What is Process Design and why it is important?

Process design
To design refers to the process of originating and developing a plan for a product, service or process.1 Before you are going to design process design activity you should consider the objectives of the design, like quality, speed, dependability, flexibility, cost, example if a design is want to achieve speed objective the process activity must be supportive this objectives. Most common designs are based on the volume-verity concept. Above stated performance objectives are achieved through the over all setup including supply network deign, layout and flow, job design, process technology, product and services design by which a product and services take final look.

Process design
Supply network design Layout and flow Process technology Job Design

Product/service design

Some times product/ services design are interrelated. First of all Process design is based on the type of the product and services design. Example if a manufacturer is wants to produce the cars he should design the process considering the specification those are supportive in care production.

Secondly a good process deign also enable to support the new product / services within an operation. Example if a car manufacturer wants to introduce a new idea or product/Service the process design must be supportive to the new idea. So we can say that the product / services design has an impact on the process design and vice versa. But in term of services it is so difficult to separate the process design and services design, these are the same.

Library Process deign

In term of Comsats Library it is providing services. So the process design and the services design is also the same. The objectives of the Comsats Library are providing the high quality services through huge volume of books and a large variety. So the process design of the Library is based on the services design and services design also make the process design enable to make the process design more supportive for new services. For example there is a new service in library that is actually a security services that support to the operation of the Library which keep to avoid unethical carrying of books to the outside of the library. So in this case the process the services it self make the process design or operations more supportive and efficient. As per instructions from instructor we are only discuss the followings ingredients of the process design; a- Layout and Flow b- Process Technology c- Job Design

(a) What is Layout and Flow?

The layout of the operation or process means how it transforming resources are positioned relative to each other and how its various tasks are allocated to these transforming resources.2

Relative Positioning of Transforming Resources

Allocations of tasks to transforming resources

Flow of transforming Resources

It is too important to determine the flow of layout thorough which the transformed resources are moved and locations of these tacks available. If the layout is confused it takes much time to move the transformed resources form one process to another process. It is also involving higher cost to move these resources and have less flexibility to adopt the new operation or process. A good layout design involve characteristics or objectives like Inherent safety, length of the flow, Clarity of the flow, Safe conditions, management coordination, Accessibility, use of space, and long term flexibility.

Library layout and Flow

In term of Comsats Library the layout is perfect. The transforming resources are well located and flow pattern of the transformed resources are also clear. Other characteristics involve inherent safety, length of the flow. The length of the flow is also low because students can easily approached to the various categories of the books. Other characteristics of Comsats Library layout are clarity of flow, staffs conditions are so good, accessibility of the resources are also convenient and there is also an element of flexibility to include the new type of operation in layout related to the library like photocopy and other kind of new feature. As the layout type of the Library, Library has functional layout because the related processes and resources are located together. Students (transformed resources) have a predefined route and moved according to their needs based on activity. Different students have different needs and take different routes. The flow in Library is some extent to complex and hard to determine.

Layout of Comsats Library is better to say that it is based on the volume and variety of services. Because the volume is relatively high but the variety is not yet low the functional approach of the layout is appropriate because it is difficult to determine the flow pattern having variety of book shelves and its other services minimize the average distance of the customer through the operation. Some extent to the layout can be called the cell layout because of the different categories of books arrangement are in a group.

(b) Process Technology

The machines, equipment and devices that create and deliver products and services, referred to the process technology. Some technologies are peripheral to the actual creation of products and services but play a key role in facilitating the direct transformation of inputs to an operation. For example computer system which run planning and control activities, accounting system and stock control system can be used to help the managers and operators control and improve the processes. Some times this type of technology indirect process technology.3

Library Process Technology

In term of Comsats Library its is using the indirect process technology because the library is not a manufacturing concern so does not involve the other kind of technology that is used in productions example making of Mobile or other kind of stuff. Library involve the process technology like computer system those are helpful to planning and controlling, managing the book records, issuance and paybacks records. Library Computer system has a large database of books records, journals/ magazines, projects and thesis, audio/video material in which name of material, author name, barcode number, year of arrival, selves are also recorded. The technology also involves online systems using internet in terms of communication or link between the other online libraries through out the world. The library provides proactive information, news flash e-mail messages, Current Awareness Services to its users with the aim that right information at right time. Through HEC Digital Library, Library has on line full text access of about 23,000 research journals and magazines. The library also has a good collection of periodicals, newspapers and CD-ROM databases, giving most recent information to the researchers. Library has professional trade relations with some important local / national libraries. If required material is not available in the library, the material can be provided through ILL service. The library provides the Wi-Fi facility to the users in the premises of the library. The authorized users can get this facility. Library has 4 computers in the electronic section for library users. This facility will be available on first come first serve basis and no reservation request will be entertained in this regard.

Library do not guarantee about safety of data while using these computers. Users are advised to save data on USB flash drive as documents saved on the workstations are subject to deletion without any notice. Library process technology in term of security reasons involves the securities cameras, books detector system, Barcode systems. The overall process technology of the Library is good and supportive to the functions of the Library. Process technology is capable of mange the bookkeeping, communication, and security system.

(c) What is Job Design?

The way in which we structure the content and environment of individual staff members job within the workplace and the interface with the technology or facilities that they use is called job design. The elements of the job design are followings: What environmental condition of workplace? What technology is available and how it will be used? What tasks are to be allocated to each person? What is the best method of performing each job? How long will tasks take and how many peoples will be needed? How do we maintain commitment?

Importance of job design

Quality Speed Dependability

Job Design

Impacts on

Flexibility Cost Health and Safety Quality of Working Life

Jobs designs have impact on all the objectives of the performance. Operations must be able to provide all competitive edges through the jobs designs. If the staff of the business is not able to provide these edges and not qualified to fulfill these objectives the business is no more life.

Library Job Design

In term of Comsats Library the staff jobs are well defined. The staffs are provided the pleasant environment and working conditions are so favorable. In terms of technology as describes above, latest technology used by the staff to manage and control the books. As the tasks of the staff are concern, the tasks as per the staff persons are mentioned here; Mr. Muhammad Tariq Najmi: Incharge library Information Services Mr. Muhammad Ishtiaq: Assistant Librarian, Incharge Evening Shift Library Information Services Nasira Munir: Assistant Librarian, Incharge Acquisition / Technical Section Ms. Fatima Usman: Assistant Librarian Ms. Abida Hanif: Incharge Reference Section Ms. Raiqa Pervaiz: Incharge Serial Section Mr. Sajjad Ahmed: Incharge Circulation Section Mr. Naveed Sabir: Incharge Electronic Resource Mrs. Shazia Basit: Jr. Library Assistant Mr. Ameen Hassan: Jr. Library Assistan

"Reference Services" is defined to include the professional advice and assistance provided by the library staff, from material in the library's collections or elsewhere, to assist individuals using the library or making enquiries by mail, telephone or on-line to meet their information needs. It also include the range of information products, such as guides, directories and databases, and the equipment and facilities that are provided to enable research to be carried out to meet information needs. Dedicated library staff provides efficient and reliable reference services to its patrons. The users can make quarries and get assistance regarding library resource and services.

References: 1. Operations management by Nigel Slack, Stuart Chambers, Robert Johnston fifth edition chapter 4 2. Operations management by Nigel Slack, Stuart Chambers, Robert Johnston fifth edition chapter 7 3. library.ciitlahore.edu.pk/library/index.html visited 21 December 2010 at 2:00 pm