DearColleague,

It'ssoeasytofallintoanumberoftrapswhenorganisingandrunningengineeringprojects,
anddesigningandmanufacturingeffectiveautomatedmachinesarenodifferent.
ThatswhyIvewrittenthisshortreporttoprovideaheadsuponthetypicalissuesthatcan
ariseatthedifferentstagesofaproject.AnyoftheissuesIveidentifiedwillhaveabigknock
oneffectonyourproject,andifnotquicklyaddressedthesepitfallscanmakethedifference
betweenexcellentROIforyourmachine,oronewhichisaconstantdrainonresources,andan
ongoingsourceoffrustrationandinefficiency.
Thisreporthasbeendividedintofoursectionswhichreflectthedifferentstagesofatypical
automatedmachinesproject.Thekeypointisthattheefficiencyandperformanceofany
machinethatisfinallyinstalledandworkingwillbedirectlyimpactedbythepointsraisedin
eachofthesefourstages.

IhopeyouenjoythisreportandIdbedelightedtoreceiveyourfeedbackandcomments,
andhearaboutyourownexperiences.
Yoursfaithfully,

MikeEvans
ManagingDirector
EBSAutomation

Copyright 2015 EBS Automation Ltd


1) SALESPROCESS

1.1Oneofthekeyissuesisthatyouneedyourpotentialsuppliertotakeapracticalview
regardingthedifficultyoftheprojectiftheyareinneedofworkthentheyaremorelikelyto
takeajobthatisontheedgeoftheircapabilities.Soyouneedtobe100%certainthatyour
supplierhasthenecessarycapability;dontjustaccepttheirwordforthat,butaskfor
referencesandproofthattheyaremorethancapableofhandlingyourproject.

Ontheotherhand,customerscansometimesbeguiltyofpushingsuppliersbeyondtheir
naturalcapabilities,orignoringtheadvicegivenbythesupplierduringthesalesprocess.For
example,sometimessupplierscanbepersuadedbythecustomertofollowacertainrouteto
savetimeorcosts,andthiscancomebacktohauntthecustomer.
Irememberacaseinpointwherewetoldourcustomerthattheyreallyneededathree
stationmachinetoreachtheirobjectives.Theymanagedtotalkusintoatwostationsolution
thatreallywasgoingtobeontheedgeofitscapacity.Wetooktheprojecton,anditcostusin
termsoftheaddeduncertaintyandworkrequired,butitalsocosttheClientinthatithada
materialeffectonhowefficientthatmachinecouldeverbe.
Becertainthatyourproposedprojectisbeingconsideredverycarefullyanddeeplybyyour
potentialsupplierbeforetheydecidetotakeiton.

1.2AnothercriticalaspectofthesalesprocessistheaccuracyoftheProjectScoping
undertakenbypotentialsuppliers.Youshouldexpectyoursuppliertodemonstratealevelof
expertise,andleadtheprocessbyaskingyouquestions,andreallylisteningtoyouranswers,
andseekingclarificationwherenecessary.

1.3Tobe100%confidentinwhatanyautomatedmachinesuppliercandeliver,anabsolutely
keyskillhastobetheirresearchcapability.Youprospectivesuppliershouldhavedonetheir
homeworkthoroughlybeforetheyputforwardtheirproposals,sotheycanprovide
reassurancethatwhattheyareproposingwillworkwell.

1.4Yoursuppliermusthave,andreligiouslyfollow,adefinedsalesprocesstoeliminate
potentialpitfallsbeforeyoubeginaprojectwiththem.So,dontbeafraidtoaskyoursupplier
whattheirsalesprocessinvolves,andhowsystematiseditis.Ifyougetablankresponse,then
thatsasuresignthattheirproposalsmaybeashitandmissastheirprofessionalisminthis
criticalfirststageofyourproject.

Insummary,youridealSuppliermustbetheleader,andhavetheexpertise,confidenceand
systemstocreateadetailedprojectspecificationdocumentthatgetstheapprovalfromyou,
theClient.

Copyright 2015 EBS Automation Ltd

2) CONCEPTSTAGE

Themoreyourprojectrequirementcanbesimplified,thequickerandeasieritistoarriveat
therightconceptthatwillnotbeunnecessarilycomplicated.

2.1Consequently,acriticalaspectofarrivingatthebestconceptisclosecontactbetween
yoursupplierandyou,thecustomer.Expectandencourageyoursuppliertocontinuously
comebacktoyou,questioningandcheckingyourrequirements,andconfirmingthattheyare
headingintherightdirection,withbuyinfromallpartiesinvolved.

2.2Anotherimportantpointwhentheprojectteamdiscussestheconcept,isthatitdoesnt
relytooheavilyonpasthistory,andwhathasbeendonebefore.Whilstrelevantexperienceis
important,yoursupplierneedstoavoidoverrelianceonthisishowwediditbefore.Can
yourproposedsupplierlookattheproblemandyourrequirementswithafreshpairofeyes,
andthinkfromfirstprinciples?

