Apparel Export Merchandising
Time and Action Plan
Introduction:
The critical path or TNA is a proper collaboration of resources. Like several processes, a lot of people are
Time and action. In a Textile industry, to execute an also involved to accomplish an order. Similarly, each
export order, there is a need for regular evaluation of order is unique in terms of process and time demand.
production activities with the help of time. This So, a detailed plan with well-defined responsibility is
regular evaluation is called Critical Path Method or must to complete each order to get completed on
Time and action plan or calendar. This is also known time. A time and action calendar defines the ideal
as TNA. By this evaluation, a merchandiser can date/time within which the major activities of an
easily know the present situation of the order. In the order should occur against a scheduled delivery
case of export order, we all know that buyers mention window.
lead time with the order sheet. According to this lead
time, a merchandiser makes a Critical path. This
method helps to make sure an order is delivered
Generally, spreadsheet (excel) is used by
within lead time.
merchandisers to make TNA, it is like a
merchandiser work planning sheet. This planning
sheet prepared on excel is called time and action
Time and Action (TNA) calendar are one of the most (TNA) calendar. Time and action plan (TNA) is very
important tools for managing a project. In garment important and advantageous for the apparel industry.
manufacturing each order is not less than a project to TNA can be reviewed and modified in different
a merchant because from order receiving to meetings like Pre-Production meetings, Pilot Run
completion of an order it involves several tasks of meetings, etc.
various timelines and utilization of various
Necessity of TNA in Garment Industry:
Time and action plan or TNA is a popular tool used during the planning of the order. Every little detail is
in the apparel manufacturing industry. A being considered in the planning system. Making
merchandiser must do so many tasks to complete an TNA plan is not just entering activity names and
order, a TNA plan will show what to do and when. It duration in the tabular form, it is also about
is a technique of tracking and following up on scientifically working out the activity duration,
important activities in pre-production processes to logically determining the preceding and succeeding
ensure timely delivery within a decided delivery activities.
date. Garment pre-production and merchandising is
done by people doing multiple activities in the
organization. Some of the activities are independent,
while some of the activities are dependent and follow The time and action plan consist of time frames listed
each other. Every company takes enormous care for every activity planned from pre-production date
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to shipment deadline and these activities need to be checked more frequently as it will make it easy to
done within specified time and the merchandiser is correct deviations. In short, the TNA plan is one of
responsible for keeping everything on track. The the most necessary equipment for managing the
purpose of TNA plan is to check at frequent intervals, product. TNA is very useful for buyers too as they
that whether the planning is being executed can know the status of execution of an order.
satisfactorily or within specified time limit. It is to be
(fig no: 1)
Here are some reasons why TNA plan is necessary in garment industry: -
1. A detailed and clear plan with well- them. TNA gives the update of the
defined responsibility and plan is running order, and it helps us to find out
required to complete the project on the mistake at the very moment by
time. So, with the help of the TNA plan continuously checking it.
we get a little insight of how it is going
to be completed and what time these 3. Making a TNA plan is just like doing
activities will be done to complete the forecasting, as we come to know what
whole project completely on time. As it is going to happen in future and what
gives us an ideal date and time within activity we are going to perform at what
which all the major activities need to be time in future, which is very useful for
completed. the order execution in future, because
of this it makes merchandisers more
2. As there are so many mistakes that used proactive in work.
to happen during the process and if we
don’t correct these mistakes on time, it 4. Planning is known for eliminating
will become very difficult to correct unnecessary activity and saving a lot of
time as it tells us what we must do at
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what time, so it eliminates time 8. It makes it easy for the merchandiser to
wastage. So, TNA plans to save a lot of understand the order processing and its
time to merchandiser during execution.
manufacturing by eliminating
unnecessary activities. 9. It enhances the factory inventory
management. TNA gives the date at
5. If the order is unable to complete at a which raw material needs to be sourced,
specified time limit then it tells which in a way it helps to optimize the
department is accountable for the delay, inventory and saves a lot of time.
as it helps to identify the delay time of
different departments of the garment
industry, and identify the current status
of the product. 10. Time and Action plan also reduces the
risk of delivery delays, if one activity is
6. It reduces confusion as when it comes delayed then it gives us the signal so
to handling two or more than two that the merchandiser can take
products at same time, it may create immediate action accordingly.
confusion for merchandisers but having
a well-structured Time and Action plan 11. It is an essential element for a smooth
for each order, it will become very easy shipment order. As TNA makes sure
to understand and can reduce the that the product is developed in a
confusion of multiple running orders. specified time and shipped in a proper
manner at a given time.
