preventing-coding-errors-in-your-operation

White paper
Preventing coding errors in your operation
Consumers, business partners and the regulatory
authorities demand ever more accurate on-pack coding
and information. Are processes and today’s coding and
marking systems up to meeting that challenge?
Executive summary
• Improved legibility, more variable data, better chosen print
locations, faster production lines and more problematic
flexible packaging formats are all putting coding under
the microscope.
• Coding errors affect product quality and drive unacceptable
costs throughout the enterprise due to scrap, rework,
regulatory fines, damage to the brand reputation
and more.
• The majority of miscoded products are caused by operator
error; but not all operator errors originate on the
production line.
• Code Assurance is an approach to proactively preventing
errors by designing message creation and job selection
processes to be as foolproof as possible.
• Videojet is pioneering the concept and implementation of
Code Assurance through an interface, a PC-based message
design and rule creation software, and a network control
package. This solution is a critical, and often ignored link in
the chain of error prevention in coding and labelling
technologies.
This paper examines the key factors in the total coding
process and how to improve them to benefit from a
corresponding improvement in productivity, waste
reduction, lower costs and risk management.

2
Contents
The actual cost of coding errors 3
The true frequency of coding errors 4
It’s better to prevent errors 5
Poka-yoke and its role in Code Assurance 6
The four principles of Code Assurance 7
Code Assurance from the ground up 8
Implementing an intelligent 9
user interface
Code Assurance benefits 10
Getting started with Code Assurance 11

3
Coding errors are costly, not only to plant
operations but to the entire business. There
is the cost of rework – assuming that the
product can actually be reworked and the
plant has the capacity to do so. In a 24/7
production environment, rework may not be
possible. Or, once the product has been
coded, it may be impossible to recode or
repackage. The need to scrap miscoded
product can be even more costly than rework
but it may be the only option.
And that’s nothing compared to the trouble and
cost of miscoded products that end up on the
retail shelf or in the homes of consumers.
Beyond the risk of regulatory penalties and fines,
the brand’s reputation itself can suffer costly
damage. The product may be unavailable while
restocking takes place, forcing customers to
switch to competing brands, possibly never
to return.
Worse still, in high-profile cases, media reports
can lead to depressed sales even when the
product is back on store shelves.
The real costs may be all but invisible
Most organizations struggle to quantify the
actual cost of lost product and lost production
capacity as a result of coding errors – let alone
lost reputation.
Most evidence is anecdotal. In many cases,
management is simply unaware of the scope of
coding problems.
Another factor that complicates accurate cost
accounting is that many companies tend not to
highlight coding errors within their plant
efficiency reporting. Often, there’s an
assumption that coding errors are detected by
regular inspection and then rectified.
The specific costs associated with rework remain
entangled with general measurements of line
inefficiency, so that there is often no knowledge
of the cumulative effect of these mistakes.
The actual cost
of coding errors
Correct product coding is important to
manufacturers of snack foods, helping
improve supply chain efficiency and visibility
while providing customers with important
information about the products they buy.
Today, getting
codes right
isn’t just
important –
it’s crucial.

The true frequency of coding errors
Of course, much can be done to
build a form of Code Assurance into
your organization organically.
4
The truth is that coding errors happen
so often they are commonplace.
With reliably correct
coding, all these issues
are addressed up front,
before they can become
problems.
For example, you can start with initiatives as
simple as retraining operators, improving
ergonomics at data-entry points and performing
cross-checks before committing to a print job.
These and other operator-centered methods can
measurably reduce errors. However, assuming
most snack food companies undertake these
simple steps already, the room for further
improvement is still staggering.
Videojet recently surveyed a variety of
Fast-Moving Consumer Goods (FMCG)
manufacturers and found that all had
experienced coding errors – many of them on
a frequent basis.
In fact, nearly half the companies surveyed were
having trouble with coding errors at least once a
week, with one-quarter reporting coding errors at
least once a day.
For your business to truly benefit from
Code Assurance, it is mission critical to move
beyond behavioral methods and adopt solutions
that deliver maximum automated accuracy
while minimizing the risk of human error.
Why correct coding matters
Manufacturers are looking for ways to:
• remove operator error from message
setup and job selection processes
• minimize the cost of scrap due to
coding errors
• reduce resupply costs for replacing
recalled or withdrawn products
• reduce potential for lost business from
incorrect products being shipped
• minimize brand damage by narrowing
the scope of any recalls
• meet the requirements of retail partners
and regulatory overseers for product
quality and traceability.

