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University Machine Services ERP Cases Study

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Industry

Machine Shop

Challenge

Western University's University Machine Services (UMS) faced the complexity of managing highly customized manufacturing projects for both academic and commercial clients. The team needed to accurately track job costs - including differentiating contractor and in-house labor - manage complex billing for multi-year projects, ensure timely purchasing and inventory management and maintain control over numerous concurrent work orders. Existing processes made it difficult to maintain cost efficiency and operational visibility, impacting their ability to deliver competitive pricing and exceptional service.

Results

Global Shop Solutions ERP software empowered UMS to achieve precise job costing by separating contractor and in-house labor costs, streamline complex billing and automate inventory and purchasing processes. Real-time shop floor visibility enabled UMS to manage multiple large-scale projects, such as a 50 ft wind tunnel and a 16 ft bridge model, and support the Windeee Dome for several years. The ERP solution facilitated expansion into international markets, improved material management and provided total production control, resulting in better financial oversight and enhanced project delivery.

Key Applications

Inventory, Advanced Planning & Scheduling, Job Costing Accounting, Accounting, CRM, Dashboards, Project Management

www.eng.uwo.ca/departments-units/university-machine-services/
100%
Job Allocation
100%
Shop Floor Control
1
Centralized System

The interconnectivity of Global Shop Solutions ERP software is phenomenal. For total control of your shop floor, it doesn’t get any better than Global Shop Solutions.

Clayton Cook

Manager

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About UMS

UMS is a nonprofit ancillary service for Western University in Ontario, Canada. UMS designs and manufactures specialized components and equipment for both university and commercial industry customers. Their services include prototyping, machining, design, welding repairs, fabrication and sourcing hard-to-find products.

The Challenge

UMS designs and manufactures specialized components for both academic and commercial clients. Their projects range from prototyping to large-scale fabrication, such as a 50 ft wind tunnel and a 16 ft bridge model, with some initiatives spanning several years. UMS struggled with accurately tracking and controlling costs on these complex, custom projects. They needed to distinguish between contractor and in-house labor, manage intricate billing for long-term jobs and ensure materials and inventory were allocated correctly across multiple simultaneous work orders. These challenges hindered cost efficiency, operational accuracy and ultimately their ability to provide competitive pricing and responsive service.

The Solution

UMS evaluated options to address their manufacturing process complexity and ultimately chose Global Shop Solutions ERP software for its comprehensive capabilities in job costing, inventory management and shop floor control. The decision was driven by the ERP’s ability to segregate costs, automate purchasing and deliver real-time visibility into operations. According to UMS Manager Clayton Cook, "Global Shop Solutions made it easy to separate the costs of the contractors from in-house labor and also helped segregate our design time from assembly time in order to get a true picture of the project’s costs." The ERP system’s interconnectivity enabled UMS to proactively manage material needs and prevent misallocation: "Global Shop Solutions enables us to be more proactive because we know we’re not going to run out of materials. As people log in goods against jobs, it encumbers the materials so that they don’t end up getting assigned to the wrong job." UMS quickly integrated the solution into their daily workflow, improving oversight across all project stages.

The Results

Since implementing Global Shop Solutions ERP software, UMS has realized significant operational improvements. They now manage multiple large-scale and long-term projects with ease, supported by precise job costing and automated material management. For example, the ERP system supported complex projects like the construction of a 50 ft wind tunnel, a 16 ft bridge model and the multi-year Windeee Dome initiative. Enhanced visibility and control have allowed UMS to expand internationally while maintaining rigorous oversight of production and costs. With real-time insights and accurate data, UMS continues to deliver quality results, optimize operational efficiency and strengthen their competitive position in the manufacturing sector.

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