S R Sharadhi, Post Graduate Academic Scholar, Department of Fashion Management Studies, National Institute of Fashion Technology, Ministry of Textiles, Govt of India, Daman Campus.
Abstract
This study focuses on the Trims Automation Process and Understanding the Merchandising Roles and Responsibilities at Shahi Exports Pvt. Ltd., Unit 7, Bangalore. Trims, which include essential components like labels, buttons, zippers, and threads, play a crucial role in garment manufacturing. The efficient handling and management of these trims is vital for ensuring timely production and quality control. This paper outlines the process implemented at Shahi Exports to streamline the identification, classification, and procurement of trims through automation and digital systems.
The trims are initially received, identified, and classified into distinct categories such as sewing trims, finishing trims, and packaging trims. Each type is then segregated into designated boxes with unique labels and location tags to enhance traceability and stock visibility. This classification helps in avoiding mix-ups and ensures faster retrieval during the production cycle. Subsequently, all data concerning the trims including specifications, quantities, storage locations, and consumption plans is updated in the company’s ERP (Enterprise Resource Planning) software system. This digital platform supports real-time indenting, ordering, and tracking of trims, minimizing manual errors and delays.
The study highlights the key roles and responsibilities of merchandisers in this process. Merchandisers serve as the bridge between the production floor, suppliers, and buyers. They are responsible for creating accurate Bill of Materials (BOM), raising trim indents based on order requirements, following up with vendors for timely delivery, and coordinating with the production team to ensure seamless flow of materials. This automation process has led to increased efficiency, reduced turnaround time, and enhanced production planning at Unit 7.
The automation of the trims process at Shahi Exports demonstrates how technological integration and structured merchandising practices can significantly enhance operational efficiency in the apparel manufacturing industry.
Introduction
In the highly competitive global apparel manufacturing industry, timely production, efficient resource utilization, and quality control are critical factors that define a company’s success. One of the most essential components in this process is the management of trims—items such as labels, tags, buttons, zippers, threads, hangers, and packaging materials—which are integral to the final look, functionality, and branding of the garment. Despite their relatively small size compared to the fabric used, trims can significantly influence the lead time, production flow, and product quality in garment manufacturing.
At Shahi Exports Pvt. Ltd., Unit 7, located in Bangalore, trims management has traditionally been carried out manually, leading to several operational inefficiencies. The earlier process involved physical identification and sorting of trims without a centralized digital system. Merchandisers had to visit the trims store frequently, search through physical stock, verify availability, and manually prepare indent forms to initiate orders. This process not only consumed a considerable amount of time but also led to common errors such as misplacement, duplication, incorrect quantities, and delay in issuing materials to the production floor. These delays could eventually disrupt the production schedule and impact delivery commitments to buyers.
Given these challenges, Shahi Exports undertook an initiative to automate its trims management system through the implementation of an ERP (Enterprise Resource Planning) platform. This automation aimed to streamline and digitize the entire lifecycle of trims handling—from classification, storage, and location tagging, to indenting, ordering, and inventory tracking. Through a structured process of classification and codification, each trim item is now stored in clearly labeled boxes with specific shelf locations. These are registered in the software system, allowing merchandisers and trims store managers to access real-time information regarding availability, consumption, pending orders, and supplier statuses.
This transformation has had a notable impact on the roles and responsibilities of the merchandising department. Merchandisers are now able to operate more efficiently, with reduced reliance on physical verification of trims stock. They can now raise indents directly from their systems, track the movement of trims digitally, and coordinate with suppliers and the store manager with greater accuracy. As a result, the communication gap between departments has narrowed, and the risk of production delays due to trims unavailability has been minimized.
The automation process has also brought operational ease to trims store managers. By eliminating the cumbersome paper-based record-keeping system and replacing it with a centralized database, store personnel are now able to locate and issue trims more quickly. Inventory audits have become more accurate, and the system automatically flags low stock levels, prompting timely reordering. This shift not only reduces manual workload but also empowers store managers to focus on maintaining quality and efficiency in trims handling.
This study, therefore, aims to comprehensively examine the trims automation process adopted at Shahi Exports Pvt. Ltd., Unit 7, Bangalore. It explores how automation has redefined the traditional roles of merchandisers, improved trims inventory control, and enhanced interdepartmental collaboration. Furthermore, it investigates the operational benefits experienced by trims store staff and evaluates how this system has contributed to overall improvements in production planning and customer satisfaction. By understanding the implementation and impact of this system, the study aims to offer valuable insights into how digital transformation in trims management can serve as a best practice model for the broader apparel manufacturing industry.