5
More than half of coding errors are caused
by operator error – our surveys suggest a range
of 50 to 70 percent. The most common mistakes
are incorrect data entry and incorrect job
selection. In our survey, we found that those
two mistakes accounted for 45 percent of all
coding errors.
Even where the problem is recognized, many
companies respond by simply introducing more
checks during the packaging operation. However,
this does not address root causes such as the
wrong codes being entered in the first place, nor
does it tackle the problems and costs associated
with product rework or the resulting decrease in
plant efficiency.
It’s in the manufacturer’s own self-interest to
understand the scope and cost of coding
mistakes and take counter measures to eliminate
them. Moreover, many retail partners are now
requiring compliance with coding standards that
include implementation and documentation of
methods to eliminate such errors.
Preventing errors by design:
mistake-proofing coding processes
Manufacturers need proactive solutions to
address all these issues – from unaccounted
costs, to ineffective countermeasures, to partner
mandates – instead of reacting to coding
problems after they occur and their costs accrue.
There are two ways to deal with coding
problems at the source, actually on the
production line:
• proactively reduce the likelihood of errors
• try to catch errors when they happen to
minimize waste, correct the error and get back
to production as soon as possible.
It’s not a question of either/or. Even if you’re
effectively preventing coding errors, you still
need the ability to quickly respond if something
goes wrong in order to limit the damage. But
clearly, resources invested in prevention can pay
back many times over when compared to the
expense of putting errors right.
Reducing coding errors
cut running costs by
almost 50%
During a cost analysis exercise,
a global FMCG manufacturer
discovered that coding errors
were almost equivalent to their
total annual equipment running
costs.
The total annual coding costs
for nine lines were calculated
to be 291,200€ broken down
as follows:
Annual cost element
Capital
investment costs 9,400€ 3%
Equipment
running costs 54,000€ 19%
Scheduled
non-operational time.
Maintenance and
line set-up 177,600€ 61%
Coding errors 50,200€ 17%
Total 291,200€
Cost of coding errors at this
particular site turned out to be a
huge 17% of total running costs.
By identifying the errors and
putting process in place to remove
these coding errors before they
happen, the customer was able to
cut their annual equipment
running costs by 50%.
Traditionally, running costs have
held the center of attention for
competitive justification and cost
saving projects. In reality, there
are far greater rewards to be had
from eliminating coding errors
through Code Assurance
measures. Error prevention
opportunities are realized through
continuous improvement in
usability, data handling and
equipment capability.
It’sbetter
to prevent
errors than
tocalculate
thedamage
Up to 70 percent of coding
errors are caused by operator
error, with almost half caused
by mistakes in code entry and
job selection.
Running
InvestNon Operational
Coding errors
177,600€
50,200€
54,000€
9,400€

Poka-yoke
and its role in Code Assurance
6
Often referred to as ‘poka-yoke’, this approach focuses on
up-front process design. Lean manufacturing processes
are created with fail-safe features that allow operators to
immediately detect a mistake and correct it. Better still,
to prevent mistakes from occurring at all despite the
operator’s actions.
Packaging design
What is the size and style of the packaging being coded?
What materials are used? What space have you for coding
and whereabouts on the pack is it?
Code design
How do you design, create, manage and implement your
codes for usability, clarity, robustness and longevity?
Data design
From accurate data input to accurate overprinting of your
code, how do you design-in and control data integrity for
built-in productivity?
Coder design
What are the best technologies to utilize to ensure that
accurate data input and accurate overprinting are fast, easy
and convenient to achieve, so that line uptime is maximized
while downtime is minimized? As a result of the multifaceted
nature of achieving Code Assurance, our comprehensive
approach has led to our creation of The Four Pillars of
efficient, effective coding and overprinting, of which
Code Assurance is just a part.
Key to Code Assurance are the human-machine interfaces –
including both hardware and software components – which
can and should be designed to simplify data entry and help
prevent operator errors, both at code entry and job selection.
We also believe the structural flow of coding processes can be
redesigned to minimize operator interactions to reduce the
risk of errors, even to the point of distributing correct codes to
the correct printers for the correct jobs automatically.
Code Assurance: a comprehensive approach to coding quality
Code Assurance is Videojet’s comprehensive approach to preventing or
eliminating errors in the coding and marking process. However, there are a
number of factors that interact and impact on achieving Code Assurance:
In recent decades, manufacturers have increasingly
turned from quality assurance based on statistical
sampling of products bound for market to a more
proactive philosophy of prevention.
Code Assurance is Videojet’s comprehensive
approach to preventing or eliminating errors
in the coding and marking process
These Four Pillars are:
Code assurance –
the subject of this white paper, our solutions don’t just
help prevent coding errors. They empower you to get the
right code in the right place, on the right product; time
after time via designing, creating, managing and
implementing the whole coding process effectively.
Uptime advantage –
our product range is designed to minimize both planned
and unplanned production line hold ups, caused by
everything from coding errors to ink and ribbon
changeovers or ribbon breaks.
Built-in productivity –
simply by being more available, more of the time, our
solutions enable you to maximize your line efficiency and
minimize your cost of ownership. For example, our new
1,200 meter ribbon can help improve productivity by at
least 10%.
Simple usability –
the quality, accuracy and use of data is vital, so all our
products are designed and engineered to be fast and
simple to use at every stage, ensuring information
integrity from input to pack.

