Consulting with Vance

Analysis Report for the Bread Basket Distribution System

Presented to the Bread Basket by CBIS

Summary

include the background summary and problem statement from the Preliminary Investigation Report

The current system functions well in a few areas while many areas suffer from volume slow downs and lack of data. In addition, the inventory component of the distribution system has few controls and remains a constant source of difficulty in the system. A new computerized system with full inventory control is required to solve these problems. Data currently collected, but unavailable to management due to access problems, must be made available through a simple, non-threatening interface. The development of standards and policies is also required as part of the solution and these must be communicated adequately to all staff, permanent and voluntary. A full training plan will be necessary to implement the new system and maximize its opportunity for success.

Specific areas of note in the new system are: the need for automating the application process, computerized inventory control, networking all work areas, volunteer database, and automated reporting. It is recommended that the project proceed to the design stage and that the planning for hardware and software acquisitions proceed immediately to ensure their timely delivery. During the design of the new system it is important that the major strengths of the existing system be incorporated into the design, especially the enthusiasm and dedication of the work force.

Table of Contents

Discussion

Recommendation

Appendices

Discussion

background from the Preliminary Investigation Report

problem statement from the Preliminary Investigation Report

process flow

Functional Decomposition of Function: Manage Distribution

1. Process Application
   • Receive application
   • Verify application
   • Review application
   • Approve application
2. Plan Stock
   • Check stock level
   • Determine shortage
   • Order stock
3. Receive Stock
   • Receive donation
     • Check donation
     • Sort donation
     • Destroy rejected donation
   • Receive order
     • Check order
     • Sort order
4. Fill request
   • Retrieve requested stock
     • Check shelf
     • Pull stock
     • Verify stock
       • Check allergy
       • Check stock amount
       • Substitute stock
   • Package request
5. Deliver request
   • Match address
   • Select route
   • Designate deliverer
   • Deliver package
6. Prepare report
   • Retrieve data
   • Compile report
   • Deliver report

Note: Each process would be given a numeric designation using the functional decomposition format. For example, 2.4, 3.2.3, 3.1.2.5, etc.

analysis of strengths and weaknesses

The major strength of the current system is the dedication of the people using the system. However, numerous weaknesses exist in the current system. These include:

• poor communication
• many forms have inadequate data
• stored data is too difficult to retrieve
• there is no inventory control
• access to the warehouse is controlled by one person
• there is insufficient training of volunteers
• data in the system can easily

be inconsistent

possible solutions and feasibility

The recommended system would use a packaged database, such as MS Access, with a GUI reporting tool, such as Crystal Reports, on an internal network. This would provide user friendly interfaces with the system and allow quick, efficient access to the data for all purposes in the system. This system would also allow for an interface to other system, most notably the accounting system, in the future.

The recommended system would fall within the budget detailed by management and it is felt that this system would provide satisfactory results when compared to the Terms of Reference for this project.

An alternative system would be to develop three stand-alone applications, one for each area: Application processing, Administration, and Request processing. Each unit would provide operational data for that area alone and interfaces between sub-units would require manual transferring of data. This system would require less equipment and development, thus reducing the project costs considerably. However, the system interfaces would be cumbersome and vexing during high volume situations. This alternative is not recommended.

A third option would be to leave the system as it is with the exception of improving the forms used. The forms could be redesigned to provide multiple copies, collect all required data for the operation, and ease of use. This option is very low cost, however, it is felt that the objectives of the project as designated in the Terms of Reference would be marginally reached, at best. This option is not recommended.

Recommendation

It is recommended that the project proceed to the design phase. The new system should be a computerized system with a graphic user interface implemented on an internal network of IBM compatible computers. The system should include the following areas:

• Application processing
• Inventory control
• Delivery planning
• Reporting

The time frame for this project is expected to be three months and full implementation will follow training and testing. User involvement in the design of this system is imperative if the implementation is to succeed.

Appendices

context diagram from the preliminary investigation report would be included

first level data flow diagram

copies of referenced materials and any large tables used for reference would be included

summary from the preliminary investigation report

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