Currently, many factories in Vietnam still rely on paper forms and Excel files for data recording, calculation, and storage. This practice incurs significant costs for businesses, including stationery, printing equipment, and labor for data entry. 

Furthermore, manual data entry, statistical analysis, calculation, and storage in Excel files reduce the reliability of data accuracy. The emergence of E-forms (electronic forms) has revolutionized the operations of manufacturing businesses, bringing about a significant transformation in the management of production processes within factories. 

Upon receiving a Work Order, the operation staff will develop a comprehensive production plan for that order, based on the requirements for product type, quantity, delivery time, and the current production status of other orders. The continuous recording of information for the purpose of tracing errors caused by equipment or materials puts a significant burden on both the operation staff and data entry personnel who must continuously update and compile data.

It is very difficult for factory management to make quick and accurate adjustment decisions when the production line encounters a problem, as they must wait for the team below to compile reports, and the accuracy of the data collected under such time pressure is difficult to trust. 

To improve and enhance production processes, and optimize the operation of machinery and equipment, factory digitalization is the most practical choice and a prerequisite for building a Smart Factory in this digital age. Digitalization, eliminating paperwork in the factory with E-form solutions, is becoming a trend that brings safety, productivity, and cost reduction for manufacturing businesses. 

Reducing Workload and Production Costs 

Implementing an E-form solution can significantly reduce the workload of operators and managers by up to 80-90%, eliminating manual tasks such as paperwork, form approval, data entry, Excel calculations, and report consolidation. By cutting down on paper, printing, and data entry labor costs, businesses can achieve substantial savings. 

Eliminating Data Entry Errors 

Data is captured through handheld devices and automatically processed by the system, eliminating errors that can occur during manual calculations, data entry, and transcription. 

E-form Solution Reduces Downtime 

Downtime is one of the most significant losses in manufacturing. It can occur due to equipment malfunctions, material shortages, warehouse issues, and more. With an E-form solution, operators can immediately report incidents to management through electronic notifications. Managers can quickly make conclusions and propose solutions by monitoring the production line’s real-time status through continuously updated automated reports. Maintenance personnel can also easily ‘diagnose’ equipment by accessing the E-form solution’s library of troubleshooting solutions, rather than flipping through manual guides as before.

Easy Data Access 

Storing data and reports in the same database allows employees to easily access and manipulate the system. Management can easily assign permissions to determine which employees can access specific types of data when using the E-form solution. 

Predictive Maintenance of Machinery 

By leveraging Data Analytics, Machine Learning, and AI within an E-form solution to collect and analyze machine operating parameters, it becomes possible to predict the optimal timing for machinery maintenance. Anticipating maintenance needs empowers factories to proactively minimize unplanned downtime, saving both time and costs, thereby ensuring smooth production line operations. 

These are the benefits that an E-form (electronic form) solution brings to manufacturing plants. In practice, to successfully implement an E-form solution in a manufacturing facility, management needs to collaborate with a consulting firm to develop a specific plan for digitizing the plant. 

New Ocean IS, with its expertise in information systems management technology and manufacturing domain knowledge, is proud to be a provider of successful digitalization solutions, especially E-form solutions for numerous large-scale factories in Vietnam. Contact us for tailored advice and a roadmap for your enterprise’s digital transformation journey.