7
By utilizing this, error prevention becomes part of
the process, so that mistakes are difficult (ideally,
impossible) to make, and easy to identify and
correct should they occur.
The concept of poka-yoke began in 1961 with
a simple change in the way workers were
assembling switches. Instead of grabbing parts
from the parts bin as they worked, employees
were taught to place the necessary parts in a
tray before beginning assembly.
This simple change in process design completely
eliminated the common problem of missing parts
in many of the switches that had been shipped
to customers.
If a part remained in the tray, the worker knew he
had to go back and install it before moving on to
the next switch.
The poka-yoke principle has since been applied to
countless, more sophisticated processes, but the
essential principles of the first poka-yoke solution
still apply more than 50 years later:
The solution should…
1. be cost-effective
2. be easy to implement
3. ensure correct operation without
depending on constant attention or
infallible input from the operator
4. ideally, work without depending on
the operator at all.
Videojet
incorporates
poka-yoke
concepts into its
execution of these
principles to help
reduce operator
mistakes and
coding errors.
Our complete Code Assurance
methodology relies on four basic principles
Poka-Yoke:
mistake-proof by design.
The term ‘poka-yoke’
pronounced PO-kah YO-kay,
might be translated literally
as ‘prevent-mistake’.
1
Simplify message selection,
so the operator selects
the right message for the
right job.
2
Restrict operator input to the
absolutely essential points of
contact only.
3
Automate messages
as much as possible, with
pre-defined rules that help
prevent incorrect entries.
4
Use authoritative data
sources – such as MES,
SCADA, ERP or other
enterprise IT systems –
so that the appropriate
information is pulled to the
printer automatically when
the operator selects a job.

Code Assurance –
from the ground up
8
From individual operator interactions to facility-wide automation
A central goal of Code Assurance is to simplify the process of
message selection and constrain incorrect entries, so that
operators reliably enter the right coding message and apply
the message to the right job.
Predefined coding rules automate as much of the message
creation process as possible, minimizing day-to-day operator
input while ensuring that any necessary input complies with
policies and logic that pertain to the specific job.
Although it’s impossible to eliminate operator input
completely, the intelligent interface can restrict input to the
few key points where the process requires it. Even then it
can restrict the input to policy-defined formats and content
choices to substantially reduce the opportunity for
operator error.
Software plays a key role in error prevention and code
assurance. PC and network-based technologies remove the
need to create codes at individual printers, provide a
centralized source for the right code, and connect printers
with authoritative data sources, quality control solutions and
product tracking systems across your enterprise.
The deeper the organization goes into Code Assurance, the
less risk for operator error and costly coding mistakes there
are. Code Assurance isn’t a single technique, but a
progression of possibilities stretching from the individual
operator to the entire operation. Code Assurance allows
any organization to find the optimum balance of costs
and benefits.
New Code Assurance solutions have poka-yoke design features
built into the operator interface. Customers can build on this
foundation by adding powerful poka-yoke capabilities through PC
and network-based message creation and management:
Using an operator interface with built-in Code Assurance
tools implements poka-yoke principles 1-3
It’s an integral part of new-generation thermal transfer
printers, ink jet coders, large character marking and thermal
ink jet product lines.
Windows-based software provides additional support for
poka-yoke principles 2 and 3
A Windows-based software isolates code design from the
production floor and eliminates the need to load individual
messages onto each printer interface.
Network controls eliminate the need for poka-yoke
principle 1, further strengthens principles 2 and 3, and
fully implements principle 4
A network setup and control solution pulls from authoritative
data sources to distribute the right codes to the right printers
for the right jobs. Network controls can distribute coding
messages to multiple coding and labelling equipment
technologies across the plant – and even across multiple
plants – to simplify management and practically eliminate
coding errors due to incorrect operator input.
Now let’s take a closer look at what Code Assurance means,
and how Videojet solutions help manufacturers achieve it.
1
Simplify message
selection
2
Restrict operator
input
3
Automate
messages
4
Use authoritative
data sources

