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Work / Case 02, ZYOD (ERP)

Jobwork Completion Form

A digital jobwork completion form that replaced paper and Excel. Manual errors dropped 50%. Payment approvals moved 30% faster.

Edit an underlined number, then mark it complete

Job work completion

JW ID: JW-1456JW Rate/Unit: 21JW Purpose: DyeingSO ID: SO-2146, +3 morePO ID: PO-2146

Finished Goods
Item DetailsProducedSent vs PlannedBalanceReturnedPassed vs Received (QC)RejectedReceived by next JWAction
JW7139STIT0017Dress Stitching
m/ 1,000 m5%30 m 0 m/ 1,050 m4%40 m1,010 m
Raw Materials (3)
Item DetailsReceived vs PlannedPassed vs Received (QC)ConsumedActual vs Planned (Average)Actual vs Planned (Waste)RejectedBalanceReturnedMaterial issuedAction
JW7139FAB0017Cotton poplin
1,155 / 1,100 5%1,130 / 1,155 2% m1.00 / 1 0%/ 3017%25 m0 m m1,100 m
JW7139LIN0017Lining
600 / 600 0%590 / 600 2% m0.57 / 0.5 15%/ 15100%10 m-30 m m600 m
JW7139THR0017Thread
126 / 120 5%126 / 126 0% 0.11 / 0.1 7%/ 450%0 cones8 cones cones120 cones
Role
Product designer, process mapping through UI
Context
Part of the same ERP tooling work as the TNA mobile cards project, for a fashion-manufacturing company in Gurugram, this time for the finance and production side of jobwork completion rather than the factory floor.
Scope
Completion module: consumption tracking, discrepancy detection, barcodes, and return invoices, used by job workers, production managers, and finance
Timeline
Add real timeline (kickoff to rollout)
50%

fewer manual errors

30%

faster payment approvals

3

teams unified: job workers, production managers, finance

01 The Stakes / Problem

A wrong number on the floor becomes a payment that waits.

Jobwork completion sat between three teams that didn't share a record. The handoff ran on paper, Excel, and whatever someone said in a corridor.

One completed job, three versions of itTry “Give them one record”
Reports the jobJob workerExcel: 960 m usedExcel or a verbal update
Owns progressProduction“Probably done?”No consistent view of the job
Releases paymentFinanceWaiting on numbersLate, inconsistent inputs
3versions of the truthPaper, Excel, and the corridorNo shared record
Illustrative values.

A wrong consumed quantity doesn't stay a floor mistake. It becomes a stock mismatch, a QC argument, and a payment that waits.

Four failures that compoundedPick a gap
The gapNo live picture of the job

Nobody could answer “where is this lot?” without calling someone.

What answered itPlanned, consumed, and returned on one inventory journey
Image placeholder: Original paper/Excel-based jobwork tracking, for contrast
02 Who Was Stuck

Three teams, one completion event.

Look through each rolePick a role
Needs

“Log status and consumption without translating floor work into a finance spreadsheet”

Owns
Reports what happened on the assigned job
Before
Excel or a verbal update
Completion recordReads first
Planned1ConsumedReturned
Discrepancy %QC rejections
2Mark completeReturn invoice

If the form only served the person filling it, finance would still be chasing. If it only served finance, the floor wouldn't fill it.

03 Your Thinking

Map material and money before you draw a screen.

Three maps before one screenStep through it
Material movement

Raw material in, finished goods out, every handoff between. It showed where data was being invented at the boundary instead of captured.

Step 1 of 4

What the research kept showing

Paper raised the chance of loss. Each manual stage added error. Departments held different versions of the job, and nobody had a number they could act on without reconciling first.

The question wasn't “digitize the form.” It was: what has to be true before anyone can mark this complete, and who is allowed to undo that?

04 The Solution

Five parts, one completion record.

Jobwork completion · Cotton poplinDrag the sliderIn progress
Planned1,000 m
Consumed960 m
Left to return40 m
Off plan−4.0%
Worth a look

Drag the slider. The badge does the math so nobody has to.

Illustrative prototype with sample data. Badge thresholds are for the demo only.
Edit an underlined number
Finished Goods
Item DetailsProducedSent vs PlannedBalanceReturnedPassed vs Received (QC)RejectedReceived by next JWAction
JW7139STIT0017Dress Stitching
m/ 1,000 m5%30 m 0 m/ 1,050 m4%40 m1,010 m
“What actually moved, in one place?”