2.3Arelatedfactoristhatitsimportantforsupplierstobeawareof,andembrace,new
technologiesandlatestmethodologies,ratherthanpossiblybeingweddedtoolderpractices
thatmay,ormaynot,beappropriate.

2.4Anotherkeyelementoftheconceptstageisvalueengineeringtheproposedsolutionto
doublecheckforopportunitiestosimplifyoradjusttheconcept.Thisprocessalsoneedsto
accommodateanychangesyoumayhaverequestedsincetheoriginalbriefwasagreed.

Thevalueengineeringshouldbedonehandinhandwiththeengineerorprojectleaderwhois
responsiblefordocumentingthefinedetailsoftheproject.Itiscriticalthatyoursupplier
maintainsandupdatesonedocumentthatcombinesandencompassesallaspectsofthe
project(suchastheFunctionalDesignSpecificationFDSusedbyEBSAutomation).

2.5Anotherimportantaspectoftheconceptstageistodevoteenoughtimetocalculatingthe
consistencyofthemachinescycletime.Thecycletimeshouldbedefinedasaccuratelyas
possiblebeforeanyactualengineeringworkiscommenced.Sowhenthetargetisforan
OverallEquipmentEffectiveness(OEE)of85%forexample,thesupplierknowshowclosethey
areachievingtheirgoal,withouttheinaccuracyofcycletimesbasedonbestguesstimates.

Attheendoftheday,whenamachineisputunderpressuretoachieveaspecificOEE,ifitis
runningontheedgeofitscapabilitybecausethecycletimewasnotaccuratelyknownbefore
installation,thenitwillofteneventuallyleadtoproblemsonceinoperation.

Inconclusion,itiscriticalthatyourpotentialsupplierisgiventhetime(andisactively
encouraged)todotheirduediligenceattheconceptstage,beforecommittingtoyourjob.As
aprofessionalclientorganisation,youneedtoacknowledgethesuppliersresponsibilityto
undertakethecorrectpreparationwork,andbepreparedtoactivelyparticipateinthe
process,ifyouaretoachievetheverybestresultsfromtheprojectandyourinvestment.

Copyright 2015 EBS Automation Ltd

3) PROJECTMANAGEMENTANDPLANNING

3.1Anyautomationorspecialpurposemachinewillnearlyalwaysbeoperatingaspartofa
largerproductionsystem.Thereforeoneofthemostimportantelementsofanysuccessful
projectrelatestotheleadtimesthatarequotedbyyoursupplier.

Toensureaccuracyofestimatedleadtimes,thiscannotbelefttoeducatedguesswork.A
formalplanningprocessmustbeemployedwhichbreakstheprojectdownintodistinctsteps,
eachofwhichcanthenbeanalysedfortimerequirement.EBSAutomationforexample,
employsa14stepprocesswhichidentifieskeymilestonesanddeliverables,andanyreputable
suppliershouldbeabletoshowyouindetailtheirprojectmanagementsystems.

3.2Andonceleadtimeshavebeenestablished,thenplanningandcommunicationand
interfacingwithyoursupplierbecomesvital.Makingsurethatyouareallworkingontheright
levelofinformationandthatnothinghaschangedinthespecificationwithoutallparties
knowingisthebestwaytoavoidawkwardandunpleasantconversationslateron.

Naturallythefinedetailsofyourrequirementsmaychangewithtime,anditisyour
responsibilitytomakesurethesearecommunicatedtoyoursupplier(andacknowledgedby
them)asquicklyaspossible.

Itisworthrecognisingthedifferencesbetweentechnicalcommunicationsandthe
commercialtypeofcommunications.Becauseyouobviouslydontwanttobetalkingtotoo
manypeople,itisimportantthatyouclearlyestablishfromthebeginningthebestwayto
managetheseverydifferenttypesofconversationorcorrespondence.Doyouwantjustone
contactatthesupplier,regardlessofthecontextofthemessage,orwouldyoupreferto
channeldifferentmessagestodifferentcontactswithinyourorganisation?
Clearpointsofcontactestablishedupfront,andthencontinuouscommunicationwiththem
throughouteverystagewithintheprojectisasoundbasisforefficientprojectmanagement.
3.3Afurtherpointtoconsideristhatratherthanjustamanagementteamdoingtheplanning
andprojectmanagementandthenfeedingthatdowntotheengineers,discusswithyour
supplierwhetheractualownershipofyourprogrammewithintheirprojectteamwilloffer
additionalbenefits.
Theimportanceofyoursupplierhavingarobustprojectmanagementstructurecannotbe
underestimated,becauseprobablythemajorityofdeliveryandbudgetissuesstemfromthe
knockoneffectsfromdelaysinelementsofyourprogramme(orevenfromotherprojects
yoursupplierisdelivering).Thecumulativeeffectofmultiplesmalldelayscanveryquickly
becomesignificantlydamagingtotheoverallsuccessofyourproject.

