Thanks to technological advancement, businesses are gradually transforming to adapt to market changes. E-forms are one of the innovative trends that many enterprises are embracing. Let’s delve deeper into E-forms and the enterprise solution “Factory Smart Forms & Checklists” through this article. 

Digital Transformation Trend in Manufacturing  

The term “digital transformation” has become ubiquitous in economic development associated with information technology. In Vietnam, particularly in the manufacturing industry, how is this digital transformation process unfolding? According to McKinsey Global Institute, a survey revealed some noteworthy figures: 

• 56% of managers and executives believe that data breaches only occur when businesses use paper-based information. With data resources stored on electronic information systems and cloud computing platforms with near-absolute security levels, it is nearly impossible for hackers to attack and steal data. 
• 60% of managers and executives believe that paper documents are at a higher risk of being stolen than electronic documents. 
• 70% of managers and executives believe that only by implementing digital transformation can they maintain a competitive advantage and develop over the next 5 years. 

It is easy to see that digital transformation is an inevitable trend in the future. Whether sooner or later, more or less, businesses undertaking innovation, updating, and applying modern technology is a smart move in the context of a constantly changing economy due to the COVID-19 pandemic.

According to another report from Cisco (April 2020), out of a total of 1,340 businesses in the Asia-Pacific region, only 50 Vietnamese businesses have successfully implemented digital transformation solutions. 50/1340 is a very small number compared to the rapid development of technology at the present time. 

The question is, have the remaining businesses not realized the potential or do they not have enough conditions to implement digital transformation? Recognizing the challenges faced by businesses and also being a pioneer in bringing digital transformation to manufacturing industries, New Ocean IS has introduced the enterprise support solution Factory Smart Forms & Checklists (FASF). FASF is an E-form with operating rules and a development platform based on Azure cloud computing, leading the digital innovation movement and deserving to be an “extension” of the enterprise. 

What is an E-Form? 

Unlike traditional paper-based forms, an E-Form, or Electronic Form, is a digital form that can be accessed and completed on any smart device, such as a smartphone, tablet, or laptop. E-Forms allow users to store vast amounts of data on cloud-based platforms. This is a key feature of the Factory Smart Forms & Checklists project. Developed by New Ocean IS, a Microsoft partner, FASF leverages Azure cloud computing, ensuring secure and ample data storage. 

About New Ocean IS and Factory Smart Forms & Checklists 

New Ocean IS 

Founded over 11 years ago, New Ocean IS provides businesses with digital solutions. The company focuses on cloud-based software solutions, digital transformation in manufacturing, and IT software outsourcing. Notable solutions include Supply Chain, Traceability, and Warehouse Management. 

Another successful project by NOIS is Factory Smart Forms & Checklists. The COVID-19 pandemic severely impacted the global and Vietnamese economies. As businesses sought to recover in late 2021, they faced the challenge of optimizing production while minimizing costs. New Ocean IS, with Factory Smart Forms & Checklists, offers a solution to this problem. 

Factory Smart Forms & Checklists 

FASF is an E-Form built on a robust Azure and Power BI foundation. It allows for the storage and processing of large volumes of data. Traditional methods of storing and processing the vast amounts of data generated in manufacturing processes are inefficient and costly. 

FASF addresses these issues by digitizing production management. It provides real-time data, enabling managers to identify potential production problems. Managers can monitor production processes visually using smart devices from anywhere. The E-Form system also sends notifications and alerts via email to relevant parties regarding errors or risks. 

Benefits of Factory Smart Forms & Checklists Solution 

• Digitalization: Eliminates manual paperwork and procedures. Traditional working methods have created a rut in production management. After collecting information, data is stored on paper, documents, Excel files, etc. Data entry processes have a high risk of errors due to human factors. Using E-Forms throughout the production management process minimizes the likelihood of errors.
• Saving business resources: Costs for stationery such as paper, pens, ink, staples, etc., used for note-taking and data entry are significant. Using FASF helps businesses save on stationery costs and the costs of data entry personnel. Most importantly, it saves time and reduces workload. 
• Overall management: From the perspective of managers, processes, stages, and production data are clearly and scientifically presented on the Factory Smart Forms & Checklists user interface. This helps managers and executives have a visual overview and better control. 
• Real-time data: With traditional working methods, data information is prone to “rotation,” meaning that by the time the data is entered, there are already new parameters in actual production. FASF helps operators update information quickly and accurately. At the same time, you can access the necessary data based on real-time information to support quick problem-solving or make urgent important decisions. 
• Data analysis: From the data presented in E-Form tables, you can use the available data to visualize and analyze strengths, weaknesses, achievements, and shortcomings in the production process. From there, develop plans to improve the production process and achieve optimal business performance. 
• Easy Access and Controlled Permissions: Administrators can easily grant access permissions to operators or relevant personnel, ensuring they only access the necessary data fields. This maintains data security while allowing administrators to control data and associated checklists. 
• Centralized Data Storage: All data and checklists are stored on a centralized server. Information can be searched based on various criteria such as date, month, data type, and sender, providing high levels of stability and accuracy. 
• Streamlined Workflows: Traditional reporting processes often involve multiple stages, consuming time and increasing the risk of errors. FASF [presumably a software or system] significantly reduces this workload, saving operators, approvers, managers, and administrators up to 80-90% of their time.
• Remote Access and Real-time Monitoring: Users can access E-Forms from anywhere using a computer or smartphone, eliminating the need for on-site visits. Operators can monitor production progress in real-time, regardless of time or location. Daily, weekly, and monthly reports are automatically generated. 
• Proactive Issue Management: In the event of a production downtime, operators and managers receive immediate notifications. The system provides the necessary resources to address issues promptly. 
• Predictive Maintenance: By analyzing machine data, FASF can predict maintenance needs and generate timely alerts. Adhering to this preventive maintenance schedule can significantly reduce downtime. 
• Future-Proof Investment: Investing in advanced technology, digital transformation, and E-Forms offers long-term benefits for manufacturing operations. As digital adoption accelerates, businesses that embrace these technologies will gain a competitive edge. With over 11 years of experience, New Ocean IS and Factory Smart Forms & Checklists are committed to providing innovative solutions that meet our customers’ needs.