9
These goals must be achieved while still making it simple and
efficient for the operator to perform their role. In designing
the interface for the DataFlex®
line of thermal transfer
overprinters, for example, Videojet specified a large 264mm
(8.4) touchscreen and designed the display for easy
operation – with fonts that are easy to read, colors that are
easy to interpret and buttons that are easy to press.
Along with the calendar selection, drop-down menus, field
prompts and other Code Assurance features listed above, the
physical design of the interface makes it almost impossible for
a reasonably careful operator to get code creation and job
selection wrong.
Removing message creation and management
from the production floor
With an intelligent user interface, separate authorizations are
required for code creation and job selection. This separation
of duties ensures that a shift foreman, for example, can’t
make coding changes that should only be made at a product
management level. At the next level of Code Assurance,
these processes are separated even further by completely
removing message creation and management from the
production floor.
By moving these processes to a central location, coding
messages can be built by a dedicated individual with proper
training and authorization, in an environment free from the
distractions and pressures of the production line. Videojet
provides a Windows-based solution for isolating and
protecting code creation and management processes by
moving them away from the printer interface and onto a
locally networked PC.
Designed to be printer-independent, the software provides
a single, simple solution for creating, editing and visually
verifying messages and then distributing them to any
enabled coding or labelling equipment in the facility.
In addition to helping ensure code accuracy, centralized
message management saves labor by simplifying printer
set-ups and streamlining the changeover process.
Implementing an
intelligent user interface
When evaluating and implementing Code Assurance
solutions, many companies begin with the user
interface. The goal here is to manage and enforce
acceptable parameters for the coded message and to
eliminate operator error from the job selection process.
The printer’s user interface can be
designed with several features to help
advance these goals, including:
• Requiring separate user authorizations for
code creation and job selection.
• Restricting the types of coding parameters
the operator can enter, or allowing job
selection only from a list of valid jobs that
have been created and stored in advance.
• Providing stored jobs with a meaningful
name that describes the actual product
being coded.
• Using calendar selection for dates to
eliminate errors arising from date formats
that vary from region to region or product
to product.
• Assigning date offsets so that, for
example, a Use By date can only be
selected from the range of valid dates
allowed for the product.
• Linking Use By dates to Sell By dates,
so that once the Sell By date is selected
the correct Use By date is generated
automatically.
• Setting calendar rules that prevent
operators from selecting specified dates,
such as weekends or holidays, while also
preventing the system from using these
dates in automatic date calculations.
• Restricting selection of data to a
drop-down list to eliminate the possibility
of wrong key-presses.
• Prompting for required fields and
confirmation of correct entries before
allowing the operator to begin the
print job.
• Confirming data prior to every job
change to ensure the correct job has
been selected.