7. The main advantages of Time and
Action plan is its graphical 12. It enhances efficiency and productivity
representation. Hence, anyone can by providing a complete plan of what
understand the information out of it needs to be done and, when it is to be
without any technical background. done, by whom it needs to be done, and
what resources or inputs are needed to
do it, and as a result it also improves a
company's profits and goodwill.
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Since the production of clothing necessitates the cooperation of numerous individuals, groups, suppliers, buyers
and manufacturers, merchandisers prepare a Time and Action plan and execute all activities in accordance with
it to ensure that all tasks are completed on time and in proper manner. And above all the discussed points, we can
say that TNA is playing an important role in the apparel industry. It guides the whole process from pre-production
to shipment of a product. A smart merchandiser should have proper knowledge about details of the TNA process.
TNA makes it so easy to ship the goods on schedule if a merchandiser
tracks TNA correctly. A successful TNA can make on time shipment,
which enhances the company’s reputation to the buyer, and accordingly
enhance the profits. TNA therefore enters the picture and plays a crucial
role in the garment industry.
Key Process of TNA:
1. Sampling:
Sampling is the most crucial task and hence need to plan in TNA very
carefully, some sampling stages are very important so any deviation or
delay in that will affect the whole TNA.
Proto sample: The submission of proto sample totally depends upon
buyer’s enquiry date. Any delay in proto submission or approval will
affect order confirmation date, which will subsequently affect the submission of (Table no:1)
fabric development and fit sample, as without proto approval it’s impossible to
proceed further. In sample TNA it is shown that the planned proto submission date is 09-06-2012 and planned
approval date is 27-06-2012, i.e., 15 working days are kept for proto sample approval.
Fit sample: After approval of proto sample manufacturer starts working on fit sample, that needs to be submitted
exactly at the planned date. Any delay in fit sample submission will cause the delay in P.O., size set sample
submission. Fit samples must submit within 45 days of proto approval as to get the sample of bulk fabric it takes
20-25 working days to get in-house; hence after approval of proto sample i.e., on 27-06-2012, the planned fit
sample submission date is 27-07-2012. Sometimes fabric suppliers are nominated by the buyer or buyer will
supply the fabric in either case it may not take more time. Hence, in time and action calendar an approximate 1-
month gap is shown between proto sample approval and fit sample submission. Buyer must give the comments
on the fit sample within 7 days. Any delay from the buyer side will directly affect the further process. To make
the fit sample process complete within a time period, the planned approval date for fit is 22-08-2012 i.e., 21 days
or 3 weeks is kept deliberately between first fit submission and approval, in order to accommodate failures and
re submissions of fit samples.
AD/Photo shoot/Salesman sample: These samples are generally submitted parallel with fit sample. The same
period is allotted to salesman sample i.e., 21 working days in TNA. These samples are mainly used for advertising
or for visual merchandising or by salesmen to collect the order from retailers; hence from buyer’s perspective,
timely submission of these samples is very important. Order size mainly depends on this sample and any delay or
quality issue in sample can reduce the order size. Sometimes buyer may ask a greater number of samples e.g.,
100 pieces, in that case merchandiser must keep in mind the capacity of sampling room, time required to complete
the demand of buyer, style complexity and buyers’ submission date while making the TNA.
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Size-set sample: This stage of sampling is most important, without size set
approval bulk fabric for production should not be cut to accommodate any changes
by the buyer in the bulk production. So, any delay in size set sample will directly
affect PCD and subsequently affect the shipment date. Size set samples need to
submit with actual bulk fabric, hence for timely submission of size set sample
merchandiser should make sure that all bulk fabric should be in-house well in
advance of size set submission date. To avoid the delay, as soon as bulk trims and
fabrics are get in-house within 3 days size-set samples can be produced and
submitted to the buyer for approval. As per TNA, in table no. 2, planned
submission date of the size-set sample is on 08-10-2012 and expected approval is
on 25-10-2012 i.e.15 working days are kept for completion of size set sample
approval process.
