INTRODUCTION BACKGROUND INFORMATION: BRAINFREEZE EXISTING “LEGACY” INFORMATION SYSTEMS. The company Information System comprises of at least four sub-systems. Solution 7 is an integrated financial accounting system that is used to handle Vendor payments, internal accounting, billing and invoicing of customers. A small shipping system is used to track the distribution by the different transportation types. RockyRoad module is used to track raw material inventory while warehouse inventories are tracked using Excel spreadsheets. Clipboards available throughout the facility are used to track data needed for production. The system lacks a manufacturing module, does not support marketing and sales, and is unable to handle international sales.
In addition, production and packaging operations are not automated. BUSINESS PROCESSThe customer places the order either through a phone call or by visiting the facility. The order is then processed by the sales department in conjunction with the accounts department. In the processing stage the following activities are carried out: The nature of the order is determined which involves determining whether the order is normal, or it is a rush order. The intended mode of payment - whether cash, credit card or through customer account - is determined.
If the payment is by use of credit card or through the 30-day customer account, then the credit worth of the customer is determined using Solution 7.If credit is not approved, the customer is contacted either through a visit by the sales agents or through a phone call from the headquarters at Adelaide and the order is canceled. If credit is approved by the accounting department, the sales department uses Excel spreadsheets to establish whether the ice cream type ordered is in stock.
If it is out of stock, the new stock delivery time is established, and the customer contacted by the customer service desk (part of sales department) with the dispatch date. If the ice cream is in stock, then the order is forwarded to the warehouse. Upon receipt of the order, the warehousing department simultaneous requests for a shipping order and invoice from the shipping department and the accounting department, respectively. On one side, the shipping order is processed and confirmed by use of a small shipping system. On the other side, the invoice is processed.
In the case of wrong data, either on credit worth of the customer or order placed, then the correct data is retrieved by the accounting department which then raises the invoice. With both the shipping order and invoice prepared, the ice cream ordered is packaged manually together with the invoice. The human resources department does this. The package is now handed over to the shipping department for delivery. Company owned freezer trucks are used to transport an ice cream from the distribution centres to the customers in the surrounding of each of the centres in Adelaide, Sydney, Brisbane, Darwin, Melbourne, San Francisco, Portland, Calgary, and Tokyo. Rail is used to transport an ice cream from Adelaide to Sydney, Brisbane, Darwin and Melbourne and from San Francisco to Portland, and Calgary.
Cargo ship transports product to the Pacific Rim ports. The distribution system is managed using the shipping system. (Scheer, 2009)