Overview
The trims management process at Shahi Exports Pvt. Ltd., Unit 7, Bangalore, was previously reliant on manual operations. These included physical sorting, storing, and tracking of trims by store managers, as well as manual ordering and indenting by merchandisers. However, as the company expanded and production volumes increased, it became clear that such a manual system would not be able to keep up with the growing demands. This led to delays, mismanagement of materials, and inaccurate inventory counts.
To overcome these challenges, Shahi Exports decided to implement an automated trims management system that would allow for real-time tracking, classification, and ordering of trims. The ERP system is designed to track all trims and their specifications, automatically updating the inventory and notifying store managers and merchandisers when stock levels are low or replenishment is needed. With this system in place, the trims store managers no longer have to manually search for trims or rely on paper-based systems for inventory management. Instead, the system automatically sorts and tracks trims by category, such as sewing trims, finishing trims, and packaging trims, and assigns them unique identifiers to ensure proper storage.
The integration of the ERP system has also enabled merchandisers to raise indents and place orders directly through the software, making the entire process much more efficient and less prone to errors. This automation allows the merchandising team to have access to real-time inventory data, helping them make more informed decisions regarding trim requirements for specific orders.
Trims Classification and Storage
One of the core elements of the automated trims process at Shahi Exports is the classification and storage of trims. In the past, trims were stored in bulk without any systematic organization, making it difficult to locate specific items when needed. The implementation of the ERP system has led to a more structured approach to trims storage.
Trims are now categorized based on their use within the garment manufacturing process. For instance, sewing trims such as threads, needles, and zippers are stored separately from finishing trims like labels, tags, and buttons. Packaging trims such as hangers and polybags are also stored in their designated sections. This categorization helps to eliminate confusion and ensures that trims are easily accessible when required by the production line.
Each category of trims is assigned a unique identifier, which is linked to the ERP system. The identifier includes information such as the trim’s size, color, type, and supplier. This allows store managers to track the exact location of each trim in the warehouse. By scanning barcodes or QR codes linked to the ERP system, store managers can quickly retrieve inventory data for any specific trim and access its current stock levels, reducing the time spent searching for materials.
The classification and storage process has dramatically improved efficiency, as store managers can now easily locate trims based on their specific needs. This system has also reduced the chances of overstocking or stockouts, as the ERP system provides real-time data on current stock levels and triggers automatic reordering when necessary.
ERP Integration
The successful integration of an ERP system into the trims management process at Shahi Exports has had a profound impact on the company’s operations. Previously, the trims management process was siloed, with each department handling trims independently. However, with the ERP system in place, all trims-related data is now centralized, allowing for seamless communication and coordination between departments.
All relevant data regarding trims, including specifications, quantities, and current stock levels, is entered into the ERP system and regularly updated in real-time. This data is accessible to all authorized users, including trims store managers, merchandisers, procurement teams, and production supervisors. Each time a trim is used in production or when new stock is received, the ERP system is updated automatically, providing a dynamic and accurate record of inventory levels.
Moreover, the integration of the ERP system with other company processes, such as procurement and production planning, ensures that trims are available when needed. For example, when a merchandiser raises an indent for trims, the system cross-references inventory levels and ensures that the requested trims are available. If not, the system prompts the team to order the necessary items, automating the procurement process.
This centralization of data and automation of processes has drastically reduced manual errors and unnecessary delays. It has also improved decision-making, as merchandisers now have access to accurate, up-to-date information on trims availability, which allows them to plan production schedules with more precision.
Indenting and Ordering
In a typical garment manufacturing process, trims are needed for specific orders. Merchandisers are responsible for raising indents based on production requirements, and trims store managers are tasked with fulfilling those requests. Before automation, this process was often cumbersome, requiring merchandisers to manually search for available trims and check with the store manager for stock levels. This could take significant time and sometimes lead to delays in production.
With the introduction of the ERP system, the indenting and ordering process has become much more streamlined. Merchandisers can now directly generate indents within the ERP system, specifying the required trims and their quantities for specific production batches. The system automatically checks inventory levels and verifies whether the requested trims are in stock. If the trims are unavailable or in insufficient quantities, the system automatically triggers an alert to the procurement department to reorder them.
This automation eliminates the need for merchants to manually check for trims availability, saving valuable time and reducing the risk of errors. Furthermore, the system provides visibility into the status of the order, allowing merchandisers to track its progress in real-time. As a result, production teams can receive the required trims on time, minimizing the risk of production delays.
