies, if not most, enter certain data into electronic formats of all sorts, rather than paper. - to some degree.

Few companies have managed to go completely paperless, every last piece, however. It seems easy to get to 50, 70 80% paperless, but it seems there are a few items where it is not advantageous.

My suggestion would be to not look at it as an either all or nothing idea. Go paperless on those items where it is easy and makes sense. If you like the results, push a little further. Very quickly, you will find those items where a simple piece of paper makes more sense. The rest will be paperless and efficient.

Short, sweet and simple?

Many companies, if not most, enter certain data into electronic formats of all sorts, rather than paper. - to some degree.

Few companies have managed to go completely paperless, every last piece, however. It seems easy to get to 50, 70 80% paperless, but it seems there are a few items where it is not advantageous.

My suggestion would be to not look at it as an either all or nothing idea. Go paperless on those items where it is easy and makes sense. If you like the results, push a little further. Very quickly, you will find those items where a simple piece of paper makes more sense. The rest will be paperless and efficient.

Short, sweet and simple?


Thats my motto really, I was just wondering if there was anyone else out there that had attempted the same thing with excel, and if there were any big problems with it. The Biggest problem I am going to have is getting enough licences for excel for all the floor machines that do not have it currently installed.

Does anyone know of any off the shelf products that are out there that could do the same thing? The only thing i found that looks close was a program called eLogger and even that looked like it wouldnt quite fit.

Thats my motto really, I was just wondering if there was anyone else out there that had attempted the same thing with excel, and if there were any big problems with it. The Biggest problem I am going to have is getting enough licences for excel for all the floor machines that do not have it currently installed.

Does anyone know of any off the shelf products that are out there that could do the same thing? The only thing i found that looks close was a program called eLogger and even that looked like it wouldnt quite fit.

If you just want an Excel replacement, look at Open Office (http://www.openoffice.org/), an excellent free, open-source office suite that includes a (mostly) Excel-compatible spreadsheet program. See the features here (http://www.openoffice.org/product/calc.html).

If you have a good VB or Web programmer you can get around the license on every machine by just providing a data input front end in a web page that dumps to a excel spreadsheets on just one computer. Paperless is good, the only drawback is that the schmucks got rid of the paper process without realizing it is a good process to have if the computers go down. Now when the network poops the bed, people just stand around cleaning up or do training (busy work). I suggest you keep the paper process as a back up. Put all your eggs in one basket and they are liable to get cracked.

If you want a paperless system, why not install all your documents and forms in your web page, using Frontpage, HTML.
In our end instead of using Excel, we create Access database to have records, we only print the record if we need it bit in some cases to ensure paperless system, we automatically attach the said record into the outlook express to email it to the concerned person.

raffy

If you want a paperless system, why not install all your documents and forms in your web page, using Frontpage, HTML.
In our end instead of using Excel, we create Access database to have records, we only print the record if we need it bit in some cases to ensure paperless system, we automatically attach the said record into the outlook express to email it to the concerned person.

raffy

That is a good idea, I know for a fact though that our IT guys wouldnt Go for the access thing. Ive have tossed up the idea of them doing a custom VB app and porting all of the data to our SQL database, and they thing that would be a great Idea, they just do not have the free resources available to do any coding on it.

I may do some experimenting on my own with access and frontpage.

Thanks for the suggestion!

That is a good idea, I know for a fact though that our IT guys wouldnt Go for the access thing. Ive have tossed up the idea of them doing a custom VB app and porting all of the data to our SQL database, and they thing that would be a great Idea, they just do not have the free resources available to do any coding on it.

I may do some experimenting on my own with access and frontpage.

Thanks for the suggestion!


I sometimes make the comment, "if you have an IT Support Dept., but you can't get them to do your work for you, do you really have an IT Support Dept.?"

Actually, for those who may remember a thread a few weeks ago where we discussed whether IT Support should be defined as a "process," it is this kind of situation that causes me to recommend highly, that we should define IT Support as a support process. Most companies cannot function today without IT, yet we leave them outside the ISO system entirely. Doesn't make sense to me.

PS: let's not break off into debate on this, that thread was beaten to death already. Just wanted to use this as an example.

over the last 5 years we have i have developed an Excel spread sheet, to do many things.

First we determined there we were having a lot of non-profit downtime.

the biggest thing we came up with was paperwork the operators had to fill out prior and during processing the material.

This is working great for us. customers think is the Cats A$$ .

some details on what we are doing with excel.

first the spread sheet is totally prompt driven.
its in 2 languages. ( english and spanish ) switchable anytime.
records gages used, tracks cpk, process capability, NCM.

minimal training due to 90% prompt driven, no option to skip.

