Systems Solutions

Project Proposal

Over the past several weeks we have looked at the business need of how we improve the food service support in the 35th Services Logistics Operations Branch to be more conducive to its customers and the inventory process. A deficiency was identified in the inventory process procedure and recommendations were made. This paper will summarize our efforts over the past few weeks.

Systems Solution

The 35th Services Logistics Operations Branch is an activity attached to an overseas military Morale Welfare and Recreations Unit. They are charged with the storage, accountability and maintaining of the fixed and resale assets assigned to the Air Base Support Group. In the logistics branch the resale department is responsible for receiving, accounting, storing, distributing and inventorying of resale assets and foodstuffs assigned to the unit primarily. There are two existing factors that contribute to the sometimes daunting and conflicting task of receiving scheduled shipments and conducting of monthly 100% inventory.

The shipment delivery date is set by the stateside distribution centers and by higher command. The logistics branch, located in Northern Japan, receives shipments in accordance with scheduled leave times from the United States West Coast-based California Pacific Distribution Company. In an effort to provide tracking accuracy and to ensure that governmental costs are minimized it would not be feasible to govern the shipping of goods from stateside to Japan in any other fashion. The shipments are normally received, in credible environments, of course, within a window of the last 10-12 days in each month.

In addition, Headquarters Pacific Air Forces require that MWR logistics facilities submit a monthly 100% inventory ledger by the second business day of every month. This inventory consists of accounting for more than 5,000 line items and well over $600,000 of standing inventory and foodstuffs.

Conflict.

The conflict occurs when the inventory and the shipment delivery times overlap. Attempting to receive and account for incoming items simultaneously with inventorying the standing inventory increases the possibility for error. Ultimately it is the customer who suffers the most due to warehouse closure and downtime. Our resale database governance (Information Management Directorate, 2005) is under the contracted FOOD-TRAK system. FOOD-TRAK is a software package (FOOD-TRAK, 2005) designed for the foodservice and hospitality industries. This system offers a host of relative features from food usage, reorder reports, menu planning and inventory modules.

Currently merchandise is ordered, received and accounted for manually. The FOOD-TRAK system offers extensive inventory and purchasing controls through actual rather than ideal usage variance reporting, item tracking and perpetual inventory reporting.

Potential solution.

FOOD-TRAK now offers the new FOOD-TRAK inventory Partner (FIP). It is a bar coded, hand held computer that is breaking new ground for the food service industry. This new system can assist the logistics branch by decreasing valuable man-hours, reducing facility closing times, improving inventory reporting and improve overall customer satisfaction by accomplishing the following:

* Better inventory control

* Reduction of theft

* Less misuse

* More efficient ordering

* Less over-portioning

* Reduced labor

The FOOD-TRAK Inventory Partner is relatively inexpensive when compared to additional overtime that is being paid out to employee staff, the potential sales lost due to inventory shortages and warehouse closures. The FIP system is compatible with the current version of the database in use with the unit, and possesses the potential capability to minimize stress and maximize productivity and efficiency.

Constraints and assumptions.

The constraints that we are working with are monetary and managerial. To solve our business need will require funding and approval from management both at base level and higher headquarters level. The assumptions are that after reviewing our proposal that funding and management approval will be provided.

Business Requirements Definition

There are numerous terms involved in business operations. A few of them are identified and explained below. Some of them are specifically related to our business of managing the food and beverage program for the military installation for which we provide service. The terms also define what our requirements will be for our systems solution to our inventory problem. This paper was drafted in an attempt to illustrate the terms and how they relate to sound business practices.

Inventory tracking.

Inventory can be defined as a list of goods and/or materials that is kept in stock or can be made readily available. Inventory tracking, also known as asset or inventory management, is instituted in most businesses in an attempt to provide the following:

* To streamline variances in organizational operations.

* To avoid shortages in and minimize overages of stock.

* Protect the company and the customer from potentially adverse affects of price fluctuation. (This can accomplished by maintaining good communication with vendors and potential vendors) (Inventory Management, 2005)

Accounting.

The classification, analysis, and interpretation of the financial, or bookkeeping, records of an enterprise is called accounting. Auditing is also an important branch of accounting. Results of inquiries reported by accounting personnel are reported in the form of losses and gains, leakages, economic trend changes, or changes in value, so as to reveal the progress or failures of the business and its future limitations and possibilities.

* Provides organizational leadership with quantitative and accurate accountability of overages, shortages, waste, pilferage and negligent asset management practices.

* Provides organizational leadership with a chronological listing of credits and debits of the organization, and submits finding in the form of a financial report.

Marketing communication.

As a concept regarding business' marketing communication involves the integration of all facets