Model Process

Krishna Kumar Regmi

Krishna Kumar Regmi

Model Process

January 15 2013

th

PROCESS COVER PAGE Name of the process: Order Placement Process

01. Process mission: To order goods after checking the availability and frequency of need of the product in the organization Convenient and effective order placement to maintain the product availability in the warehouse of the organization based on frequency of need. Avoiding ordering extra amount of product and maintaining the warehouse space available for the products Store Manager Store worker, accountant, supplier Product names, codes and personal data Bill Store manager, store worker, supplier, internal logistics provider Store worker enlisting the product names and codes Order placement is made through internet Correct product names and codes Arrival/time Receiving online order placement confirmation Process of arranging arrived products in the store, commissioning process

02.

Process objectives:

02. 04. 05. 06. 07. 08. 09. 10. 11. 12. 13.

Process Owner: Customers: Essential input information: Process outputs: Essential participants: First step: Last step: Process critical success factors: Process units of measurement: Process assessment procedures: Process connections to other processes:

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Krishna Kumar Regmi

Model Process

January 15 2013

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FORM FOR GATHERING BASIC INFORMATION ABOUT THE PROCESS

1. Name of Process 2. Process Owner The person who has got the power to plan, control and improve the process (and to set up objectives, give resources, check results etc.) 3. Input information that is needed to start first step of the process 4. Resources needed to run the process Personnel Equipment Machinery IT-systems Rooms/ Premises Electricity

Order Placement Process

Store Manager

Store worker enlist product names and codes

Personnel: Store manager, system operators, store worker, accountant Equipment: computers, telephones Machinery: order picking machine IT-systems: Internet, Enterprise Resource Planning (e.g. SAP, Oracle), EDI Rooms/Premises: furnishes offices, Store Electricity: in offices and warehouse

5. Customers of the process, everybody who has got Internal: internal logistics some work to do in the process External: Supplier Internal External Interest Groups Authorities etc. Interest groups: Supplier, internal logistics provider, tax authorities, auditors, European commission (for quality standard of the good)

6. Where/when does the process start? What happens?

It starts with the store workers enlistment of the required product name and codes to be placed for order through internet or phone by store manager. The first step is that the store personnel collects the order from store and provides to store manager to check the order
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Krishna Kumar Regmi

Model Process
and make an order placement order.

January 15 2013

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The first step/activity?

7. When does the process end? What happens? The last step/activity?

It ends receiving the products in the hand of internal logistics personals and finally being handed to the store personnel for arrangement in the store.

8. Outputs of the process for internal and external customers? Product Services Documents Data, etc.

External customers: receiving the order, making a receipt Internal customers: Product records, order ticket, unpacking the goods, arranging in the store, receipts, voucher and delivery slip from internal logistics service provider Supplier: Providing the goods in agreed quality, quantity and delivery time Personnel: Convenient and effective order placement to
maintain the product availability in the warehouse of the organization based on frequency of need.

9. The overall objectives of the process and units of measurement Customers Personnels Process performances and Finances point of view

Process performance: time efficient, frequency of need of the product maintained in the store Finance: low cost store management, high profit per order, cost management by avoiding emergency order The store personnel have to check order list make sure order is placed well. Process owner is responsible on checking on the store personnel whether they encounter any obstacles during order collection in the store. To assess the process store manager takes care of the arrival of the goods, arrival time, quantity of the good, wrong arrivals through store personnel.

10. Assessment procedures of the process (who, what, how, improvement?)

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Krishna Kumar Regmi

Model Process

January 15 2013

th

EXPLANATION PAGE FOR EACH PROCESS STEP

Step/activity in the order that the arrows in the process flow chart show Store worker enlist product names and codes Who Critical factors is there something that can go wrong in this step? Adequate information, order is given in right time so that delivery schedule can be met, Frequency of need of product is checked Products names and codes, frequency of need Adequate information Methods, work instructions, tools, IS-programs etc. Possible control and surveillance point? Order is placed through internet or phone Input information What information is needed to fulfil the step Output information What information comes out of this step

Store worker

Organisations name and department name, Product names and codes, preferred arrival date, description of good, quantity and quality of the good, final destination of the product
Order form

Checking of order placement Clarifying open questions

Store personnel

Store manager

Check the order placement date and arrival date as agreed with supplier Supply of right department codes and supplier names

Ordering goods

Store Manger

Correct information from the order form

Order via the inventory management system

Product names and codes and whether all the listed order are made Organisation name and department, preferred arrival date, description of good, quantity and quality of the good, final destination of the product description of goods, quality and quantity

Verified order palcement

Corrected order placement form

Goods

Krishna Kumar Regmi

Model Process
Store worker Pick the arrived goods Pick to light, weight control of package to determine whether ordered products have arrived Check whether order is correctly matched with amount in ERP and Finance management system description of goods, quality and quantity

January 15 2013

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Commissioning of the order

Receipts, arrived goods

Billing the order

Accountant

Notifying the arrival of goods

Store Personnel

Adequate information (quantity, price, good). Wrong information will cause for wrong inventory record and liability No arrival of goods, arrival of wrong sizes and quantities

Quantity, price, good, date of order, date of arrival

Record listing, list of open positions

Place the arrival back and input in inventory management system. Supplying to internal logistics to the right department in the organisation

Date of arrival, quantity of goods

Order arrival slip

Handing goods over to arrival

Store Persoannel

Good gets damaged by loading the good, Wrong arrivals of the goods

Department name, arrival date, arrangement of the product in right shelves

Voucher, Goods are arrived

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Krishna Kumar Regmi

Model Process

January 15 2013

th

Order Placement Process

Store Worker
Store worker enlists the order
Receiving, transporting and arrnaging the goods in its respective place

Store Manager

Checking of order

Order ok?

NO

Clarifying open questions

Notifying the arrival of goods

YES

Ordering goods

Commissioning of the order

Accountant

Receiving the bills (invoice)

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Krishna Kumar Regmi

Model Process

January 15 2013

th

PHASE CARD(=explanation page) according to the instructions of IMS-PROCESS ORIENTED QUALITY SYSTEM Responsibility - here you write who is doing and what Crtical factors what can go wrong in the process step Methods, instructions and models. For example the names of work instructions that are needed in each process step/phase Enlistment of product codes and names Arrangement of the arrived product Out coming traceable ICT -systems information/documents various outputs and documents from each process step/phase Problems in the process step/phase and improvement plans

Store Worker is responsible for collecting and enlisting product order on the order sheet based on the frequency of need He also arranges arrived products in the store

Wrong product codes can be enlisted, frequency of need can be disordered Products can be put in wrong shelves

Internet/EPR Order sheet Invoice Record of Arrivals

Products are misplaced from the shelves Need to train other employees to keep things in right shelves Need to develop a virtual order sheet which can be used in iPad

Store Manager is responsible to check the order and

Wrong product codes and name can be supplied

Checking of the order Commission of the

Commissioned order sheet

Internet/EPR

Internet does not work sometimes Computer operates

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Krishna Kumar Regmi

Model Process Wrong order for order wrong date can be placed Internet may not support sometimes Maintenance of records and fields in Account Discharge of purchase money Daily Account Record of purchase Interne/EPR slowly

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commission it

Would be nice to have new computers with uninterrupted internet flow

Accountant is responsible for keeping record and discharging money for the purchase

Assessment of the process in questions

Was EPR used working efficiently for order placement? Was the order placement a success? What new needs and demands were found during the process that can help enhancing the process? What are to be improved in terms of equipment, technology and humanware in the process?

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