Data consolidation

  • Planned, consumed, and returned on one inventory journey
  • The full material story, not three tabs compared by hand
Change what was consumed
Raw Materials (3)
Item DetailsReceived vs PlannedPassed vs Received (QC)ConsumedActual vs Planned (Average)Actual vs Planned (Waste)RejectedBalanceReturnedMaterial issuedAction
JW7139FAB0017Cotton poplin
1,155 / 1,100 5%1,130 / 1,155 2% m1.00 / 1 0%/ 3017%25 m0 m m1,100 m
JW7139LIN0017Lining
600 / 600 0%590 / 600 2% m0.57 / 0.5 15%/ 15100%10 m-30 m m600 m
JW7139THR0017Thread
126 / 120 5%126 / 126 0% 0.11 / 0.1 7%/ 450%0 cones8 cones cones120 cones
“What did a job worker actually use?”

Consumption entry

  • Actual use logged against plan
  • A number with no planned baseline just recreates Excel inside the ERP
Mark it complete, then revoke it

Job work completion

JW ID: JW-1456JW Rate/Unit: 21JW Purpose: DyeingSO ID: SO-2146, +3 morePO ID: PO-2146

Finished Goods
Item DetailsProducedSent vs PlannedBalanceReturnedPassed vs Received (QC)RejectedReceived by next JWAction
JW7139STIT0017Dress Stitching
m/ 1,000 m5%30 m 0 m/ 1,050 m4%40 m1,010 m
“What if something needs correcting?”

Complete and revoke

  • A job can be marked complete, and that completion can be revoked
  • Completion has consequences for payment, so it needed an honest undo
Push a number off plan
Raw Materials (3)
≤ 5% on plan≤ 10% take a look> 10% needs a conversation
Item DetailsConsumedActual vs Planned (Average)Actual vs Planned (Waste)RejectedBalance
JW7139FAB0017Cotton poplin
m1.00 / 1 0%/ 3017%25 m0 m
JW7139LIN0017Lining
m0.57 / 0.5 15%/ 15100%10 m-30 m
JW7139THR0017Thread
0.11 / 0.1 7%/ 450%0 cones8 cones
“How far off is this from the plan?”

Discrepancy badges

  • Percent difference between planned and actual, updated as numbers change
  • Color-coded, so a manager doesn't do the math to find the rows that need a conversation
Image placeholderBarcode generation and return-invoice flow
“Where does this material go next?”

Barcode and return invoice

  • Finished goods get a barcode that ties back into inventory
  • Extra raw material goes back with a generated invoice, not a verbal “we sent it back”

Completion isn't only a status. It's the moment inventory splits: what became a finished unit, what came back, what was wasted. If that split is messy, finance inherits the mess.

05 The Detailed Impact

Two numbers I will stand on.

50%

fewer manual errors

30%

faster payment approvals

Paper and verbal updates stopped being the source of truth. Job workers, production, and finance saw the same job in the same moment, so fewer delays could hide behind “we're not sure if this lot is done.”

Add metrictime from job finished on the floor to payment-ready record
Add metricreturn invoices generated in-system vs. raised after the fact
Add metrichow often completion was revoked, and why

Until I can get real numbers on those three, I'm not dressing the story up with extra figures.

06 Limitations & What's Next

What I would not claim.

Scope

The completion module end to end, from process maps through UI. Not inventory or finance as a whole: barcodes hook into inventory, payment lives with finance. The win was making completion an event those modules could trust.

  1. 01
    Disputed badges: who wins when a red discrepancy is disputed, and should payment wait until it's resolved?
  2. 02
    Floor connectivity: can consumption be logged if the line has a dead spot?
  3. 03
    Multi-vendor jobs: how the same logic behaves across more than one vendor or quality pass.

A completion form looks like an operations artifact. It's actually a contract between three functions. The design work that mattered:

  1. 01
    Map material and money before screens.
  2. 02
    Define “complete,” including the ugly cases.
  3. 03
    Put discrepancy in the row, not in a report someone opens on Friday.
  4. 04
    Let completion be reversed, because a state that can't be undone will be avoided or faked.
  5. 05
    Tie finished goods and returns back to inventory in the same motion.

The same muscle as the TNA work, pointed at a different bottleneck. Interface second. Decision rules first.