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Information Management

Function Chosen Optical Fiber manufacturing Plant.

Functions and Processes involved


Sales
Procurement Production Quality control and assurance Dispatch

Sales
Customer Id Customer name Location Country Product details Bill of material
Quantity Lead time Regular or new

Procurement
Available inventory

-Raw material -Product code


Supplier database Name Address

IGI (incoming goods inspection data)


Material Type of order

Creating purchase orders from sales orders. This is the first step of the

purchase management process and with a purchase order you indicate your buying intentions to a seller.
E-mailing orders is the next step. Purchase orders are no longer issued on

paper instead they are in most cases sent electronically.


Getting best pricing from you suppliers. You have to find a seller that

guarantees you the best price for the goods or services offered in terms of quality and quantity, time and location.
Make sure suppliers deliver on time. It is important to keep an eye on the

estimated delivery dates set for your purchases. You have to find out as soon as possible when your suppliers are not delivering on time so you can make necessary changes and keep your clients happy.
Record full history of purchases. You have to know what has been

purchased from who, when, and at what prices, so it is important to keep records of all your purchases.

Production
Machine code(ID) used by operator
Operator ID

Batch details Raw material usage Production data machine wise, shift wise, operator wise. SOP checklist Specifications Production lead time

Quality control
Product Details:

Machine Type Machine No

Specification
Operator on the machine Parameters to check the machine

SOP

Cont.
Testing:

If the product is conforming to the requirements then dispatch or else send it to testing department for further changes required. Even if the changes are unmet then it scrapped.

Dispatch
PRODUCT ID

Product name Product number Hs code (If export) Manufacturing details CUSTOMER DETAILS
Name of the customer Address of the customer Contact detail ,ID number Type of customer(individual,wholesaler retailor )

Cont..
LOCATION Pick up destination Final destination ORDER NUMBER
Xxxxxx QUANTITY DISPATCH Amount of ton . No. of packets Packaging type

Information flow between department


Type of order Order duration

1-CUSTOMER
Dispatch customer id,Nationality

PROCUREMENT
Info needed

2- Customer Dept. Department information flow

Sales
Regular ,new customer

Price ,Quantity,cust id
3- Customer Dept Finance Dept payment terms ,supplier details

Cont..
Qty,Available r/m

4-Customer dept

Production Dept
disptach date , duration

5-Production Dept Dept Machine code batch details,Operator cable Feedback

Quality

INFORMATION FLOW BETWEEN DEPARTMENTS

Customer Database & Procurement Department


Details to be given of Customer to Procurement

Department are
Type of order Bill Of Material

Order Duration
Dispatch date

Customer Database & Sales Department


Details to be given of Customer to Sales Department are Customer ID Nationality Regular/New Customer

Customer Database & Finance Department


Details to be given of Customer to Finance Department

are

Price

Quantity
Customer ID Supplier Details

Procurement Department & Production Department


Details to be given of Procurement to Production

Department are
Quantity

Available Raw Material Dispatch Date Duration Of Order IGI

Production Department & Quality Department


Details to be given of Production to Quality Department

are Machine Code Batch Details Shift Details Operator Code Feedback to Production Department

Quality Department & Dispatch Department


Details to be given of Quality Department to Dispatch

Department are
Customer ID

Location to be dispatched Specification Product Approved Quantity

Various Reports for management


sales
Total spend by department 2. Cost savings by department 3. Monthly/ Quarterly/ Annual Sales report. a. Volume wise. b. Customers wise c. Specification wise.
1.
4. Employee performance report

Example: Quarterly sales report


Sales (in crores)
30 25 20

15
10 5 0 Quarter 1 Quarter 2 Quarter3 Quarter 4

Sales (in crores)

Procurement:
1. Total spend by department 2. Top 10 material group spend (all spend types and amounts) 3. Top 10 vendor spend (all spend types and amounts) 4. Cost savings by department 5. Supplier evaluation. a. Based on price b. Based on quality c. Based on lead time.

Example

Expenditure(in lakhs)

Spare parts Coating Glass preform Industrial consumables

Production
Shift wise/daily/ monthly/ quarterly/ annual production

report. Machine wise production data. Operator wise production data Process Audit report Real time information Maintenance and inspection

Example: Machine wise monthly output in Kms


Kms drawn in a month
600 500 400 300 Kms drawn in a month

200
100 0 Machine 1 Machine 2 Machine 3 Machine 4

Quality
Machine wise rejection reports
Parameter wise rejection reports Operator performance

Real time information

Example: Parameter wise Rejection


Rejection (in kms)

Clad dia. MFD

PCD
SCD Attenuation

SECURITY

DATA SECURITY
Passwords Authentication will be issued to the computers

so there is no misuse of the data. Admin will have all the authority to access and use and give others authority to use the data. Firewalls will be installed to protect against viruses, unwanted software and data to be used. For Protection against unwanted access of data limited access to data is provided.

Contd
Portable drives, camera phones, usb ports are blocked so

that no data is transferable from our systems.


For protecting data against virus threats usage of Anti-

Virus.
Data Backup on daily basis on offline drives. Providing Education and Training for Data Security

Documentation
Bill of material
Customers specification Suppliers specification

System manual
Technical guide Quality assurance (ISO certification) Delivery documents

INFORMATION SYSTEM

MAKE OR BUY DECISION

Cost-Benefit Analysis
a.
b. c.

d.
e. f.

g.

Different costs associated with an implementation of an information system in optic fiber manufacturing acquisition price customizing the system installation in the computer system(supplier) technically testing training cost actual transition cost maintenance cost

Benefits
Streamlined procedure

Reducing labour cost


Just in time delivery policy Increase reliability of the company

Superior intelligence and more automated process

Information system
Make or buy decision
Make-or-Buy decision (also called the outsourcing decision) is a judgment made by management whether to make a component internally or buy it from the market. So,to decide whether to outsource information system or do it inhouse,we need to find out cost associated with it.

Resources required RESOURCE

QUANTITY 20 20 6 TOTAL

PRICE 10,00,000 15,00,000 12,00,000 (PER YEAR) 37,00,000

COMPUTERS SOFTWARE PROGRAMMER

So, we know the total cost would be around 37 lakhs.


If we outsourced it we can save money and control our

expenses. In addition to that we can focus on our core operation i.e. manufacturing We just have ensure security protocols are not breached for that we can hire 1-2 employees who will directly work with the other firm.