Algernon Precision Engineering has improved the efficiency of its quotation, order processing and production administration since implementing
PSL Datatrack, replacing a heavily manual system with connected production control software designed specifically for subcontract precision engineers.
Based in Cramlington, Northumberland, Algernon is a family-run precision engineering business founded in 1987. Today, the company employs 19 people and operates more than 20 machines, including three 5-axis machining centres, alongside a CMM for inspection.
ISO 9001 accredited since 2013, Algernon supplies customers in the UK and internationally, producing everything from one-off and prototype components through to larger batch quantities. The company's strengths include its ability to respond quickly to urgent requirements while maintaining strict quality and traceability throughout the manufacturing process.
Before PSL Datatrack, however, much of the administration supporting this process was manual. Customer quotations were prepared using Word documents and Excel spreadsheets, with information then having to be re-entered as an order progressed through the business.
“Quoting for customer orders was very much a manual process, with information having to be duplicated several times from the initial quote right through to delivery,” explains Beth Watson, admin manager at Algernon. “Every document – from the quote and purchase order to the route card, inspection record and delivery note – had to be manually created using Word and Excel.”
That duplication became one of the biggest challenges, particularly when urgent orders needed to be processed quickly. “Information was being typed up three or four times between the initial quotation and completion of the job. It was time-consuming and created unnecessary opportunities for human error,” she continues.
Algernon therefore began looking for a system that could eliminate this duplication and automatically carry information through the different stages of the process. The company came across PSL Datatrack through LinkedIn and was impressed by the engineering knowledge of the team during the sales process.
“The sales process was very professional and helpful. Everyone we dealt with at PSL had a strong understanding of the engineering industry, which meant they quickly understood the issues we were facing and what we needed from a new system,” comments James Wilkinson, quality manager at the company.
Industry insightThis understanding of the subcontract engineering environment was an important factor in Algernon's decision to invest. Having looked at other systems, the company felt that PSL Datatrack offered the right combination of functionality and industry-specific knowledge to support it.
“PSL Datatrack seemed ideally suited to our business. Information only needs to be entered once at quotation stage and can then be carried through the process. It’s built for engineering companies like ours and, unlike other systems we looked at, PSL understood the nature of our business,” Mr Wilkinson says.
Implementation was completed quickly, with training carried out alongside the process to familiarise users with the system. All five office staff members were quickly up and running with PSL Datatrack.
One of the most significant changes since going live has been the reduction in duplicated information. Rather than manually recreating details across multiple documents, information entered earlier in the process is reused as the order progresses – making the journey from quotation through to works order and delivery far more efficient.
The system has also improved visibility across the process, with shortcuts allowing users to move between different stages of a job and quickly access the information they need. “These shortcuts make it really easy to move from the quote to the works order, delivery note and everything in between. As Quality Manager, having that clear traceability from start to finish is so important,” explains Mr Wilkinson.
“From an administrative point of view, being able to see what material and component stock is available when creating a works order is a big benefit,” Ms Watson adds. “Using the system to manage our stock and components has also helped us to organise the shop floor more effectively.”
Another benefit has become particularly apparent when repeat work comes back into the business, as all required information is already available – rather than having to be recreated. “This saves us a huge amount of time,” Ms Watson says.
Having historic information stored also helps Algernon to track older orders and more complex quotations and identify companies it has previously used for materials or subcontract treatments.
Streamlined visionIn future, the business plans to implement PSL Datatrack's Status Boards as it continues to streamline administration and shop floor processes. These dynamic visual displays are designed to deliver clear instructions to all departments on any aspect of production.
Further use of the system is expected to deliver additional time savings while providing even greater visibility of historic information. The modular nature of PSL Datatrack means Algernon can continue developing the system around its changing requirements, adding functionality where it provides value rather than investing in unnecessary features.
Mr Wilkinson concludes: “PSL Datatrack is a perfect fit for our business. We have the flexibility to purchase as many or as few modules as we need, allowing us to build the system around the way our business actually operates.”
Algernon’s experience has already led it to recommend PSL Datatrack to a similar business, which has subsequently implemented the software too.
PSL Datatrack has therefore provided a more connected way of managing production – eliminating the duplicated administration that previously existed between quotation and delivery, improving access to information and supporting clear traceability throughout the manufacturing process.