Consulting with Alex

Preliminary Investigation of the Bread Basket Distribution System

Presented to the Bread Basket by CBIS

Summary

The Bread Basket is a service organizations dedicated to assisting people in need. Tremendous growth has created a series of problems with the current distribution system and CBIS has been engaged to analyze these problems. Several inefficiencies exist in the current system, including excessive spoilage and poor controls. The purpose of this project is to analyze and develop a new computerized system that will increase productivity, decrease spoilage, and provide adequate inventory controls. Lack of training and potential resistance to change must be managed for any new system to survive. Donors will contribute the necessary funds and equipment to permit this project to reach completion. It is recommended that this project continue to the analysis stage and that a computerized solution be planned for in the design phase.

Table of Contents

Discussion

Recommendation

Appendices

Discussion

background

The Bread Basket is a service organization that provides food and other necessities to individuals and families that require assistance. These clients come from the city of Virtusville and surrounding areas. The organization was founded by Mr. Horace Wing who remains the CEO and guiding figure. After a small start in the corner of a warehouse, the Bread Basket has expanded into its present location, occupying a warehouse and office complex on the edge of the town. The Bread Basket depends on donations from individuals and corporations to provide the services that it offers to its clients.

problem statement

The problem is that the current system lacks sufficient controls and is inefficient in its use of resources.

project objectives

terms of reference

The objectives of the project are to:

1. improve work output by 10% within a year
2. reduce the spoilage to 10% within a year
3. facilitate the review of cases by 11:00 am daily within a year

budget The budget is limited to the value of donations. It is believed that the budget will be adequate.

scope The project will include all aspects of the distribution system, but will not consider any other system except through the interfaces with such systems. Recommendations cannot include areas outside the distribution system.

legacy hardware There is an existing computer on site. This machine is an IBM compatible and has sufficient capacity to be included in any design of a new system.

legacy software Existing software is irrelevant to the project.

legacy systems The existing systems is manual only.

systems interfaces System interfaces will be by keyboard with the potential for direct input sources in the future.

planned hardware acquisitions New equipment will be IBM compatible and will be provided by a donor.

planned software acquisitions New software will be adapted from off-the-shelf products to reduce costs.

environmental factors

The environmental factors affecting a possible solution fall into three categories: People, Organization, and Technology.

People There is a lack of adequate training in several areas. The volunteers do not receive sufficient training in the item selection process to allow them to avoid potentially dangerous situations (food allergies). There is a general lack of computer training in most areas, and those areas that have trained personnel (accounting, client applications) do not have access to computers. A training plan will be necessary.

Organization The organization uses a loose hierarchical structure that does not lend itself to easy modification. The culture of the organization has created some animosity amongst certain individuals which could seriously hamper efforts to implement a new system. One key individual is notably antagonistic toward change and will require adequate change management strategies to be in place to avoid serious problems as the project proceeds.

Technology The organization will be able to benefit from new technology because a donor has promised to provide funding for the acquisition of computing technology. In addition, CBIS is providing the services of an analysis and design team to investigate the current system and build a new system. Wiring and programming will be necessary to implement these technologies.

alternatives

If the system continues as it is now, serious ramifications are likely to result. It is possible that the Bread Basket could collapse under the weight of increasing demands and a manually intensive system. The integration of computing technology can benefit several areas of the distribution system: application processing, reporting, inventory control, and delivery. A mechanical system is unlikely to provide sufficient improvement in the absence of a computer system.

Recommendation

It is recommended that a full analysis be initiated to investigate the distribution system of the Bread Basket with the intention of designing and developing a computerized system.

Appendices

context diagram

copies of supporting documents and any large tables for reference would also be included in the Appendices

After consulting with Alex, you may leave or pick up the phone.