PAPLANE-II© Workshop - Information Worksheet

The University of the West Indies Faculty of Engineering

PAPLANE-II© Workshop 2010

The Workshop Brief:

• Introduction • Descriptions • Phases of the Paplane Game • Workshop Submissions

Introduction This workshop stresses teamwork and experiential learning principles to accomplish common goals. It incorporates process- and results-oriented evaluation and encourages creativity. Participating teams will compete with one another on the design and manufacture of paper planes with respect to given specifications and constraints. The game is to design three types of paper planes and produce and deliver them as many as possible to maximise profits. The game involves product and process design, production planning and control, costing and budgeting, operations decision-making, and group interaction activities. Participants need to apply the concepts and practices of engineering management in a competitive environment. Descriptions Participating teams set up and operate a production line to produce paper planes. They need to formulate production plan and determine the production capability to produce as many planes as possible by four team members in 15 minutes.

Three different types of paper planes are to be designed and these planes must meet three criteria, namely 1) able to fly for at least a linear distance of 10 metres, 2) meet the minimum length of 20 cm, and 3) have correct size and position of team logos. Basic designs of paper planes with 7 folds and 9 folds are to be considered, and their selling prices vary.

Each participating team would have been given a line of cash credit of $500 to buy raw materials. They need to plan strategically on 1) determining selling quantities of different types of planes, and 2) managing production process to meet the plan and deal with contingencies (e.g. materials shortage and losing bid contracts).

Facilitators operate two companies. One of which is material supplier who sells raw materials to teams and another is a buyer who buys planes from participating team companies. There is no upper limit on any contracted quantities, but the buyer will not buy any excessive produced planes over the contracted quantities. A minimum contractual requirement is 10 units for each type of planes.

A contract-binding penalty is applied to teams that fail to deliver their planes. An extra 50% of price will be charged as penalty on the planes that fail to meet product specifications and/or fail in the flying test. For the bidding contract, a 100% of the contacted price will be imposed.

Only one chance would be given to each finished plane to pass the flying test. Participating teams can assign one or two pilots to examine their planes i.e. to fly for at least a straight distance of 10 metres.

A self-monitoring and cross-auditing mechanism is used. Each team will delegate two members to one competing team. One of these members serves financial auditor who is responsible for checking and signing off financial statements. Another serves as quality auditor who will check the conformance of finished products to design specifications and the difference between planned versus actual production quantities.

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PAPLANE-II© Workshop - Information Worksheet

Each team also appoints an observer to record the team processes in different stages of the game. He/she must produce an observer report at the end of the game. Facilitators will only involve and act as an arbitrator if any disputes happen during and after the workshop. Phases of the Paplane Game The Design and Prototyping Phase Participating teams need to design three types of planes according to the product specifications as given in Table 1. Their selling prices vary depending upon complexity and aesthetic quality of planes. Facilitators will provide teams with limited testing materials to make prototypes. Each team is required to keep one set of prototypes as production and inspection references. Table 1. Product mix and selling prices

Product types Selling prices Descriptions Type of materials used Min. 7 folds Min. 9 folds One Sheet: 1 White paper

1 Coloured paper 1 Flimsy paper

$12 $14 $22

$13 $15 $26

Two Sheets: 2 White papers only 2 Coloured papers only 2 Flimsy papers only 1 Flimsy paper and 1 White paper 1 Flimsy paper and 1 Coloured paper

$20 $24 $27 $24 $26

$24 $28 $30 $28 $28

One Sheet Plus: 1 White paper plus 1 Flimsy paper, 1 Paper clip and 1 Straw

Bid* Bid*

Note: * Participating teams may offer different prices for competing in the open and/or closed bids.

The designed planes should have at least 20 cm in length, and emblazon with team’s logos. The logos will be appear on the top face of both wings 3 cm from the trailing edge. These logos must be equidistant from the centre fold of the plane as shown in Figure 1.

Figure 1. Specifications of paper planes Note: A lot of arguments on quality (e.g. size and location of logos) and financial matters (e.g. cost calculations) would

exist between auditors and teams. Individual teams must make all possible efforts to specify their product design and keep records of transactions.

The Bidding and Contracting Phase Each participating team must submit a set of bidding documents for open bid and closed bid on selling their planes. The documents should state clearly the bid price per plane and the bid

Top View

Logos Logos on both sides

20 cm

Side View

Front View

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PAPLANE-II© Workshop - Information Worksheet

quantity, and accompany with an explanation of team’s bidding strategy and the justification basis for the strategy. The facilitators will inform each team the exact contract quantities during this phase.

Any team that successfully won a bidding contract can produce planes on the quantities and sell them at the selling price as stated. This may help the team to attain better competitive financial performance than other teams.

