The Operations Management System (OPMS) will encompass the following modules:
- Module 1: Sales Management
- Module 2: Inventory Management
- Module 3: Reporting
- Module 4: Delivery Planning
- Module 5: User Access Control
Module 1: Sales Management
The order management module will be used by sales agent to create quotations, tax invoices, delivery orders and credit notes. It is essentially the work space of the sales agents to input and retrieve inventory level information, unit price of products and customer related information. The module enhances staff productivity by triggering alerts for sales agents to follow up on quotations where customers have not responded or follow up on late payments after the successful completion of a project. This module will work closely with the inventory management module.
Module 2: Inventory Management
The Inventory Management Module will provide the organization visibility and control over their inventory. Inventories will be uniquely tagged with identifier, description, quantity level, unit rental price and any necessary parameters to provide meaningful and relevant information when a user retrieves a specific product category from record.
With the Inventory Management Module digitalizing inventory records and quantity level, the system will allow sales agents to reserve inventories in the organization’s calendar. This function tracks logistic movement and enable accountability.
Assumption for Inventory Management Module: The quantity indicated by user for loan and upon return, matches the physical amount extracted and returned. There must be a manual process of verifying the stocks going in and out, to maintain the integrity of data.
Module 3: Reporting
The Reporting Module is specifically designed for management with the two critical functions of monitoring the health of the business and identifying areas that requires attention. The sales reports will allow management to monitor sales level, identify trends and facilitate the research and analysis of customers’ behavior. Payment reporting will allow management to identify customers who have not cleared their payments and to also identify sales agents who have not follow up with these late payments.
Module 4: Delivery Planning
The Delivery Planning Module helps automate processes prior to creating a delivery duty schedule. For instance, the system will categorize the deliveries for the next day automatically by district level (North, Central, East and West). With this tedious process out of the way, the operation manager only needs to assign the operation personnel to the activities (Deliveries, Collections and Warehouse). With the process simplified, the operation manager can plan the schedules days in advance and utilize time more efficiently.
Operation personnel will be able to determine their schedule days in advance and also retrieve inventory pick sheet from the system. As operation personnel consist of people from different nationality, the content will be displayable in both Chinese and English language.
As the customer’s postal code retrievable from the system, the Delivery Planning module is able to generate a map of the venue to deploy the logistics and also suggest possible travel route from the warehouse to the destination. This is made possible using Google Map APIs.
Module 5: User Access Control
The User Access Control Module objective is to allow system user to access customized content based on their access rights. For instance if a user have access right to both sales content and operation content, upon successful login, the system will display sales and operation related content. If a user only has access right to view duty schedule, upon successful login, the user can only view the duty schedule.
This module will also allow the creation of new users account and the creation of groups that will determine the user’s access rights. User can change their default password when a new account is created or reset a password when password retrieval is not possible.