Production Administration

Area

Capabilities

Functionality

Priority

Receipt of Customer Order

Customer orders are received by email

Exists

Essential

Customer orders received from portal ?

 - Is there appetite for this amongst clients ?

  - perhaps an interim measure would be develop order template s/sheet

 - these could be used internally and by clients

New

TBC

Sanity Check Order

Sanity Check order attributes - sizing / date requirements to reasonably determine that sufficient production capacity exists to service the order

Manual

Essential

Capacity check - Production Admin will liaise with Production Management to establish current capacity level

Manual

Essential

Capacity check - Automated

is this worthwhile ?

If TOT has metrics around run rates per process per colour and setup times per colour / DSI and QTY is known - is feasible to calculate total run length in mins and compare this to machine mins available ?

Obviously needs more thought  - so any appetite ?

New

TBC

Customer Order: Create New Record

Ability to create a New Job Order Record

Set statuses for new record

[Do these need to be listed here ?]

Exists

Essential

Customer Order:Duplicate existing order

Check to see if the order is a repeat of an existing order

If so, ability to duplicate existing s needed:-

 - duplicate as new stroke

 - duplicate as new order ref

Exists

Essential

Customer Order:  Credit Validation

When a new order is created, a credit validation should be performed

 - Check Company has terms

 - Check Company terms not breached

If either of these exist - approval is required

Manual

Essential

Customer Order:  Credit Validation (Automated)

Ability to perform a credit validation check on an order

Manual

Essential

Customer Order: Capture Dates &Key Info : Manual

Provide ability to capture key dates / info

[Date Required, Date Required Additional Notes. Client, Client Ref,Description, category]

Exists

Essential

Customer Order: Capture Customer Assets

Store customer PO/Email/other assets on Order record

Exists

Essential

Customer Order: Assign to staff member

Assign responsibility for completing order transcribing to a production admin staff member

Exists

Essential

Customer Order: Capture Order Process Information -

Ability to record the processes needed on the order

Record  responsible departments and other key information

[Process, Position, DSI Qty, Price, Tooling and Process Date, Shift ]

Note: Pricing elements require automated matrix fed data

Matrix should respect hierarchy:-

Client Level: Highest

System Level: Lower

Exists

Essential

Tech spec

Ability to create or Link an existing Technical specification record

Exists

Essential

Customer Order: Capture Order Art Requirement

For any process with an requirement

 -  - creation of the process record with required dates should create an art required record

 or

 - ability to attach an existing art record

Exists

Essential

Customer Order: Garment Requirements

Ability to record input SKU's and output SKUs for one or more sets of process lines on the order

Exists

Essential

Ability to capture garment prices for input  SKUs for one or more sets of process lines on the order

Note: This needs to use price matrices

Note: Need better ability to consume supplier prices and mass update internal costs > matrices

Exists

Essential

Organise Garment Requirements

Support common methods of organising garment requirements

Scenario 1: TOT to supply and sufficient garments exist

 - ring-fence job order requirements from inventory

Exists

Essential

Scenario 2: TOT to supply but in sufficient garments exist

 - ring-fence existing inventory to partially satisfy job order requirements

 - raise PO for residual (and potentially other requirements) and ring-fence the expected amounts to the residual requirements on the job order

Exists

Essential

Scenario 3: TOT to supply but zero stock exists

 -raise a PO for the requirement

 - ring-fence the expected amounts on the PO to the requirements on the job order

Exists

Essential

Scenario 4: Client will supply the input garments

 -Prod admin raise a mirroring 3rd party PO for the requirement

 -  ring-fence the expected amounts on the PO to the requirements on the job order

Exists

Essential

Scenario 5: Client will supply the input garments - and record PO

 -Provide the ability for a client to record and transmit it's PO to supplier

 - TOT will have a copy of the PO record without having to administer it

 -  ring-fence the expected amounts on the PO to the requirements on the job order

New

Essential

Capture Despatch Requirements

Record one or more despatch requirements on the job order

[despatch details; content; delivery service etc]

Exists

Essential

Ability to add non-job related items to job order despatches

Exists

Essential

Ability to notify client if despatch requirements not received

Exists

Essential

Ability for client to record despatch requirements themselves

Done via cport

Exists

Essential

Ability to automatically populate fulfilment costs

Potential to do via API / matrix ?

