ADDRESSING WASTE RESOURCES WITHIN ABC COMPANY:
A small trading company called ABC Company Partners wants to develop an application to handle its employee vacation request process. Before developing the new application, the company wants to get an overview of the as-is (mostly manual) vacation request process and legacy systems supporting it.
The company’s HR director describes the process as follows: When an employee wishes to go on vacation she/he has to fill out 2 versions of the same paper-based vacation form, submitting both to the HR Director. Company policy is that only one employee can go on vacation at a time.
Consequently, the assistant to the director of HR (upon reception of the request) first checks (in a personal excel-list that she keeps updated) if any other employee is already booked for vacation-leave at the specified period.
Simultaneously, her colleague, the HR director’s secretary, checks if there are sufficient vacation days left for the respective employee. For this purpose, the HR director’s secretary uses a legacy system that ABC Company Partners has once acquired to run a vacation management application. If anyone of the two checks is negative, the request is rejected by HR. In such a case, the HR secretary writes a letter of rejection to the requester via in-house mail.
If, however, both checks are positive, the HR director’s assistant informs the director of Production that the employee wants to leave and that in principle \the leave is approved from an HR perspective. The director of Production then has to decide whether his production schedule allows for any employee vacancy. He therefore either accepts or rejects the vacation request considering the expected workload. If the request is rejected by the director, the HR secretary has to write a letter of rejection to the employee as described above. If the request is accepted, the HR assistant has to find a replacement for the absent employee for the foreseen vacation time. If a replacement cannot be found the leave application is cancelled.
Listed and described the different forms of waste we described how these forms of waste might be addressed via a portal system.
Let assume our Company is ABC Company has 6 wastes listed below.
- Waste of papers
- Waste of money
- Waste of time
- Wasting office space/environment
- Waste of valuable resources
- Production waste
- Waste of paper
On given scenario there are some several wastes but listed above have been identified first is waste of paper, the “AS-IS” system required a lot of papers as you turn to look at in the scenario given every time an employee wants for vacation needed to fill out two in order for processing to the HR department by manually but if the company is using “TO-BE” system as a web-portal system the computerized system must handle the situation by automating all activities just simply “on click” meaning that employee just needs login on web-portal internet and then fill up the vacation application forms send automatically to the different departments responsible for processing his/her vacation desired.
- Wasting money
Financially measured status ABC company is wasting more funds for buying equipment office, for example, the money for buying the papers, and other related accessories support, weekly /monthly basis is financial loss as company ABC partners, every expense must be calculated in order to meet the financial account procedures as a result “AS-IS” system from ABC partner wasted a lot of money to buy office papers vacation application forms and other accessories regarding complementation on it. Therefore “TO-BE” process as web-based portal can minimize/eliminate those expenses, on the other hand, can be seen as web-based system solutions of business process management of ABC partner, as a result, the web-based portal can remove those expenses by installing the necessary suite software office packages which integrate all applications and align their business process just buy once in “in life span”.
- Wasting time /waiting on the queue
ABC partner employees are wasting a lot of time for going up down across departments, in the sense for taking application forms to be processed by the HR, is a big waste and the output from an employee regarding what task to be completed is being minimized, furthermore, there is waiting time also between the departments for waiting/queuing the files to be processed since HR is just working on a single task at a time thus ”TO-BE” process needed computerized system/web-based portal enabler process multi-tasks at a time, therefore, there is need for the web portal to process the files automatically, give feedback both employee, HR and director Just In Time (JIT) depend upon who needs that feedback must automatically get it and interact electronically via social network collaboration this will remove any delay will happen from approval of director perspective, the interaction between employees and HR departments will be freely automated supported by “TO-BE” process web portal.
- Wasting office space/Environment
“AS-IS” system from above scenario there is evidence from the context that too many papers and files are being kept into the office and different department, since organization made up with a lot of employees then you can found too many files( each employee has its own file), and too many papers in the offices so the offices’ environment is being overcrowded with manual documents both departments HR secretary and HR director office as well as director of the production office moreover using “TO-BE” system can process all these files into a single application. The web-based portal system will be no need to keep manual files only need to create database directories of keeping those file into a single network computer, this will enhance ABC partner for its business process by updating files automatically, using the web-based portal will can help much to realize ERP system application and understand innovation by shifting from both legacy system and manual to web-based application system which will help to minimize errors entry, and another inefficiency operational into an effectiveness and efficiency way of conducting improvement of the business process.
- Waste valuable resources
First valuables resources in ABC company are people , this kinds of waste can be seen as wasting energy by extra processing work and sometimes duplicate/repeatedly some activities, once an employee desired vacation, he/she walked upon and down to submit his/her forms and then HR secretary go through other processes for getting excel-list to being able process employee file the HR directors for getting confirmation is also other process, calculation being done over there , sending cancellation letter, sending email rejection, calculating remaining days for applicant which is being done manually and many more all those are wasting valuable resources therefore “TO-BE” process need web-portal system which can centralize all the requirements related of vacation request process that currently is being done “AS-IS “ system, web-based integration application and network installation will identify duplicates activities and will be automatically updated itself the notification will be automatically send in entire organisation so every employee will receive an mail notification by default if there is an employee in vacation or being booked, calculating remain days for each employee will be show up to every employee in his/her email account save and updated will be calculated automatically using the ERP system for managing entire organisation business process.
Web-based system/ internet enabler will help each employee to apply online, tracking his/her application processing, if a need for status vacation days will be able to retrieve online, checking any other colleague which is being booked or in vacation will be established through portal schedule/calendar vacation for ABC partner company. The exchange communication process will be easy for the entire organization into a single window, using the social network tools for collaboration across departments and the entire company as a whole.
- Production waste
Production waste in the ABC company “AS-IS” system may contribute by the “Non-Value Add activities” which is being done manually as described in above previous wastes, therefore “TO-BE” process web-based portal system in ABC partner will eliminate non-value added activities through entire ABC partner company by removing unnecessary duplication of tasks; idle or waiting time when the timing is being performed checking, logging and performing tasks will being performed correctly effectively and efficiency way into a systematic and automation perfect way, therefore, will be increasing productivity while decreasing any unwanted costs /non-add activities.