We do have actual paper abilites as back up.
all persons are first trained in paper methos, then trained in eletronic .


control limits are real time based on current historical data that gets saved to a master file, and the data is retreived from the master file when a new work sheet is started for the ext order. the master file contains the standard dev. from every order ran since clearing the file, i usally clear the file annualy.

this gives me the current variation of the equipment and sets control limits accordingly. no operator calculating.

there is a form set up in the spreadsheet which allows the operator to view there work instructions, any FMEA, or Control plan they choose.

the spc function allows the operator to pick from a pull down list the size of the bar being measured. ( pull down menu helps avoid typing errors )

excel evaluates the reading, then plots point on XR Chart.
if the data reading is out of control, the screen changes to yellow, and an Action pops up on the screen so the operator is forced to input what action he took to correct the out of control condition.

out of spec's turn the screen red with the same pull down box.

If they produced an out of spec. or non-conforming bar, the is another sheet they can access by hitting a button which is a non-conforming material tracking form. here they can record ncm material with details.
and working on other things.

this has been an on going project for about 6-7 years now.

the Biggest thing about writing a spreadsheet where operators have to input data is to prevent them from doing what you do not want.

i spend more time on making it error proof, and have locked out almost every menu, every key, in an effort to prevent them from exploring the computer, changing the settings, prevent errors in data entry.

the Benifits we have seen.......
1st production per man hour has increased, employee satisifaction is up.
forces compliance to some of our procedures.

no more work instruction manuals on the shop floor. ( great for me as now i do not have to go collect 15 manuals and make 15 different updates, )

all files the spreadsheet retrevies are stored on one central server. so now i just update server, and all work stations reterive the current verision.

no more manual spc charts
no errors, self monitoring for out of control conditions, force actions taken,
( next thing ill be adding is patterns of out of control. )

no more manually filled out forms ie..
gage verification log, non-conforming material reports, spc charts,


All in all we have calculated the following saving and improved effecentices

first every order we process goes through a min. of 4 different process.

we process about 300 orders a month.

time saved per order 30 min.

300 x 30 x 4 = 600 man hours a month. ( means 600 man hours more in production.)

a pretty go return on investment, considering all the work shop computers are hand me downs from old office computers.

as a final note, this is one of the best continual improvment projects we have done. ( one note about the spreadsheet there is a lot of vba coding ( macros ) running the sheet.

I am not a professional programmer, im just a quality manager who's hobby is computers and VB & VBA programming.

DaMann

Paperless is good, a lot less space and you can read the data! I guess one has to weigh it against the costs of implementing workstations where needed as well as the I.T. costs including software licensing (who does that anyway I know I never audit it) and hardware field support. I see most companies have a mix of both.
We have I.T. support but their project backlog is so long its not even worth getting on the list. Instead it has promoted educated engineering types to establish their own networks and servers within the organization itself. I know one mfg area that has a server with "recreational stuff" on it to be used for breaks and lunches. ;)

On a separate note,:topic: , Marc might be able to answer this, why do I.T. folks go nuts over people having their own access databases? I always thought it was a control thing myself. Are access databases prone to cause viruses also are they encryptable? :topic:

why do I.T. folks go nuts over people having their own access databases? I always thought it was a control thing myself. Are access databases prone to cause viruses also are they encryptable?

Having developed a number of Access databases over the years I have caught my fair share of IT disgruntlement. I've also learned that most of the IT complaints about Access databases are well deserved.

1. When the person who developed the Access database leaves the company, it usually falls on IT to maintain it.

2. Previously, when Microsoft released Access 2000, it did not make Access 97 files upgradeable. Many IT departments had to hold off on releasing Office 2000. Running any Office 97 product along with other Office 2000+ products caused machine problems due to the incompatibility of common runtime files (Google "DLL ****" for a deeper discussion). Since then, MS has been better about this, but the bad taste still lingers.

3. Access databases often start out with a limited scope and a small user set. Over time these grow beyond Access's capabilities (i.e., number of users, file size), and the application becomes unstable.

4. Access databases are prone to corruption. The inherent file structure is not a true relational database, so the indexing needs a lot of maintenance that often doesn't get done.

I know of no special viruses that they are prone to. And they can be protected using passwords, but for shared solutions I've typically just restricted access through network permissions.

...

Nick, you sound like one of the good guys...any way we can clone you?

Yeah this makes me wish I knew more about VB programming so i could do some of that stuff.

These spreadsheets will be logsheet replacements only, All of our SPC data is collected via WinSPC. The Nice thing is that WinSPC allows me to use its front end to link to the required spreadsheets, so the operators will not have to navigate out on the network to find them, or have shortcuts on the desktop that can be erased/changed. The prompt thing really interests me. I would like to see your stuff in action, any chance of sharing a file i could look at?

over the last 5 years we have i have developed an Excel spread sheet, to do many things.