GPT sample: Before submission of PP sample, it is very necessary that Garment
Performance Test should be cleared from buyer. This sample is sent to either a
third-party inspection or in-house testing lab. While preparing the TNA
merchandiser must keep in mind that test results should get approved from the
buyer well in advance of the PP meeting. For approval of GPT 20 days are kept in
(Table no:2) TNA to deal with any delay in the process. Further, to avoid the delay in submission
of PP sample and PCD, GPT is happening along with Size-set sample i.e., from 08-10-2012 to 30-10-2012.
Pilot-run: Before going for actual production pilot run is carried out, to see the complications in actual production
and to give the sufficient time for learning curve of operator on sewing floor. In TNA preparation one day is kept
for pilot run for smoother and uninterrupted production. As soon as the first few lots are cut, make sure that they
will immediately be sent for embroidery. Hence cut panels are available on time for pilot run. In sample TNA
PCD is on 31-10-2012 while pilot run is planned on 03-11-2012, i.e., one day gap is kept for embroidery of cut
panels for pilot run. Pilot runs can be conducted before or after PP Meeting.
Pre-production (PP) meeting and sample: Preproduction meeting is a very necessary part of any export order
processing; hence merchandiser keeps one day only conducting PP meetings, to discuss the expected difficulties
during production. Any delay in this meeting or if more obstacles are there to solve in production will directly
affect the PCD and ultimately result in shipment delay.
PP samples need to submit within 10 days after approval of size-set and GPT samples. As without approval of PP
sample production should not start. To maintain the PCD merchandiser should be very careful while preparation
of TNA for PP sample. PP sample is normally pooled out from pilot-run, hence submission date for PP sample is
03-11-2012 and approval date is 12-11-2012 i.e., 6 working days gap is kept for PP sample.
Top of production sample: As soon as production starts, and first few pieces come out of line TOP samples
need to submit to the buyer. It's a very crucial stage where merchandisers must keep in mind that by any reason
TOP samples get rejected then production end date is going to be delayed. This can directly affect the shipment
date. In sample TNA, it is shown that the sample is submitted on 17-11-2012 and the planned approval date is
21-11-2-12.
2. Fabric and trim sourcing:
Fabric and trim sourcing is a very time consuming process which includes desk loom and lab-dip approvals, trim
and artwork approval, FPT approval. The fabric sourcing itself will take a lead time of 30-60 days depending
upon type of fabric. For yarn dyed fabric it takes approx. 45 days, for piece dyed fabric it takes approx. 30 days
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and for fiber dyed fabric it takes approx. 55-60 days. In sample TNA,
it is assumed that fabric used is solid dyed hence 30 days lead time is
considered while preparing the TNA, trims also take the approximate
30-45 days depending upon from where trims are getting sourced.
Hence while designing the TNA for sourcing the following activities
need to be kept in mind.
Fabric approvals: With approval of proto sample, merchandiser
needs to submit lab-dip for color conformation. Lab-dip approval
itself is a long process, as development of shade and submission itself
will take 10-15 working days for one attempt, hence after 15 days of
proto approval Lab dip is submitted. Hence while preparing the TNA
merchandiser must keep in mind that, complexity of shade, buyer’s
specification etc. any delay in lab-dip submission will end up with
fabric production delay, which will result in delay in; Size-set sample
submission. Hence to avoid the delay in TNA 30 working days buffer
is kept from submission date i.e., 14-07-2012 to planned approval date
i.e.,20-08-2012.
Trims and artwork: Trims and their art work are other important
factors of sourcing department after fabric. Timely approval of trims
is very necessary. Trim production and shipment is also a time
consuming process, especially if it is imported, hence while preparing
(Table no:3) the TNA 25 working days buffer is kept between submission date i.e.14-
07- 2012 and approval date 13-08-2012.
Fabric Performance Test (FPT): Before fit sample submission date FPT report must be approved by buyer, as
fit sample submitted in similar fabric. As without approval of FPT fabric suppliers can’t ship the fabric to garment
manufacturers. Any delay in FPT submission will cause in-fit sample submission and may show impact on fabric
in-house date which will subsequently affect the size-set submission date.
