Business Processes Models

Financial Handling

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The As-is diagram shows the current financial process of billing. After receiving the payment CEO of Okelta checks whether a discount is available or not. He has to do the calculations also. Then financial officer has to enter the details to an excel file and also get the approval of the CEO to record financial reports. All these are manual processes. We identified several loopholes in this process. It is very time-consuming and inefficient.

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So we proposed a web-based system to do the calculations with a built-in calculator. So they can generate reports by entering the details. The financial officer needs to examine the report. And we also proposed a POS software for the tile shop which automatically recommends the item should order in pallets or boxes. And they need to use payroll management tools to optimize their financial process.

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Sales Management

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​In their sales process, customers ask for the required product and they check the availability of the product in the inventory and it is a manual process. If the product is an available employee or the salesperson shows the palette designs and square roots of tiles to the customer. The financial officer checks the price and issues an invoice to the customer and the order is placed as shown in the as-is diagram.

​We identified some loopholes like they search products manually. And some products are unavailable or out of stock. Customers have to wait till the response.

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We proposed a web-based system where all the details of tiles and bath-ware products are stored in the database of inventory. The employee can checks easily the available products. We proposed receiving online payments and also debit/ credit payments for the financial officer.

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​We asked them to use bathroom design software also to attract more customers and enhance the sales process.

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Stock Management

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In Okelta they have authorized dealerships of Otto(bathware) and rocell(tiles). They purchase products from vendors. According to the as-is diagram​ of stock management, they check the stock and place the order and also store payment details.

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We proposed a web-based system to manage the stock. They can send notifications to vendors if they need to return items like cracked tiles or bathware.

 

If there is out of stock notification is automatically sent to the stock keeper. The stock database is needed to know the products which are available.

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Learning outcomes

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• Using BPMN diagrams to analyze and create modeling skills

• Learned about the importance of the BMPN diagrams

• Identify and categorize the different business processes in different industries.

• Improve the ability to communicate in group settings

 

Acquired experience related to your future career

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• Teamwork

• Practical skills

• Problem-solving skills

• Negotiation skills

• Applying gained knowledge to real-life business scenarios.

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Justifications of the methods you are proposing

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They hold authorized dealerships for Rocell tiles, Otto Bathware, TileCollection, Desigle, and Cemento. They manually enter sales process details in excel sheets, we suggest developing a system that has the availability of tile stocks and bath wares. It can be implemented in Okelta.

 

Background knowledge on the scope of your proposed changes

 

Stock availability is sent through a notification via the system as stock is decreasing. The stock keeper is notified if there is out of stock of any tile type or bathware product. Stock keeper sends messages to selected vendors and gets the products. They can also notify vendors if they need to inform to return cracked products. If the vendors agree to that request they can send approval. Finally, the stock database is updated accordingly by the inventory manager. So the proposed web-based system is convenient to solve the above-mentioned facts.

 

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Feasibility of the solution

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Technical Feasibility

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Currently, they have only the google business website to aware the customers. We have proposed to develop a new website to interact with the customer and the tile shop and also the web-based system to do their business processes. Each responsible user can log into the website with an internet connection.

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Legal and ethical feasibility

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Customers are not allowed to log in to the system but they can purchase orders via online payment through this web-based system. Information about the audience is collected by using standard methods. So there are no rules or regulations broken under the law in Sri Lanka.

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Economic feasibility

 

Most of the proposed solutions are free to use but to host the website they need to choose a domain and deploy it on a web server like Amazon Elastic Compute Cloud it will cost around 12 dollars. If they use POS software in PXIER they will cost 59 dollars for a month for a starter pack. We recommend using the free trial version and cost-effective method.

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Budget / maintenance / dev cost / infrastructure etc

 

To maintain the system they need to host in a web server, they can use a trial period to see whether the system is satisfied with their business process. In the POS system, they have given free training within their software. (Reference) 

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How to implement the solution

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First, they need to identify the requirements and implement the new features for their website. They have to identify the resources and train the staff for the new functionalities.

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How to proposed change will interact with other processes in the organization

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By using those proposed tools and platforms they can also study information about every person who visits their website. By considering that information they can improve the website with more functionalities.

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