10
Implementing network-based, database-connected
message control
For customers who want to move to the highest level
Code Assurance system, it’s essential to provide networking
capability for full line coding control across the plant or even
across multiple plants.
Such control software can be thought of as a Supervisory
Control And Data package that ensures traceability and
provides support for continuous efficiency Acquisition
(SCADA) solution for coding and labelling improvements.
These packages need to work with existing serial, Ethernet or
wireless network, and be used as a self-contained coding
network control system. Alternatively, it should be integrated
with SCADA, factory networks, MES and ERP systems to form
part of a broader enterprise quality assurance solution.
Open Database Connectivity (ODBC) allows messages
created to be stored in SQL, Access, Excel and generic
databases for connectivity to enterprise IT systems.
Upon job selection, this connectivity enables the job
information to be pulled from any enabled coding or labelling
system, and the correct message for that job to be pushed
back to the printer or labeller. Jobs should be selected using
the interface or they may be scanned in from a worksheet
using wired or wireless bar code scanners to provide even
greater assurance against operator error.
Industry-standard Open Process Control (OPC)
OPC functionality offers an alternative mechanism
for downloading and starting jobs, as well as viewing real-time
status information. A well designed poka-yoke package
eliminates the effort of programming multiple printers
separately, reducing set up and changeover time. And with a
dynamic, centralized message database, it’s easy to rapidly
adjust the messages being printed by coding equipment.
Each message change is made once and automatically made
available to all printers, supporting automation goals for a more
productive operation.
More importantly, this create-once/use-anywhere message
process can help eliminate errors. And for even greater
Code Assurance, scanners can be placed throughout the
packaging and line to check codes for accuracy in real time.
If an error is detected, the alarm beacon can be activated
and the line can be stopped or the product rejected
automatically. And with all data stored in a secure, data
management system, the solution also helps assure reliable
product traceability.
With flexible configuration to suit each plant’s physical setup
and information, architecture and coding needs, poka-yoke
approach provides powerful Code Assurance – and labor
savings – through centralized message creation and
automatic code distribution to printers and labellers across
your enterprise.
Code Assurance benefits include:
• Reduced overhead, with no need to create different code designs for
different printer types, and no need to learn and work with different
printer-specific software.
• Increased control and efficiency, since a single message can be created
away from the production line and run on any printer.
• Better coding quality with reduced errors, thanks to features such as
wizard-based creation of complex or merged fields such as GS1-128 bar
codes, seamless connectivity to a wide range of databases, print
preview for confirmation of the finished design and many other
advanced features.

Getting started with
Code Assurance
11
As we’ve already mentioned, you can build
Code Assurance into your organization starting
with initiatives as simple as retraining operators,
improving ergonomics at data-entry points,
and performing cross-checks before committing
to a print job.
These can reduce errors but they’re not foolproof.
It’s the only user interface on the market
designed to implement Videojet’s
Code Assurance model through poka-yoke
principles.
And we’re rolling it out across an extensive
range of Videojet coding equipment,
including:
• the DataFlex®
line of Thermal
Transfer Overprinters
• the 2300 series of high-resolution
case printers
• the 8510 Thermal Ink Jet printer
• the new Videojet 1550 and 1650 small
character Continuous Ink Jet printers
• the 3130 10-Watt and 3330 30-Watt laser
marking systems
As you add layers to your Code Assurance
solution, you gain centralized single-point
message creation and the ability to push
policy-compliant, quality checked codes
out to all your printers. You gain the ability
to ensure the right codes are going on the
right products, reducing risk, rework and
recalls while protecting the brand
reputation. Plus you streamline data
management and simplify changeover to
drive productivity gains and support your
automation goals.
Benefits include:
• Accurate and consistent on-pack
coding from line to line and plant
to plant, with centralized
message creation and automatic
distribution to printers, labellers
and scanners across the network.
• Minimized operator input to
increase production efficiency
and prevent errors from
being introduced on the
production floor.
• Reduced costs, with centralized
control to protect against waste,
rework and recalls.
• Optional wired or wireless
SCANPOINT integration, providing
bar code driven set up to eliminate
operator input and ensure the
correct product and packaging
are used.
• Optional integrated
fixed-position bar code validation
to confirm correct packaging.
• Optional intranet view of live,
enterprise-wide performance
information.
• Dashboard performance feedback
and production counts in
audit logs.

Call 800-843-3610
or visit www.videojet.com
Videojet Technologies Inc.
1500 Mittel Blvd. Wood Dale IL 60191 / USA
©2014 Videojet Technologies Inc. — All rights reserved.
Videojet Technologies Inc.’s policy is one of continued product improvement.
We reserve the right to alter design and/or specifications without notice.
Peace of mind comes as standard
Videojet Technologies is a world-leader in the product identification
market, providing in-line printing, coding, and marking products,
application specific fluids, and product life cycle services.
Our goal is to partner with our customers in the consumer
packaged goods, pharmaceutical, and industrial goods
industries to improve their productivity, to protect and
grow their brands, and to stay ahead of industry trends
and regulations. With our customer application experts and
technology leadership in continuous ink jet (CIJ), thermal ink
jet (TIJ), laser marking, thermal transfer overprinting (TTO),
case coding and labeling, and wide array printing, Videojet has
more than 325,000 printers installed worldwide.
Our customers rely on Videojet products to print on over ten
billion products daily. Customer sales, application, service, and
training support is provided by direct operations with over
3,000 team members in 26 countries worldwide.
In addition, Videojet’s distribution network includes more
than 400 distributors and OEMs, serving 135 countries.
Global Headquarters
Videojet Sales Service Offices
Manufacturing Product
Development
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