WorkShop Supervisor Management Notes

WORKSHOP SUPERVISOR MANAGEMENT
I. What is Workshop Supervision?
Workshop supervision is the action of supervising technicians, operations, materials, every

workshop activity and even control of products.
Workshop Supervisors oversee daily operations in a trade workshop. They ensure the smooth
and safe running of a workshop, often in a manufacturing or automotive industry. They plan
maintenance schedules, roster and supervise staff and ensure that best practices are followed.
II. Loading and Scheduling
II.1. Scheduling
Scheduling may be defined as the assignment of work to the facility with the specification of time,
and the sequence in which the work is to be done. Ex-time Table scheduling is actually time
phasing of loading. The facility may be man power, machines or both. Scheduling deals with orders
and machines. It determines which order will be taken up on which machine in which department
at what time and by which operator.
Objectives Loading and Scheduling
1. Scheduling aims to achieve the required rate of o/p with a minimum delay and disruption
in processing.
2. To provide adequate quarters of goods necessary to maintain finished product at levels
predetermined to meet the delivery commitment.
3. The aim of loading and scheduling is to have maximum utilization of men, machines and
materials by maintaining a free flow of materials along the production line.
4. To prevent unbalanced allocation of time among production departments. 5. To keep the
production cost minimum.
Factors Affecting Scheduling
(A) External Factors

1. Customers demand
2. Customers delivery dates
WORKSHOP SUPERVISOR MANAGEMENT 1

3. Stock of goods already lying with the dealers & retailers.
(B) Internal Factors

1. Stock of finished good with firm
2. Time interval to manufacture each component, subassembly and then assembly.
3. Availability of equipment & machinery their capacity & specification.
4. Availability of materials
5. Availability of manpower
Scheduling Procedure
Scheduling normally starts with mater schedule. The following table shows master schedule for a
foundry shop.
After master production schedule is made, the detailed schedules are thought of and made for each
component, subassemblies, and assemblies. The Gantt chart is a popular method commonly used
in scheduling technique.
An example of Gantt chart is shown below. The hatched zone indicates actual work load against
each section.

Instead of section, it may be m/c / other facilities. Now a days computers are
used to do this chart for different components/ m/c etc through readily available production
software.
II.2. Loading
Loading may be defined as the assignment of work to a facility. The facility may be people,
equipment, machine work groups or an entire plant. Therefore, machine loading is the process of
assigning work to machine.
Machine loading using Johnson's Rule
Johnson's Rule is most popular method of assigning jobs in a most optimum way such that the job
can be produced with a minimum time & minimum idle time of the machine.
Case @ n Jobs in 2 machines

Methodology/Procedure
Step – 1. Find the minimum time among ti1 & ti2
Step – 2 If the minimum processing time requires m/c-1, place the associated job in the 1st
available position in sequence.
Step – 2 If the minimum processing time requires m/c-2 place the associated job in the last
available position in sequence. Go to Step – 3.
Step – 3. Remove the assigned job from the table and return to step – 1 until all position in sequence
are filled. (Tiles may be considered read only)
The above algorithm is illustrated with following example.
Example.- Consider the 2 machines and Six jobs follow shop scheduling problem. Using John
son's algorithm obtain the optimal sequence which will minimize the make span. Find the value of
make span.

Solution - The working of the algorithm is Summerised in the form of a table
which is shown below.
Now the optimum sequence – 2-5-3-6-1-4.

The make span is determined as shown below
The make span for this optimum schedule/assignment is 53 hrs.

Case (b) n jobs in 3 machines as shown is the following
One can extend the Johnson's algorithm to this problem if any of the following 2 conditions is
satisfied.
If min of ti1≥ max ti2
If min ti3 ≥ max ti2, then an hypothetical problem with 2 machines and n jobs (as shown below)
can be treated. the objective is to obtain optimal sequence for the data given in the following table.
later the make span can be obtained (for the optimal sequence) using the data of original table.

Hypothetical 2 m/cs Problem
III. Types of Organizational Structures
An organizational structure is a system that outlines how certain activities (rules, roles and
responsibilities) are directed in order to achieve the goals of an organization. This also determines
how information flows between levels within the enterprise.
There are basically four types of organizational structures; functional, divisional, flatarchy, and
matrix structures.
1. Functional Structure: This is referred to as bureaucratic organizational structure and

breaks up a company based on the specialization of its workforce. Commonly used by most
small and medium-sized enterprises.
2. Divisional Structure: This is common with large companies having many business units.
Structures leadership team based on the products, projects or subsidiaries they operate.
3. Flatarchy Structure: It flattens the hierarchy and chain of command and gives its
employees a lot of autonomy.
4. Matrix Structure: Here, employees are structured across different superiors, divisions, or
departments. One can work in two different departments.

