The decision that the group would take is to implement a web-based ordering system that would allow customers to configure their orders in accordance with the specification that they want. Through this the data entry error will decrease. The necessary steps for planning the implementation of a web-based ordering system are stated bellow.
The first step in implementing this course of action is to determine the objectives of the company. As for our PSI it aims to reduce its error in order entry stage of the business process. The company should also take into account the customers that will be using the website so that we can better design it in accordance with their characteristics and the data information that they would provide as deemed necessary to process an order. We should also take into account the constraints of creating a website such as bandwidth so that we can properly take this into account in the design phase of the website construction.
The second step is to construct metrics that will help in determining the success or the failure of the selected course of action. Such metrics for PSI includes that the incremental cost for the web-based ordering system should not be more than 15.72% of the estimated annual failure cost. This will help the company evaluate whether the investment is fulfilling its intended purpose or not.
The third step is to define system specifications. PSI should identify the features that can be done through the website which comprises of the ordering features for the goods sold by the company. PSI should also specify business requirements which are as follows: customer may change or cancel their order one week from the required delivery date of the equipment after which the order is said to be final, the allowed mode of payments will also be identified, the maximum and minimum orders needed for a certain transaction, and all other policies that the company wants to implement.
PSI should not forget to identify the role of the customers in this web-base ordering system which is imputing their order specifications and sending the request for the order through the said website. We can use site map or written system requirements depending on the complexity of the specifications the company aims to make. Lastly, we need to identify the infrastructure needed for the system if there is any.
The forth step is building a content map. It is where we actually identify the text, pictures, sounds, database, and any data form that will be contained in the website that PSI aims to create. The data should be match with the firms’ specifications so that the content will be appropriate for its intended purpose. It is but necessary in this stage to identify the person who will be responsible for the implementation of this website. PSI should also identify the persons who has the authority to alter the data in the website. To ensure everything is in its proper place, a content plan should be develop.
The fifth and final step is the identification of management and maintenance personnel. PSI should identify the person who will be responsible for the overall system so that the website operations can properly be monitored. The maintenance personnel should also be identified due to the fact that we would rather not let the website stale and lose the return on investment that we might have generated if resources were properly use.
After the stated steps above, we can now operationalize the plan we have formulated above so that we can actually have a website that will be able to take the orders of our customers. The steps to be followed under the implementation phase would be stated bellow.
The first thing to do is to find a vendor who will create the website for the company at the least amount of economic outflow without sacrificing its quality. In here, PSI and the vendor company should list the tasks assigned to each party so that there is no redundancy of work. The list of tasks should include the date and time of implementation so that we can ensure that the necessary task to be performed is being accomplished.
The second step is preparing the company for change which is not an easy thing to do. People in the organization especially those who might lose their job or have a hard time coping with new systems being installed would naturally oppose such a change. That is why a considerable time should be spent to ensure that the people of the organization is ready for any alteration in their normal work environment. The employees of PSI which are currently in the order entry department won’t be fired but their responsibility will no longer include that of encoding the orders of the company.
The third step is to inform the customers with the web-based ordering system because they are also one of the stakeholders for the change that we are going to implement. Informing them of the modifications will hopefully get them on-board with our decision which will make the implementation of the change easier on the companies part.
Lastly, we should track our results and modify operations for necessary improvement. We will track the results of the project by comparing the actual from the metrics develop in the planning phase of the study. Through this, we will know where we are and where we are suppose to be. If we are far from our goals we need to check what we are doing wrong and fine-tune the operations. This cycle of improvements never ends as business of today always seeks for improvement.
Courtney from Study Moose
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