Order Fulfillment Process for Small or Custom Manufacturing Companies

Process Definition

The Order Fulfillment (also called Order-to-cash flow) starts from the moment when the order is captured and validated and follows through the standard procedures of internal planning and design, implementation and delivery of the product or service to customer. Our focus here is on the small or custom manufacturing company that work on per-order basis, i.e. designing and building their products for individual orders. This however does not mean that other industries such as telecommunication, professional services or consulting companies who also deliver their products and services in a similar manner.

The diagram below shows how such process may look like on high-level:

Order Fulfillment process diagram - for small or custom manufacturing

Although naturally, the process usually is more complex, includes intermediary steps, can roll back or skip some of the steps, we will focus on major milestones, those that are valid for a majority (over 90%) of processes. The lower-level steps and milestones are useful to be captured, they require more effort while providing significantly less value.

Tracking Order Manufacturing in ProcessMate Cloud Software

ProcessMate is a cloud software managing processes through easy configuration that requires no IT skills and can be accomplished in a few minutes. The Process Repository of ProcessMate is a catalog of processes grouped into groups, such as .

Process Repository - a list of categories and processes Process Repository – a list of categories and processes

After navigating to the Order Fulfillment process, the list of the past and ongoing process runs (called “process instances”) with their status and specific data:

Process List - list of individual Order Fulfillment processes with their status and specific data Process List – list of individual Order Fulfillment processes with their status and specific data

If any individual process instance is clicked, the following view will show the individual process view, where multiple items can be seen and edited: process information (data), completed stages, problems, comments of users and audit of information. This is how the first tab would look like:
Individual ordering process view, shows individual data, milestones. Individual ordering process view, shows individual data, milestones.

One of the features that drastically reduces the average lead time of processes is problem management. Problem management can be raised by users and will be immediately flagged to the managers and other participating users. The problems can be defined with different levels of complexity and the highest level will put the process instance into the “suspended” state.
This is how the problem management view looks like:
Problem management: problems can be added and resolved. Problem management: problems can be added and resolved.
It is the information sharing and notifications help users drive problems to resolution and reduce the time for these exceptions.

So, how the notifications work in ProcessMate? The notifications is the mechanism to send emails to the users when and if they choose so. This simple feature adds significant value to organizations, helping them become more agile and optimizing the operations. Users can configure the settings to only receive important messages, such as critical problems, process completion, etc.
The schema of notification looks as follows:
Notifications in ProcessMate: speeds up processes through allowing users receive various process notifications Notifications in ProcessMate: speeds up processes through allowing users receive various process notifications

Last, and not by any means least, is the dashboard of the process-specific reports and charts. It significantly increases the visibility for managers and is based on the past statistics of process tracking data. One of the important charts (in the bottom of the below screenshot) is the lead time of each stage of the process. When the process optimization effort takes place in organization, this visualization provides value by suggesting the priority process stages as targets for optimization.

Set of process-specific reports such as lead time of each stage of the process Set of process-specific reports such as lead time of each stage of the process

Summary

  • Configure and manage your processes easily and quickly without the need for expensive implementation consulting
  • Not only main processes such as ordering and manufacturing can be tracked, but also secondary processes such as Inventory Replenishment process, Supplier Selection process and others
  • Track your progress, follow statistics as charts and reports, manage process documentation and information – all in a single Cloud software tool

Quick video guide in setting up your process from zero in ProcessMate Cloud BPM

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