ICT ATELIER. Current situation 'As Is' Objectives for situation 'To Be' Proposed system for situation to be. ERP and POS

Transcription

1 ICT ATELIER Current situation 'As Is' Work flow Activities Data flow Important Remarks Objectives for situation 'To Be' Proposed system for situation to be ERP and POS Organisation System

2 Work Flow Material In

3 Work Flow - Sorting

4 Work Flow First Floor

5 Work Flow - Atelier

6 Activities Ground Floor Sorting (handling of items piece by piece!) In or out By type Orders Orders of accesories (piece by piece) Orders of PC (Stock Net) Stocking Stock brut Stock Unknown Stock Net (PC) Stock Brut

7 Activities First floor Sorting (handling of items piece by piece!) In or out By type Testing screens and printers Orders Orders of printers Orders of screens Encoding of printers and stock out Stocking

8 Activities - Atelier Sorting By type Testing Orders Creating orders for orders of pc Encoding Screens & PC (Stock Net) Orders Stock Brut

9 Data flow Central Administrative cel AC Handwritten or template papers From screens atelier to AC From pc atelier to AC From AC to screens 'atelier' From AC to pallets Barcode scanner Only in use in atelier

10 Data flow stock levels 5 different stock levels: STOCK BRUT: Items from donations that have received a number Definition: All donated equipment receives a number from Oxfam. At the moment that this number is entered in the database the device becomes STOCK BRUT. STOCK NET: Items that are revised and ready to sell Definition: This is the equipment that has been judged resalable, profitable and that has been revised. This equipment is ready for sale and details are entered in the database (according to the Oxfam number). STOCK OUT: Items that are scrap Definition: This equipment isn't usable any more (too old, too damaged). No unnecessary details are kept from these devices, only donor, brand and type of device is known. STOCK R: Items that are reserved by stores or for scrap Definition: These items are reserved by a store or a centres, and make it possible for other stores and centres to see what the current offer is. (without seeing the items that already have been reserved). STOCK C: Items that are assigned to a store (or centre) Definition: Items are located at store or centre

11 Data flow stock flow

12 Important Remarks - Bottlenecks Flow from donation to Stock Brut (encoding) Scrap decisions Waste management Employees Training and formation Guidance Motivation Errors and unefficient handling Incorrect actions Double encoding (handwritten papers) Organisational structure Supply >> current demand - Storage capacity

13 Important remarks - warehouse

14 Important remarks observed examples There is little automation in the registration of data handwritten papers There is no standard notation of data A lot of work has to be redone Scrape pallets Items are handled piece by piece There is no reception of customers There is no knowledge about the current stock in the 'warehouse' 2 pallets of printers +/-2 % of capacity 180 /year

15 Important remarks observed examples cont'd In the warehouse there is little information about upcoming orders There is no clear stock inventory (to present to wholesale buyers and shops) There is little expertise about scrap decisions on base sorting level There is little control on the correct functioning of the warehouse and the first floor No physical presence of responsibles

16 Important remarks observed examples cont'd Oxygène is a management tool written for one person At this moment Oxygène is used by 3 persons A lot of encoding is still done by hand Oxygène offers almost all of needed functionality, but Has a weak data model Is not suited for many stakeholders No history No user-role

17 Objectives for system to be Give answer to bottlenecks View on current stock Faster encoding On different levels Hr management (responsible) for employees with special contract Formal description of procedures and control Efficient waste management scrap decisions Divise responsabilities

18 Organisation Create different 'departments' (entities) Warehouse Waste Management Production Sales Logistics Registration of data in each step base level (fast) full specs (if necessary) Automatic communication of data between departments Automatic flow of goods between departments Departments function autonomous

19 Organisation - tasks Warehouse Sorting and encoding of donations Stock (Brut & Net) Prepare orders Reception of customers Waste Management Early scrap decisions Old & rare items Invest in waste management as a department!

20 Organisation - tasks Sales Centralisation of all sales issues Shops Wholesale Internal Decisions of liquidation Promotions CRM

21 System to be Replace intermediate steps of encoding Invest in system to encode the reception of goods (fast) User-role Unique identifier of donor (CE) Encoding on different levels (BRUT OUT) Different possibilities and interfaces per user Unique representation of data Create a system for the user Record flow of goods through departments View on stock: internal & external (website)

22 System to be Erp system with standard business model of production company Stock Brut resources Stock Net finished products With some adaptions: System for reception of goods Waste management Server Client architecture Basic system fast Automation Many possible clients (future) Bar code flow of data - indicators

23 ERP and POS 2 possible ways of implementation: In one extended project together Ease of integration Time slow Common model & assumptions Lots of stakeholders difficult Two separate projects side by side Time fast Integration difficulties Different model & assumptions Less stakeholders