Administrative Processes Management
Characteristics
Task calendar for each user:
This major feature replaces the menus management for some users by offering them a calendar of tasks to be accomplished for each of the functions assigned to them. This calendar provides a direct link to the software screen that allows it to accomplish this task. Each user then writes down the progress of each task and the problems he encounters, if any.
Administrative control:
An administrative control screen allows their supervisor to follow the progress of their employees' task and identifies all delays and problems encountered
Benefits
- Reduces the time required for training and integration of new employees or when users are assigned to other tasks
- Helps avoid mistakes and omissions when an employee is absent and a colleague has to replace him
Allows the administrative superior to remedy in time any delay or any problem encountered by the users placed under his responsibility.
Features
Structure:
The approach is based on two hierarchies:
The Process / Business Cycle / Task hierarchy.
Organizational Structure.
Each user is attached to one or more roles as defined by the organizational structure of your company. As shown in the table, each task is assigned a role in the organizational structure
(In practice, the granularity of the task will be much finer)
| Process | Cycle | Task | Role | End Date |
|---|---|---|---|---|
| Purchases
(From Planning of Purchases to Disbursements) |
Planning
|
Review of the Annual Sales and Production Plan as Received From the Corporate Planning | Planner | January 10 |
| Determination of Purchasing Needs as Suggested by MRP Explosion | Purchaser | January 18 | ||
| Determination of Fund Requirements by Period | Controller | January 25 | ||
| Approval | VP Finance | January 31 | ||
| Annual Negotiations with Suppliers | EPR Preparations | Purchaser JR | February 15 | |
| EPR Review | Purchaser | February 20 | ||
| Send EPR and Call Suppliers | Purchaser JR | February 25 | ||
| Review Quotes | Purchaser | March 15 | ||
| Final Negotiations | Purchaser | March 25 | ||
| Contracts Approval | VP Finance | March 31 | ||
| Purchases | Review MRP Needs | Planner | Every Thursday | |
| Send PO's | Purchaser JR | Every Friday | ||
| Receptions | Review of Expected Deliveries | Receptions | Each Monday AM | |
| Confirmation with Supplier and Expediting | Purchaser JR | Every Tuesday | ||
| Receptions | Receptions | Each Day | ||
| Invoices Confirmation | Point Invoices Against PO's | A/P Clerk | Every Monday, Wednesday and Friday | |
| Investigate Differences and Correct or Have the Differences Approved | Purchaser JR | Each Friday | ||
| Disbursements | Prepare Pre-List of Checks to Issue | A/P Clerk | 15th and 29th of the Month | |
| Approve Pre-List of Checks to be Issued | Controller | 15th and 29th of the Month | ||
| Issue Checks | A/P Clerk | 15th and 29th of the Month | ||
| Verify Checks Against Pre-List and Sign | Controller | 16th and 30th of the Month | ||
| Mail Checks | A/P Clerk | 16th and 30th of the Month |
How It Works
1 Create tasks, calendar and assign roles.
The manager defines in detail a matrix such as the one displayed as an example for each of his company's tasks.The task window allows you to define prerequisites from other roles for each task. In addition, he can include a direct link to the elements of the software that may be necessary for the user (assigned to the role) to accomplish his task.
In addition, he must assign users to the roles defined in the matrix. It is through this intersection that we can then identify schedules specific to each user.
2 Daily use by employee.
Upon login, each user automatically finds himself in front of a window that displays the tasks to be performed in the following order:
- Overdue tasks
- Tasks to be done today
- Tasks to be performed in the near future with emphasis on those that can be initiated now.
The user indicates to the system with a click of the mouse that he is starting a task. Same when completing a task. He can also write a comment to note the problems encountered.
If the task to be accomplished is subject to a prerequisite (another task from another role), it will follow a link to verify that the completion click is registered there. If so, the system will record this confirmation and the user can initiate his task. Otherwise he will have to investigate and wait for the completion of the pre-requisite.
3. Control by the Supervisor.
Control screens allow the manager at all times to see the progress of the work cycle and identify problematic situations before they escalate. Several performance statistics can also be obtained to better balance tasks and roles.