Consumer Packaged

Goods

Automated data collection systems

for IFS Applications

THE COMPANY

Finlays Horticultural Holdings Ltd is a substantial horticultural business which includes growing, processing, packaging, marketing and distribution of cut flowers and premium prepared fresh vegetables supplying most of the UK retailers. Finlays Horticulture business is the largest vertically integreated added-value producer and exporter of fresh produce and flowers form Africa to the EU.

The Finlays group is now one of the largest growers in Kenya and China producing over 325 million stems per annum for the UK, continental European markets and Japan. The Group sources and processes a total of 836 million stems in Kenya, South Africa, UK, China and Germany.

The flowers division uses IFS at its 3 sites, Sandy, Spalding and in Holland providing cut flowers and bouquets to the retail market.

Project Objectives and Scope In early 2011 Finlays personnel attended a presentation by Cedar Bay on RF Data capture at the IFS UK offices and from there the companies discussed the possibility of developing a series of RF data capture transactions to streamline the capture of incoming inspection data from the receiving process. The key drivers for the project were:

Capture of valuable QA inspection data into IFS as part of the receiving process to reduce the manual recording information that is then not visible to the business for supplier monitoring

Automatically alert buyers to rejections and provide them the key data of the issues with pictures. This allows them to take quick action to correct the situation.

Bring test specifications and results into IFS Quality module to provide visibility to the whole company.

Force decisions on disposition and the transfer into stock based on inspection rules

Cut down on paper and spreadsheet usage/costs

Ability to monitor users productivity

Scope - First phase - 3 sites approx 13 users

Implementation Approach Once the project was approved, Finlay's worked with their IFS consultant on the configuration and set up of the Quality control plans; this was to ensure they could define control plans that allowed them to collect the data the business needed. Once these were understood another meeting with FS, Cedar Bay and Finlay's took place to define the exact details of how the RF solution was going to present the control plan questions to the user, and how the user would be guided through the process. A sample control plan from Finlays in IFS is shown below.

Automated data collection systems

for IFS Applications

The result of this meeting was the detailed functional design which defined the transactions and what information is stored at which points in IFS and where the bar codes will be scanned. This was then reviewed with the local QA teams for each site.

The hardware was fundamental to ensuring the solution delivered the expected benefits. Cedar Bay usually provides the complete solution including the wireless infrastructure, but in this case Finlays had already invested in wireless coverage for the factory floor. For the RF devices Cedar bay provided a number of alternatives but the device giving the best camera resolution and combination of features was the Intermec CN70. This device also has very good water resistance and durability.

Functionality

In the initial implementation the PO Arrival is completed using standard IFS screens. The receipt label is either already attached by the supplier or attached to the goods at this point. A typical label is shown in Figure A below. The flowers are then put into a QA location and the control plan is automatically attached to the PO receipt record in IFS. The RF results entry transaction presents the users with the inspection tests in a predefined order. The rules define which are the critical items and therefore which has to pass tests to be accepted. The control plans in IFS determine if single results, sample results or 100% inspection is required. Based on the control plan configuration, once the results are captured the system determines if the goods are acceptable for stock or need to be placed on hold. Based on that, the option to move the goods to stock may be ‘greyed out’ to prevent acceptance of non-conforming stock. At this point the user can also add photos taken with the on board camera or add notes. This additional data is attached to the PO Receipt in IFS using document management. held against the PO receipt.

Once some initial testing was completed, the software and hardware were installed ready for a pilot with the key users. From the pilot there were a few practical considerations which were highlighted and a few minor amendments were agreed. There were some concerns over the WIFI and Cedar Bay personnel worked with the Finlays WIFI provider to configure the infrastructure correctly. The system was reviewed and users trained in preparation for go live. The go live was done in a phased approach with the 3 sites going live with a 1 week gap between them.

As part of the go live, data had to be extracted from an external system for the inspection specifications and loaded into the control plans, this was done over the go live weekend. For go live, Cedar bay provided on-site support on the first 2 sites, and with remote support for the final site over a 3 week period. The suppliers were gradually brought into the system on each of the sites as the inspection procedures were verified.

On-going support was then provided remotely as required form cedar Bay.

Figure A

Some sample screens for the results entry are shown below:

Automated data collection systems

for IFS Applications

Using the data

Cedar Bay enables Finlays to have complete visibility of the quality of their receipts from each grower held within the IFS database. This allows them to assess the quality and trends of product deliveries from each grower. A key business requirement for the project was giving Finlays the ability to alert the buyers of quality problems as soon as they occurred, vital for a fast moving business like Finlays selling fresh flowers. Cedar Bay provides email alerts to the relevant buyer including pictorial evidence so that immediate action can be taken. Finlays also generated Crystal Reports, such as the one shown below, which is automatically sent to the relevant supplier for a claim in the event of a rejection triggered by the RF device in the QA area.

Ease of Use

The Cedar Bay solution has transformed the Quality Assurance area, replacing a mass of tedious paperwork with a streamlined RF scanner solution. Separate Spreadsheets, Word documents and attached pictures have all been replaced with a simple on-line solution that informs buyers immediately of any issues without relying on manual intervention. All data is now centralised in IFS with automatic capture of real time transactions using RF terminals, as the products are moved around. This provides accurate computer visibility of the products within the quality area at any point in time.

Future Benefits

After gaining the immediate benefits, Finlays were able to extend the project across the supply chain, linking a despatch record of products from their site in Holland, to a receipt record at the receiving UK site. This enabled the tracking of both product and containers through the transportation cycle. The supply chain element required the modification of key IFS processes and so Cedar Bay ran a long and demanding pilot cycle to ensure that the whole process ran smoothly and lowered the business risk to Finlays.

Next steps

Along with a review of the IFS Solution for an upgrade, Finalys will be up lifting the Cedar Bay solution to the latest functional edition. Once this is in place there will be a review of the Kenyan operations to streamline the supply chain operations between there and the UK sites.

HOW CAN WE HELP YOU?:

Cedar Bay Corporate Headquarters Eagle Tower, Montpellier Drive, Cheltenham, Glos, UK. GL50 1TA Tel Europe: +44(0) 1242 304244 Tel Americas: +1 (973) 975-5560 e-mail: info@cedar-bay.com www.cedar-bay.com

IFS is a registered trademark of IFS AB. All other product or company names appearing in this publication are used for identification purposes only and may be trademarks of their respective owners.