Employee and Merchandiser Experience
The automation of the trims management process has significantly improved the working experience for both trims store managers and merchandisers. For store managers, the digital tracking system has drastically reduced the manual labor previously involved in inventory management. Instead of physically counting trims or manually updating stock records, they now rely on the ERP system to automatically update and track inventory levels. This has not only improved inventory accuracy but has also allowed store managers to focus on higher-level tasks, such as overseeing inventory rotation and ensuring that the right trims are available for production. For merchandisers, the experience has also improved. Previously, they had to regularly visit the trims store and manually verify trim availability before generating indents. With the new system in place, they can now generate indents and check stock availability directly through the ERP system. This improvement has reduced lead times and enhanced order accuracy, allowing merchandisers to fulfill orders faster and with fewer mistakes.
Both groups have experienced greater efficiency, reduced stress, and increased job satisfaction because of the automated trims management system. This system has also facilitated better collaboration between departments, as all involved parties now have access to the same real-time data, fostering a more cohesive work environment.
Impact
The automation of the trims management process at Shahi Exports Pvt. Ltd. has had several profound impacts on the company’s operations, particularly in terms of efficiency, accuracy, and communication. One of the most significant impacts has been the reduction in lead times for trims procurement. With the ERP system’s ability to track inventory in real-time, trims store managers can quickly identify which trims are needed and reorder them before stock runs low. This ensures that the production process is never delayed due to a shortage of trims.
Additionally, the automation has improved inventory accuracy. With automatic updates and real-time data, the risk of human errors—such as miscounting trims or entering incorrect data—has been minimized. This has not only improved the accuracy of stock records but has also enhanced the overall reliability of the supply chain.
The system has also fostered better coordination between departments. The ERP system allows merchandisers, procurement teams, and trims store managers to work from the same platform, which improves communication and reduces the chances of misunderstandings or mistakes.
Conclusion
The automation of the trims management process at Shahi Exports Pvt. Ltd., Unit 7, Bangalore, has profoundly transformed the way trims are handled across various stages of garment production. By integrating an Enterprise Resource Planning (ERP) system, the company has streamlined the traditionally manual, error-prone processes of classification, storage, tracking, indenting, and ordering of trims. The benefits of this digital transformation are not only evident in the improved efficiency of day-to-day operations but also in the enhanced collaboration between departments, which is essential for a smoother production workflow.
One of the most significant advantages of the automated trims process is the substantial reduction in lead times for trims procurement. Previously, delays in ordering and sourcing trims often led to production slowdowns, causing bottlenecks in the overall garment manufacturing process. With the ERP system, trims store managers and merchandisers now have real-time visibility into stock levels, and procurement orders can be placed automatically when quantities fall below pre-set thresholds. This improvement ensures that production schedules are maintained, and garments are delivered on time, improving customer satisfaction and enhancing the company’s competitive edge in the market.
Moreover, the automation system has significantly improved the accuracy of trims inventory management. By eliminating the need for manual stock counts and relying on a centralized digital system, Shahi Exports has minimized the risk of errors, such as stockouts, overstocking, or misplacement of trims. Real-time tracking ensures that the trims are always readily available when required, and the system alerts managers when stocks are running low, enabling proactive replenishment. This accuracy in inventory management directly contributes to cost savings, as it helps avoid unnecessary over-purchasing of materials, reduces wastage, and optimizes resource allocation.
The integration of the ERP system has also streamlined the roles of both trims store managers and merchandisers. For store managers, the digital platform reduces the time spent on manual tracking and paper-based inventory management, allowing them to focus on higher-value tasks such as quality control and ensuring efficient stock rotation. Merchandisers, on the other hand, benefit from the ability to place indents and track trims availability with just a few clicks, reducing the time spent searching for materials and allowing for quicker responses to production needs. This not only improves their productivity but also enhances the accuracy of their orders, ensuring that the right trims are available at the right time.
The ERP system has also enhanced coordination and communication between departments. With all departments working from the same platform and accessing real-time data, there is a significant reduction in misunderstandings or delays caused by incorrect information. The seamless flow of data between the trims store, procurement, and merchandising departments has fostered a more collaborative and transparent work environment. This cohesive approach helps the company to function as a unified unit, improving overall operational efficiency.
The automation of the trims management process at Shahi Exports has had a transformative impact on the company’s operations. The integration of technology has allowed for a more organized and efficient process, reducing the risk of delays, errors, and inefficiencies. The benefits of automation are not only reflected in improved inventory control and procurement processes but also in enhanced coordination between departments, better resource utilization, and ultimately, more timely and high-quality garment production. The success of this system at Shahi Exports serves as a model for other companies in the garment manufacturing industry, demonstrating that the strategic use of technology can significantly improve operational efficiency, reduce costs, and lead to greater customer satisfaction.
As the company moves forward, continued investment in training employees to fully leverage the ERP system, coupled with regular audits and feedback mechanisms, will ensure the continued success and further improvement of the trims automation process. Ultimately, this digital transformation will continue to play a key role in helping Shahi Exports maintain its position as a leading player in the global apparel manufacturing market.
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