Flowchart and Memo (Essay Sample)

Name:
Instructor:
9/1/2015.
Supply GoodsReceive Purchase OrderA flowchart is essential for the graphical, or pictorial representation of all the processes within an organization .It helps highlight the various parts or departments that might have problems, and therefore offer some insight on how to solve these problems. The flowchart below is for a manufacturing company, from reception of an order, to supply of the same.
Receive goodsSend Order to SupplierFinalize PurchaseForm Correctly Completed?Receive Purchase RequestPurchase Request to Purchasing DepartmentComplete Purchase RequestLow Stocks
Yes
Yes
No
Return
Rectify and ReturnIncorrect Request
To: The Manager
From: Planning
Date: 9/1/2015
Re: Integration of IT to streamline operations.
Over the history of the company, there has been a great reliance on manual procedures, through every level of the company’s management. The operations of the organization, from time a client orders products, to the time of supply, the personnel have worked on the paper environment. It has been effective in ensuring that the company processes have continued, and the company’s core businesses have been intact. However, there are a number of things that make the system have some problems and thereby call for a complete makeover of the entire system.
The purchase process, usually start by placement of an order. Once the order has been placed, there are the necessary processes required to validate the request, before the processing of the order. During the validation process, all the checks are usually done to ensure that the right purchase orders are made and the processes duly completed. The problem usually arises when the number of orders received within a specific period is extremely high. In such a situation, the amount of paperwork done at every stage is daunting. Additionally, the amount of work on the personnel in charge can prove to be very daunting. As a result, the probability of human error is more likely with more and more work.
This raises the need for automation of the whole system. The computerization of the procedures, all the way from start to end, is a definite pointer to improved efficiency. Installation of databases and other automated systems will help in the development of a business intelligence system, which plays a huge role in ensuring that the normal decision making processes are done within the necessary timeline. For example, the decision making process when it comes to the validation of the purchase requests, and the purchase orders van be produced automatically, once the reception of an approval from the requests is done.
The computerization of the system will also ensure that there is a continuous work process within the organization, thereby eliminating the instances of fatigue that might arise as a result of the same. Fatigue suffered by the organization’s personnel might pose a serious chal...