To avoid any team that may win selling contracts from both open and closed bids at the same time, the winner of open bid contract is not eligible for participating the closed bid, and vice versa. In other words, only two teams can win their bidding contracts. Other teams can only sign normal selling contracts with the buyer and produce planes at given standard prices according to the product specifications in Table 1.

Participating teams must specify their production and selling particulars (such as prices, quantity and quality) in respective contractual document. They must assure that the planes can meet the three specified criteria. Facilitators will guarantee the supply of materials for the winners of bidding contracts, but there is no guarantee for others through normal selling contracts. The Purchasing Phase Each participating team places its purchase orders of materials using the $500 line of cash credit. All financial transactions must be processed with formal documentation. A list of materials and their prices is given in Table 2. Table 2. List of materials and prices

Types of Materials Prices Flimsy Paper White Paper Coloured Paper Paper Clips Straws

$1 per sheet $2 per sheet $3 per sheet $3 per clip $5 per straw

The supplier will issue the materials acquisition documents to individual teams. Formal receipts will also be given to teams at the time they collect materials. If the aggregate demands for certain materials exceed the supplier’s stock, shortage of required materials may occur. Therefore, it is the liability of individual teams to plan for substitute materials and/or other contingencies. The Production Phase Participating teams must set up their own production line with preferred equipments and tools that must be approved by facilitators. Production equipments (such as scissors, tapes, glues, rulers and markers) may be hired from the facilitators upon request.

Each team can assign four production personnel to produce their planes, but no replacement is allowed once the production process starts. Other team members may help remove any works-in-process or other obstacles that may cause blockages in the production line. However, they cannot be involved in any part of actual production process. Otherwise, a strict penalty will be imposed.

The production phase will last for 15 minutes. The auditors have the authority to monitor the entire process, but cannot make have any disturbances to teams during the process. Testing and Contract Fulfilment Phase Quality auditors will use team’s prototypes as reference standards to perform their inspection tasks, i.e. to examine whether finished planes meet the design specifications. Upon the completion of inspection, appointed pilot(s) of participating teams will have up to 5 minutes to test the flying function of planes. The auditors will count the planes that can fly over a distance of 10 metres.

Any failure on producing the contracted quantities will be subject to contract-binding penalties. For example, if the team loses one $30 plane from a normal contract, the profits will be

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reduced by $15. For a missing plane in the bidding contracts, the penalty is 100% on its bidding price. Profit Calculation Phase Production of excess planes will not contribute to the team’s profits. Only the planes that can meet the design specification and pass the flying test will be counted as acceptable. Those planes failed in the inspection or the flying test will be treated as scraps with no value. Any works-in-process and finished planes awaiting their flying test can be valuated as unused materials.

Participating teams need to prepare financial statements on their profits (or losses). Financial auditors will validate the information presented. These statements together with the prototypes, contracts, quality audit summaries, and other relevant documents must be produced and/or posted on the scoreboard for the judge’s assessment.

A judging panel will determine the final winner based upon several criteria. These include: 1) the profits earned, 2) the contents and presentation of documents, 3) teamwork, and 4) overall team performance. There is a special prize for the team with the highest profit. Workshop Submissions Before the Workshop Each participating team needs to submit several documents to facilitators. These documents will be posted on the score board, including:

1) A set of selling contract(s); 2) A statement of bidding strategy; 3) An organisational structure and production system; 4) A set of purchase order(s); 5) Financial analysis sheets with a projected financial plan (to be signed by assigned auditors); 6) Detailed design specifications together with plane prototypes; 7) An agreed-upon system or set of procedures for performing a) quality audit and b) financial

audit; and 8) If necessary, a contingency financial analysis sheet (to be signed by assigned auditors).

After the Profit Calculation Phase Each participating team needs to submit supporting financial documents to the judge panel via facilitators. These documents must be less than 3 pages each, including:

1) An actual financial statement (to be signed by assigned auditors); 2) An actual quality statement giving the number of accepted planes by type (to be signed

by assigned auditors); and 3) A summary of variance analysis on costs and profits.

After the Workshop Each participating team needs to submit a group report within 3 days after the workshop. It should:

1) Compile all project-specific and other relevant documents (including the project log, meeting minutes, design of production systems, drawings, materials and work plans, team strategies (including the bidding strategy), and quality and financial analysis etc); and

2) Address the effectiveness of team processes, the group structure, communication, leadership style, people participation and coordination.

Each team member should prepare an individual file that could be incorporated into the group report (or could be submitted separately). The file would include:

1) One’s own experience and accomplishment from the project, 2) Comments on the performance of other team members, and 3) Any other relevant information.