IV. Responsibilities of Workshop Supervisors
1. Planning maintenance schedules and activities to minimize downtime
2. Prepare, supervise and control workshop activities, including the scheduling of work in the
service department. Liaise with customers and diagnose customer concerns with equipment
prior to being booked in for service and/or repair;
3. Assist all Technicians and Apprentice Technicians in the diagnosis of mechanical
problems;
4. Ensure that Technicians and Apprentice Technicians are using their time effectively and
efficiently;
5. Upon completion of normal repairs and/or service inspect and test machinery with the
Technician who completed the job to ensure the equipment has been repaired and/or
serviced in accordance with the customer’s instructions and manufacturers guidelines;
6. Ensure customers receive the best quality service by requiring that all jobs are completed
correctly the first time.
7. Ensure all customer equipment/machinery is presented back to the customer in a clean and
presentable standard;
8. Check and inspect that all tools are available and maintained in the correct place and that
all equipment is in suitable working condition;
9. Control and set workshop behavioural standards;
10. Maintain staff morale;
11. Advise all new and existing staff of Dealership policies and procedures and adherence to
these policies and procedures;
12. Set a regular workshop cleaning schedule highlighting employees specific duties;
13. Make suggestions to management for improvements to the Mechanical Service
Department’s operations;
14. Maintain a well trained workforce and supervise in-house training as required; Ensure the
development and progress of all apprentices;
15. Assist toward keeping the workshop area clear and clean, orderly and attractive in
appearance; Perform all other duties as assigned by the supervisor and/or management in
a professional and efficient manner.
16. Assist in the coordinating after hours call outs and the weekly on call roster.

V. Production Planning and Control
Production is an organized activity of converting raw materials into useful products. But before
starting the actual production process planning is done –
 To anticipate possible difficulties.

 To decide in advance – how the production processes be carried out in a best & economical
way to satisfy customers.
The ultimate objective of production planning and control is to produce products of: right quality,
in right quantity, at right time, by using the best and least expensive methods/procedure.
Definition
Production planning and control is defined as the direction and co-ordination of the firms
materials and physical facilities towards the attainment of pre-specified production goals in the
most efficient and economical way.
Functions of Production Planning and Control
(a) Forecasting: Estimation of quality & quantity of future work.

(b) Order writing: Giving authority to one or more persons to do a particular
job.

(c) Product design information: Collection of information regarding specification, bill of
materials, drawing.
(d) Process planning and routing: Finding the most economical process of doing work and
then deciding how and where the work will be done?
(e) Materials planning: It involves the determination of materials
requirement.
(f) Tools planning: It involves the requirements of tools to be used.
(g) Loading: Assignment of work to men & m/c.
(h) Scheduling: When and in what sequence the work will be carried out. It fixes the starting
and finishing time for the job.
(i) Dispatching: It is the transition from planning to action phase. In this phase the worker
is ordered to start the actual work.
(j) Progress reporting: Data regarding the job progress in collected. It is compared with the
present level of performance.
(k) Corrective action: Expediting the action if the progress deviates from the planning.

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WORKSHOP SUPERVISOR MANAGEMENT

I. What is Workshop Supervision?

Workshop supervision is the action of supervising technicians, operations, materials, every

II. Loading and Scheduling

Objectives Loading and Scheduling

Factors Affecting Scheduling

(A) External Factors

WORKSHOP SUPERVISOR MANAGEMENT 1

(B) Internal Factors

WORKSHOP SUPERVISOR MANAGEMENT 2

Machine loading using Johnson's Rule

Case @ n Jobs in 2 machines

WORKSHOP SUPERVISOR MANAGEMENT 3

Step – 1. Find the minimum time among ti1 & ti2

The above algorithm is illustrated with following example.

WORKSHOP SUPERVISOR MANAGEMENT 4

Now the optimum sequence – 2-5-3-6-1-4.

WORKSHOP SUPERVISOR MANAGEMENT 5

The make span for this optimum schedule/assignment is 53 hrs.

WORKSHOP SUPERVISOR MANAGEMENT 6

III. Types of Organizational Structures

1. Functional Structure: This is referred to as bureaucratic organizational structure and

WORKSHOP SUPERVISOR MANAGEMENT 7

WORKSHOP SUPERVISOR MANAGEMENT 8

 To anticipate possible difficulties.

Functions of Production Planning and Control

(a) Forecasting: Estimation of quality & quantity of future work.

WORKSHOP SUPERVISOR MANAGEMENT 9

WORKSHOP SUPERVISOR MANAGEMENT 10

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