 - data requirements -

courier and service

destination region

weight

dimensions

New

Essential

Reconcile Customer Order

Production admin reconcile the transcribed order to the customer order

Manual

Essential

Credit Check (manual)

Perform Credit Validation - Manual

Production Admin will not raise the job but keep it on hold until approval provided to remedy credit fail.

Manual

Credit Check (automatic)

Perform Credit Validation - Automatic

Should look to perform the same validation function as proposed for Sales:-

Requirement per proposed schematic

New

High

Record Job as raised

Exists

Essential

Confirm Job order to client

Communicate Job Order Terms and Prices to customer

This is currently an opt in process

This requires enhancement as VAT rates are missing

Enhancement

Essential

Communicate Job Order Terms and Prices to customer - Automatic

This should be driven by a combination of the customer contact and settings

Default: Company setting is to receive all

Contact: Have setting as on by default

i.e. user would have to manually set the values to off

Off or On is mandatory

Rules:-

New

High

Area

Capabilities

Functionality

Priority

Raise POs for Jobs

For both TOT and Customer Requirements - Manual

Exists

Essential

Raise POs for general stock

For both TOT and Customer general stock- Manual

Exists

Essential

Raise PO to buy stock for clients

Clients request TOT to buy stock on their behalf - requires manual invoicing

Exists

Essential

Raise PO to buy stock for clients

Clients request TOT to buy stock on their behalf - auto invoicing

Is it worth looking at automating this ?

New

TBC

Raise PO

Automated ways of doing this

New

Client ability to raise PO

1. Provide capability for clients to place their purchase orders through a portal

2. Allow them to select supplier, add SKU's (create if needed) , Qtys and (optionally prices) and delivery details

3. Function would communicate the PO to the supplier on behalf of customer, and crucially create the po record in TOT's internal system

4. By doing this, all client deliveries to TOT would be preceded by an electronic record including the contents - this reduces TOT's workload

New

High

Area

Capabilities

Functionality

Priority

Amend Processes

Add processes

Remove processes

amend processes

Exists

Essential

Garment Reqs

Adding garments

Changing garments

Changing association of garments to sets of processes

Exists

Despatch

• Amendment of existing despatch details (Qtys / dates/ Destinations/ content / delivery methods)

• Additional despatch destination requirements

• Cancellation of despatch requirements)

Order

Cancellation  (Manual)

???

Essential

Cancellation (automated reversal of items)

New

Area

Capabilities

Functionality

Priority

Support API Ordering

To support API Ordering TOT SKU records need to reference the supplier SKU's

This is maintained manually

Exists

Essential

Automatically reference supplier SKUs

Is there not a way to consume the manufacturers SKU/ barcode and then use this as the reference point to use for ordering  / reference into differing suppliers  ?

New

High

Area

Capabilities

Functionality

Priority

Mistake Reporting

Create & Populate Mistakes record recording origin. issue, potential loss etc.

Exists

High

Review / Update and amend mistake records

Exists

High

From

Details

Client

Orders

Client

Despatch Requirements (can be post order capture

Client

Contract Stock Information

Sales

Accepted Client Quotations

Client

Amendment / Cancellation Requests

Client

Miscellaneous Purchase Order and/ or Fulfilment Requests

Client / Internal Department

Complaint ./ Notification of Mistake

To

Details

Production Departments

Process Requirements necessary to manufacture job order

Despatch Departments

Despatch Requirements

Supplier(s)

Garment / Stock Requirements

Stock Item Records

Creation of

Blank SKU information as needed

Printed/Output SKU information per  order outputs

Goods In Department

Records of supplier stock delivery requirements

Stock Picking Requirements

Client (and/or Portal)

Request for Despatch Details

Client

Confirmation of Order / Prices

Mistakes List

• Creation  of Mistakes record

• Update of Mistakes record with additional / pertinent information.