Start With A Clean Monthly Baseline
An audit only works when the numbers are set out clearly. Pull the month’s issues, returns, write-offs and transfers for plates, chemistry, blankets and any consumables used at press or finishing. Separate what was planned from what was unexpected. A good baseline should show how much was used, by which line or machine, and for which job type. If your records are mixed up between shift notes and stores issues, fix that first because the rest of the review will be shaky.
Use the same cut-off date every month, preferably month-end. Compare against the previous three months rather than one month only. That makes it easier to see whether a spike is due to a big tender run, a short rush order, or a real problem. In Gauteng, where many printers run extended hours and handle multiple quick-turn jobs, a clean baseline also helps you distinguish normal production pressure from waste.
- Check stores issues against job cards and plate orders.
- Separate reprints, spoilage and maintenance usage.
- Record stock on hand at the start and end of the month.
- Keep one person responsible for the summary sheet.
Review Plate Consumption Against Actual Output
CTP plate usage should match output patterns. If a press line produced fewer signatures but plate draw increased, ask why. Common causes include setup repeats, incorrect imposition, damaged plates during handling, or a plate wash-up process that is too aggressive. On longer runs, poor storage can also lead to edge damage or surface marks before plates even reach press.
Look at the plate count per job and then compare it with the number of make-ready changes, plates spoiled at startup, and plates discarded after proof correction. If your team is using more plates during the same type of work, review handling training and startup discipline. In some cases the problem is not the plate itself but the way it is packed, moved or fitted.
- Count plates used per machine and per shift.
- Flag jobs with more than one remake.
- Check for scratches, bent corners and emulsion damage.
- Confirm plate storage is dry, flat and away from heat.
Watch Chemistry Losses And Refill Patterns
Chemistry usage often gives the first warning sign of a hidden issue. If replenisher, developer, cleaner or wash-up liquid is disappearing faster than expected, the problem might be over-dosing, leaks, incorrect balancing, or operator habits that vary between shifts. In humid conditions chemistry can also degrade sooner if containers are left open or stored badly, so the audit should include storage conditions as well as consumption.
Compare litres issued to litres actually consumed by line or processor. Then look at the number of top-ups, cleaning cycles and processor drain events. Sudden increases after a service call may show that settings were not returned to normal. Sudden drops can be just as concerning because it may mean under-dosing, which usually shows up later as weak processing, colour variation or poor image stability.
- Check chemical expiry dates and container sealing.
- Confirm dosing pumps are calibrated.
- Inspect hoses, tanks and drip trays for leaks.
- Note any change in wash programme or plate processor settings.
Use Blanket Wear To Spot Pressroom Inefficiency
Blankets are not usually the biggest line item in a monthly report, but they tell an important story. Early wear, scuffing or swelling can point to substrate issues, poor wash routines, overpacking, or pressure settings that are not right. If the same press keeps needing blanket changes sooner than the others, that press deserves a closer look. A blanket audit should not only count replacements, it should record why each one came out.
Good blanket control starts with measurement. Check thickness, condition and fit before installation. During the month, note where damage appears, whether it is linked to a particular job type, and whether the cleaning method is consistent. If blankets are failing faster in one part of the plant, the cause may be mechanical, not consumable related.
- Record blanket life in impressions or job count.
- Log damage by cause such as heat, abrasion or solvent attack.
- Check packing and pressure settings on each press.
- Keep spare blankets stored flat and clean.
Compare Usage To Job Mix And Production Volume
A printroom cannot be judged on total usage alone. A month with heavy short-run work, frequent colour changes or more finishing handovers will naturally use more materials per output unit. That is why the audit should compare usage to job mix, metres printed, sheets run or impressions produced. Without that context, the numbers can look worse than they really are.
Break the month into categories such as long run, short run, reprint, sample work and emergency turnaround. Then measure material use against each group. If your business serves clients across Roodepoort, Midrand and the rest of the country, transport timing and urgent despatches can also affect production flow and stock movement. The aim is to see whether material use is rising because the work has changed, or because the process is leaking somewhere.
Use a simple scorecard for monthly review:
- Plates issued per 1,000 sheets or per job.
- Chemistry used per processor shift or per 10,000 impressions.
- Blanket replacements per press per month.
- Jobs with rework, spoilage or unplanned stoppages.
Investigate Unusual Losses With The Right Questions
When a spike appears, do not jump straight to blame. Ask where the loss happened, who handled the material, what changed on the line, and whether the issue was repeated or isolated. Many printroom losses come from small leaks in process control, not from a single major mistake. A single missing plate packet can hide a pattern of poor issuing. One bad wash cycle can point to a dosing problem that has been growing for weeks.
Use a short investigation checklist and complete it while the details are still fresh. In larger plants, assign one person from stores and one from production to sign off the findings. That keeps the review practical and helps managers in Industria West, Germiston or Pretoria act on the same facts instead of different versions of the story.
- Was the loss linked to a specific shift or machine?
- Was stock counted physically or only assumed from records?
- Were there extended pauses or restart delays?
- Did the team change supplier lots, settings or handling practice?
Turn The Audit Into A Monthly Control Routine
The best audit is the one that becomes part of the month-end routine. Set a fixed review date, keep the same spreadsheet or register, and assign actions with deadlines. If the same issue appears three months in a row, treat it as a process fault and not a one-off. That approach helps protect margins, reduces avoidable reorders, and keeps procurement decisions grounded in actual consumption.
For many South African printers, the value is in steady control rather than big changes. A clear monthly review makes it easier to plan purchases, manage store levels and avoid emergency buying when production is already under pressure. If you need plate supply, chemistry planning or technical support, a structured usage audit also gives your team better information for the next order.
Close each month with three questions: What used more than expected? What used less than expected? What will we change before next month starts?
