Objective: To develop and document business processes using the first step of business process management principles, the design phase.

Scenario: Michael is in early days of business. He is fulfilling orders from his office by his employees. He has 4 products: 2 colours and 2 sizes. Let's assume that customers call in and place orders. Each product is only supplied by one supplier (ie One-to-Many relationship - this is simpler, if we wish to set up differently, it is much more complicated).

Prior to this, he was using one spreadsheet for tracking inventory (see example in Moodle):

• SKU1 - Inventory QTY - Location
• SKU2 - Inventory QTY - Location
• SKU3 - Inventory QTY - Location
• SKU4 - Inventory OTY - Location

When he placed POs he added stock once it arrived at his office.

When customers placed orders, he deducted inventory once he packed the order in the mailer.

Now that we have done process redesign using implementation of technology - ie we have developed a Microsoft Access Database for managing inventory and managing other pertinent business processes, your job is to document a step by step guide on this new process.

Assignment Criteria:

Form a cross functional team: you may work in small groups, it is beneficial to assign each person to a different role in Michael's company (ie purchaser, warehouse worker). Role play and use the different perspectives in order to do the below task.

Multiple perspectives allow for better process development and no gaps in the process.

Develop two (2) processes (ie checklists) for the following procedures when using the Microsoft Access Database:

1. Reordering Inventory and Purchasing Process - using knowledge of the end to end Procurement process and the database system that is created in Microsoft Access in order to track when to place a reorder for a product (ie is inventory on hand below minimum stock level), create a checklist of activities for Michael's company.

1. List 1) the activity (ensure the description is clear as well as 2) who (what role) it's assigned to and 3) list the frequency of the overall process flow (ie who and how often does the minimum stock level query get reviewed?)
2. TIP: In your list of activities ensure
3. there is nothing left out, even activities of "x person communicates to person when this happens. Remember a lot of activities fall outside of using Microsoft Access and require people to execute. For example:

4. i. Develop the PO contract

   ii. Send the PO contract to the supplier

   i. Communicate to the supplier weekly iv. Communicate the ETA with the warehouse staff

   v. Update the received date in the system.... etc

   2. Customer Order and Distribution Process - create a checklist of activities for the end to end process from when a customer places an order, to documenting, packing, shipping that order.

   a. List 1) the activity (ensure the description is clear) as well as 2) who (what role) it's assigned to and 3) list the frequency as well for relevant activities (ie who and how often does the minimum stock level query get reviewed?

   Evaluation:

   1. Process Relevancy & Completeness - 80%

   a. Ensure no step is missing, ensures consistent results (ie orders are packed the same way, documentation of orders being packed are done the same way), and enables continuous improvement and customer satisfaction.

   i. Completeness: all steps/activities are there, no gaps

   11. Relevancy: all steps/activities documented are relevant to the case (Michael's small business) as well as understanding the business processes and the Microsoft Access technology