3. Production:
The most crucial part of any TNA is actual production. While preparing the TNA for production following
activities need to be considered.
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Planned Cut Date: The most important date for both
sourcing and merchandising departments. Most of the time,
TNA is prepared by keeping PCD in mind. To achieve the
PCD on time sourcing department plays an important role,
as lead time of trims and fabric production and availability
for garment production is controlled by this department.
While preparing the TNA expected lead time and sufficient
buffer should be kept for sourcing.
As there is embroidery included on cut panels, hence after
cutting the cut panels need to send for embroidery.
Considering that embroidery is in-house then 6 working days
after PCD to complete the embroidery need to be considered
in TNA. If embroidery is outsourced then accordingly more
number of days can be included in TNA.
In some merchandise, washing, printing is required hence
(Table no:4) merchandisers need to take care of the lead time requirement for the same
including necessary buffers.
Productions start and end date: These two dates purely depend upon shipment date and production capacity.
As soon as PCD is achieved the production should start immediately after pilot run and approval of PP Sample.
Any deviation in this date will subsequently affect the TOP sample submission date and shipment date. Number
of days required for production is decided by capacity allocated to that particular merchandise or number of days
available for actual shipment. For mention sample TNA, following assumptions were made while calculating the
number of days required completing the production.
Assumptions:
No. of pieces= 10000
SAM of garment= 28.5 min
No. of M/c= 50
Efficiency = 45%
The calculation for production days can be shown as:
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So, if 25 working days are needed for production, then production will start on 15-11-2012 and it will end on 15-
12-2012, if only one sewing line of 50 machines is allocated for 10000 pieces.
Finishing and packing: As finishing and packing is equally important, hence as soon as the first lot comes out
of production, finishing and packing get started. This can be started parallel along with production. In sample
TNA, 17-11-2012 is a starting date of finishing and packing, while 18-12-2012 is the end date. a 3 days buffer is
kept deliberately between production date and finishing packing completion date to avoid any consequences.
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Example for a Tech pack:
(Table no:5)
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(Table no:6)
(Table no:7)
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(Table no:8)
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(Table no:9)
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(Table no:10)
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Example of Spec Sheet:
(Fig.No.: 2)
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(Table no:11)
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(fig no:3)
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(fig no:4)
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Format of TNA:
Normally merchandisers prepare a plan of the order in a spreadsheet by listing down the key processes in the first
column and the planned date of action for each process in the next column. This planning sheet is popularly
known as time and action calendar (TNA). Once the TNA calendar is made, then it can be easy for merchandisers
to list down their daily ‘to do list’ and take it one by one. As per TNA schedule processes can be executed on a
timely basis to track whether an order is on track, or it will get delayed.
To make TNA below mentioned information must be available:
– Process flow of an order with the list of tasks which need to be performed
– Production capacity of cutting, sewing, washing, and finishing
– For sewing – batch wise and product wise capacity (production per day per batch)
– Lead time of activities, e.g., raw material lead time, sampling lead time, etc.
– Shipment date or planned ex-factory date
Normally TNA does not depend on fabric used in merchandise like woven or knits. TNA largely depends on the
process flow of an order, machine requirement and available production capacity. In TNA planned cutting date
(PCD) and ex-factory date these are the two most critical dates.
Requirements to Prepare TNA:
– Extensive process flow of an order from the sampling to dispatch with tasks to be performed on each
activity
Detailed production capacity of various departments of their unit. In some cases, the merchandiser needs
to know their vendor’s production capacity also
– Tentative lead time details of various raw material and buffer time required for each department
– Style complication in each department level, both in technical aspects and in terms of throughput time of
different departments
– Duration of transportation, shipment and logistic facility for the customer and exact delivery date to the
customer
– Availability of the special machines/technology and their possible influences
– Details regarding the local and national level holidays – in his/ her company and holiday information
about customers/vendors, from where the raw material imported or to whom the products need to be
delivered
· Complication associated with the trims and accessories sourcing and manufacturing
· Government and political policies of concerned countries
· Response time of customer/buyer at various stages.
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A successful time and action plan help to streamline the pre-production activities at a different level.
