About the Project (Please answer the section(s) below if your project has the following scope) a)

Process Redesign/ Automation a

i. Describe the current state of your business operations or processes.

CURRENT WORKFLOW

Sales

• Admin - Received email enquiry requesting quotation

• Forward to sales staff available (3 key staffs)

• Sales staff will work out the cost and pass details to admin staff to generate manual quotation
via MS Word and email out to client.

• All quotations uploaded and saved to Google Docs with running numbers which is accessible
to all management level

• Follow-up will be done 2 days later to see if client accept our proposal

• Once job is confirmed, admin will print out confirmation letter / purchase order and pass to
Finance to generate new customer profile in Quickbooks online

• Finance will return back customer file to Scheduler to proceed with job arrangement

Scheduler

• Received new job request

• Arranged with Operations Manager

• Manually write schedule in A4 Master

• Key into excel spreadsheet for weekly schedule to be printed out for the teams on a weekly
basis

• End of the day, teams will report back to office to submit service reports and pictures which
will be downloaded to the pc as the scheduler will need to prepare picture reports via MS
Word to send to the clients where applicable.

• Scheduler will check manually if all service report is back and whether any follow-up service
is required
 • Scheduler will update in a “Billing Schedule Excel Spreadsheet” which indicates all the
service date that has been carried out for that month

• One of the schedulers in charge for maintaining attendance will record the time manually on
the attendance form printed out on a daily basis

• Daily temperature taking and manual recording on paper

Operations Team

• Daily reporting via sending picture to WhatsApp group

• Received printed schedule on a weekly basis from the scheduler

• Write manual service report after every service done (3ply carbon)

• Any backlogs will be reported via WhatsApp group for rescheduling

• Reporting to office after work daily to submit service reports and photos

Stock/Inventory

• Purchase Order raised printed forms

• Goods received and entry to Google Docs Cloud Drive excel file

• Stock request forms raised by technicians

• 2 level approval and stock keeper issue

• Update Cloud Drive

Accounts

• End month all schedulers will submit a “Billing schedule spreadsheet” for accounts to base on
for invoicing

• Invoice will be done via Quickbooks online

• Invoices sent both via email and hardcopy printing (For some clients who request hardcopy
via mail)

• Generate revenue chart via excel with Quickbooks online consolidation report
 • Manually count productivity revenue from Quickbooks online consolidation report

Others

 Uniform and chemical inventory update via Google Docs. ii. Describe challenges or
opportunities. Use figures where possible.

Current workflow & pain points:

1. All manual preparation of quotation, order confirmation/acceptance, work order, stock

request, purchase orders, service reports,

2. Abundant paperwork flow, filing, misplacements, soiled, lost

3. Cost of pre-printed 3ply NCR service report forms.

4. Cost of A4 paper, printing, printer ink, printer maintenance (charged by volume of prints)

5. Time to ensure proper filing of documents.

6. Space needed to keep files of documents.

7. Scheduling challenges for program to use and updating staffs concerned

8. Uses unintegrated softwares and format.

Uses the following unintegrated Programs:

1. MS Word – Quotation

2. Google Docs - sharing and saving on Cloud

3. Quickbooks – creating confirmation and billing

4. A4 Master – Manual Scheduling

5. MS Excel – Printed Schedule, Billing & Inventory monitoring & reporting

6. Pre-printed 3 ply NCR Service Reports forms

7. Printer & Scan – send copies of Service Reports and storing in computer and Google Drive

8. Uses Digital & mobile phone cameras to capture pictures for service reports
 9. High expenses for Printer ink, A4 paper and pre-printed forms – wastage varies due to
carelessness.

10. Manual changes into separate program and occasional oversight.

11. Need to text changes and rescheduling into multiple WhatsApp group.

12. No feedback of work from staff and customer, to appraise staff due for promotion and
increment -productivity and profitable jobs.

13. Others

iii. How will the project address the above challenges/ opportunities?
M4 System Training

iv. What productivity improvements do you expect to derive from the project?
(please illustrate with before and after productivity indicators)

v. Describe the reasons for your choice of consultant and/ or solution

provider (if applicable).

1. Identification of Needs (Project Initiation)

M4 understands the requirements to be as such:General Requirements
for information pertaining to Project Management methodology
exercise to select best solution and solution provider andTo assist
PCO to manage in the transformation from Traditional/Conventional
workflow system company to an integrated effective workflow
system structured organization