Copyright 2015 EBS Automation Ltd

4) TESTING&COMMISSIONING
Thisfinalpartoftheprojectjigsawisoftenoverlooked,butitcanbeasourceofmajor
headaches,particularlywhenthegolivedateforyourprogrammeisgettingcloserandcloser.
4.1AkeyaspectfromtheSuppliersviewpointistohaveclarityfromyouonwhetherornot
anyfinalmodificationsortweaksarerequiredtothemachinebeforethetestingstarts(which
willinevitablydelaythetesting).Soitiscriticaltonaildownanyfinalchangesbeforetesting
hasstarted.
4.2Thetestingregimeandcommissioningplanshouldbedetailedinwritingasearlyas
possible,thenagreedandsignedoffbyyou,theclient,sothatyouclearlyknowwhatisgoing
tohappen,andwhen.Thenwhenthetestingandcommissioningbegins,therewillbeno
unexpecteddelaysoroversightsregardingfunctionalityandoperationofthemachine.
4.3Anotheraspectthatneedsaddressingistoidentifyanynecessarytrainingforyour
personnel.Peoplewhoaregoingtobeoperatingyourmachineryshouldideallyhavehada
chancetobuyintothemachine.Becauseiftheydont,anditarrivesonsiteasabitofan
alien,thenitismuchhardertogetthemtobuyintoitafterithasbecomeafaitaccompli.

Thecorrecttrainingmeansthatthereisnodangerofproductionstaffbelievingthatthejobis
runningcorrectly,wheninrealityyourmachinecouldbesignificantlylessproductivethanits
truepotentialandspecification.

Organisinggoodandthoroughtraining,possiblyevenbeforecommissioningonsite,shouldgo
alongwaytoensuringthemachinebecomesalmostimmediatelyproductivewhenitarrives.

4.4Occasionally,ithasbeenknownforamachinetobepulledontositeearly,beforetesting
andcommissioningiscompleted.Thisscenarioshouldbeavoidedifatallhumanlypossible,
becausethemachinecannotbesignedoffbyyoursupplier,andtheresponsibilityforthe
costsofanyfuturefinetuningorbeddingininevitablybecomesasubjectofdebate.
Inanidealworld,thetestingandcommissioningshouldproceedwithoutmajorsurprisesor
hiccups!Shouldthisnotbethecase,thenitisinevitablyareflectionandconsequenceofthe
previousthreestageswehaveconsidered.
Ifthesupplierssalesprocesswasnotthorough,ifthebasicconceptiswrongorofftarget,or
ifthemanagementandplanningoftheprojecthasbeenhaphazard,thenitwillinevitably
cometolightatthisfinalstageoftestingandcommissioning.

Copyright 2015 EBS Automation Ltd

SUMMARY
Puttingintheeffortandcommitmenttomakesurethatyouarealwaysalignedwithyour
supplierfromdayone,andalongthewholeoftheprojectroute,isthekeytoyoursuccess.
So,whilstitmaycomeasnosurprise,ifyoureallydowanttoendupwithanautomated
machinethatworkslikeadream,ratherthanonewhichfrustratesandunderperforms
thenthesecretisto
Getitrightatthebeginning(whereexpectationsareclearlysetandagreed),whichthen
makesitmucheasierto
Getthedetailsrightinthemiddle(i.e.anoptimisedconceptandpainstakingproject
management),whichinturnleadsto
Averyhighprobabilitythatyoullgetitrightattheend(viaathoroughtestingregimeand
successfulcommissioning).

CONCLUSION
Ihopeyouvefoundthisreportinteresting,andhavepickedupsomeusefultipsand
knowledge.
Withabetterinsightintohowtoidentifyandselectanappropriatesupplierforyour
automatedmachineproject,youshouldbebetterpreparedtoavoidthecostlydelaysand
frustratingmisunderstandingsthatcanundermineasuccessfulprojectcompletion.
Iwantedthisreporttobebothinformativeandthoughtprovokingandtogiveyoua
benchmarkagainstwhichyoucanjudgedifferentsuppliers.Ifyouhaveanycommentsor
suggestions,pleasegetincontact.
Andifyouareconsideringanyspecialmachineorautomationrequirement,thenpleasetake
advantageofaninformal,noobligation15minutetelephoneconsultationwithmyselforone
ofmyautomationspecialists.Wewillbedelightedtochatwithyouandofferourbestadvice
andguidance.
Yourssincerely,

MikeEvans
ManagingDirector

Copyright 2015 EBS Automation Ltd

AboutEBS:EBShavebeendesigningandmanufacturingbespokespecialpurposemachines,
automatedandroboticsystemsforover18years,withengineersofcombinedknowledgeand
experienceinexcessof150years.
WeprovidetailoredsolutionstotheLifeSciences,Automotive,Pharmaceuticalandwider
IndustrialsectorsintheUnitedKingdom,Spain,Poland,CzechRepublic,RomaniaandTurkey.
Forfurtherinformationandfreeresources,pleasevisitwww.ebs.uk.com

EBSAutomationLtd
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ParcDafen
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Carmarthenshire
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Telephone+44(0)1554779090
Email:info@ebs.uk.com

Copyright 2015 EBS Automation Ltd