First we determined there we were having a lot of non-profit downtime.

the biggest thing we came up with was paperwork the operators had to fill out prior and during processing the material.

This is working great for us. customers think is the Cats A$$ .

some details on what we are doing with excel.

first the spread sheet is totally prompt driven.
its in 2 languages. ( english and spanish ) switchable anytime.
records gages used, tracks cpk, process capability, NCM.

minimal training due to 90% prompt driven, no option to skip.

We do have actual paper abilites as back up.
all persons are first trained in paper methos, then trained in eletronic .


control limits are real time based on current historical data that gets saved to a master file, and the data is retreived from the master file when a new work sheet is started for the ext order. the master file contains the standard dev. from every order ran since clearing the file, i usally clear the file annualy.



this gives me the current variation of the equipment and sets control limits accordingly. no operator calculating.

there is a form set up in the spreadsheet which allows the operator to view there work instructions, any FMEA, or Control plan they choose.

the spc function allows the operator to pick from a pull down list the size of the bar being measured. ( pull down menu helps avoid typing errors )

excel evaluates the reading, then plots point on XR Chart.
if the data reading is out of control, the screen changes to yellow, and an Action pops up on the screen so the operator is forced to input what action he took to correct the out of control condition.

out of spec's turn the screen red with the same pull down box.

If they produced an out of spec. or non-conforming bar, the is another sheet they can access by hitting a button which is a non-conforming material tracking form. here they can record ncm material with details.
and working on other things.

this has been an on going project for about 6-7 years now.

the Biggest thing about writing a spreadsheet where operators have to input data is to prevent them from doing what you do not want.

i spend more time on making it error proof, and have locked out almost every menu, every key, in an effort to prevent them from exploring the computer, changing the settings, prevent errors in data entry.

the Benifits we have seen.......
1st production per man hour has increased, employee satisifaction is up.
forces compliance to some of our procedures.

no more work instruction manuals on the shop floor. ( great for me as now i do not have to go collect 15 manuals and make 15 different updates, )

all files the spreadsheet retrevies are stored on one central server. so now i just update server, and all work stations reterive the current verision.

no more manual spc charts
no errors, self monitoring for out of control conditions, force actions taken,
( next thing ill be adding is patterns of out of control. )

no more manually filled out forms ie..
gage verification log, non-conforming material reports, spc charts,


All in all we have calculated the following saving and improved effecentices

first every order we process goes through a min. of 4 different process.

we process about 300 orders a month.

time saved per order 30 min.

300 x 30 x 4 = 600 man hours a month. ( means 600 man hours more in production.)

a pretty go return on investment, considering all the work shop computers are hand me downs from old office computers.

as a final note, this is one of the best continual improvment projects we have done. ( one note about the spreadsheet there is a lot of vba coding ( macros ) running the sheet.

I am not a professional programmer, im just a quality manager who's hobby is computers and VB & VBA programming.

DaMann

I have tried to upload a pdf demo of the work sheet and a ziped file but i can seem to be able to upload files from here, firewall issues i would guess.

its a 1.92 MB file if you like i can email to you.

Srry for the long delay

Damann

Sure, Id be interested in seeing what you are using.

Feel free to Private message me your email address.

I am looking for a excel spc spread sheet, I have read the postings and was hoping to see if there were any newly created SPC formats in excel available. I am with a small company and introducing SPC in to it as ford is the customer. I used to work with SPC Express , unfortunately the company I work for can not afford that software yet.

If any one has a working spc formate can you please send it to me, I would appreciate it so so much.

QC lifer :);)

I am looking for a excel spc spread sheet, I have read the postings and was hoping to see if there were any newly created SPC formats in excel available. I am with a small company and introducing SPC in to it as ford is the customer. I used to work with SPC Express , unfortunately the company I work for can not afford that software yet.

If any one has a working spc formate can you please send it to me, I would appreciate it so so much.

QC lifer :);)I did a search in the Post Attachments (see the green button in the header) using key word SPC, and came up with this list of attachments (http://elsmar.com/Forums/fileslist.php?mode=allfiles&sortby=filename&pageamt=2&criteria=SPC). Some are Excel. If none of these are suitable, please let us know.

hm - didn't notice how old this thread was before replying. feel free to ignore =)

Just curious if anyone has had success using Excel to replace paper logsheets?

Any thoughts? successes? problems?
We have an extensive use of Excel for logs for things involving office/mgt/qms/eng. We would have MAJOR training issues with the bulk of our production force trying to get them to use Excel. The majority are longtimers and mildly to severly computerphobic. ;) On the floor paper logs remain in the few places things get logged.
If your folk aren't scared of spreadsheets electronic records are way easier to maintain and search.

I have gone totally paperless with log sheets for about a year now... it is much easier... we back up to a secure drive on our server every night automatically in case we lose anything.. go for it... !!