The chart also clarifies information about delays on a day-to-day basis. This activity chart helps the
merchandiser to monitor the sub or minor activities under each task. Out of this preparation work, the
complications come along with the sampling department. Since the approval from the buyer or from
the higher management of his/her own company is necessary after each of the sampling stages, the
unexpected delays in the sampling process make the merchandiser uncomfortable. Hence, during the
TNA preparation, sufficient buffer time needs to be provided between the processes, based on
individual experience. The Figure details the various key activities which need to be performed by a
merchandiser at various levels of sample development.
The Details Attached to the Garment Sample:
After the confirmation of order, each sample sent to the buyer has the following details attached to it, with the
help of a tag. It contains the details of both what the buyer has demanded and what the supplier fabric/trim &
other items they have used.
· Ref no.
· Color
· PO No.
· Season
· Item Description
· Fabric Composition
· Fabric Construction
· Quantity
· Style no/ Size
· GSM
· Type of Sample
· Date etc.
Benefits of Time & Action Calendar for Merchandiser:
Time and Action (TNA) calendar are one of the most important tools for managing a project. Its benefits are a lot
for merchandisers. Some important benefits of the Time & Action calendar are given below.
– It helps a smart merchandiser to make out the critical tasks in industry.
– It enhances productivity as a result and improves company profits.
– It is an essential element for a smooth shipment order.
– It is essential for timely shipment an export order
– It is useful to know the status of the order processing at a different level in the apparel industry.
– It helps properly the execution process of export order.
– It provides the idea about the position of the running order.
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– It helps to optimize the factory inventory.
– It gives the apparent plan about the Export order.
– It improves efficiency due to a proper time schedule.
Factors to be considered while preparing TNA?
– Merchandiser should know the production capacity of the plant and accordingly, he should prepare a plan.
– Should know the Style type and design of merchandise, so accordingly allocate no of days in TNA.
– Number of festivals of manufacturing countries and holidays plays a very important role while preparing
plans.
– Shipment details of the order should be clearly known by the merchandiser, while preparing TNA.
– Should know logistics facilities of industry, i.e., management of materials flow through an organization.
– Lead time estimated by the buyer, is the most important thing that merchandiser should keep in mind
while preparing a plan.
– Style complications, fabric and trims manufacturing complications should be considered while preparing
TNA, so a proper amount of buffer can be added in it.
– Response time from buyers at different stages also plays an important role when a plan is prepared.
– Production capacity of plant
– Style type of merchandise
– Festivals of manufacturing country
– Holidays
– Shipment details
– Festivals of country from where raw material is imported
– Logistics facilities
– Lead time estimated by buyer
– Style complications
– Fabric and trims manufacturing complications
– Buffer required from each department
– Political stability of the country
– Flexibility of freight forwarder
– Response time from buyer at different stages
– Lead times of various activities like L/C payment, custom clearance, etc.
– Cut off dates for shipment.
Conclusion:
TNA is most important activity for timely shipment. If any merchandiser can follow the TNA
properly then it will be not a big challenge to ship the garments on schedule. TNA for any
production unit is summary of sampling, sourcing and production activities and their sub
activities. Merchandiser generally makes TNA based on lead time mentioned by buyer,
shipment date negotiation, order quantity, production capacity. The milestones and key
activities dates are mentioned by buyer while other in-house activities need to manage by
merchandiser by keeping many things in mind. With help of TNA merchandisers can ensure
satisfaction of each step with constant follow ups and in shortest cycle time possible. Rapidly
changing trends of the fashion industry is making merchandising activities is more complicated
and so TNA. Merchandiser must prepare good and flexible TNA by keeping all facts and facets
in mind. If used effectively, a good TNA can help factory to meet production and shipment
deadlines, increase inventory turns, improve customer service, and enhance profits.
Reference:
1. https://apparelresources.com/business-news/manufacturing/great-knowledge-divide-
time-action-calendar/
2. https://www.textiletoday.com.bd/coordination-and-its-importance-for-smoother-
order-processing/
3. https://www.textiletoday.com.bd/fashion-merchandising-time-and-action-calendar/
4. https://www.tuvsud.com/en-in/industries/consumer-products-and-retail/textile-and-
clothing
5. https://www.apparelsearch.com/terms/t/time_action_calendar.html
