BACK OFFICE OVERVIEW

CUSTOMER

ENQUIRY &
QUOTATION

RECEIPT OF
P.O.

DATA
HANDOVER &
PROJECTS

(External)

(External)

(Internal/External)

Marketing

Marketing

Design/ Projects/

1 day

D- day

Marketing

TPL & MRS to be

generated on the day
planning department
receives it
PLANNING
(Internal)

Planning
D+5 [2 days]

D+1 [4 days]

**X is not considered as it is unknown and

an external factor.

Enquiry & Quotation Sub Process

Involve a
designer in the
enquiry itself to
avoid *****

Standardise the
prequalification
format
Pre-Qualification
Presentation

Architects
Diagram

Understand the
Requirements

(Internal)

(External)

(Internal)

Quotation Generated
(Internal)
Marketing / Design +

Sales Coordinator

Client

1 hr

1 hr

Marketing

rendering

3 hours

ANALYSIS
Value added Time

6 hrs

Non-value added time

1.5 hrs

Total Time

7.5 hrs

Effeciency

80%

1 hr

Customer

Purchase order Sub Process

Customer

Receive the P.O.

Inform of any discrepancies

in P.O to Client

(External)

(Internal)

Marketing

Marketing

Final P.O. Received

(External)

Marketing

D- Day

X+3

X+3

**X is not considered as it is unknown and

an external factor.

Data Handover Sub Process

Centralize the process/
information flow by creating
teams and updating the factory
with the developments
simultaneously

Creation of Project
Control Sheet
(Internal)

Inform the supplier

about the possible
material requirement

Creation of Part-1 of Production folder

& handover to factory and project
team

Collect Production
Drawings, Schedule, Finishes
from respective teams

(Internal)

(Internal)

Production Folder
handover for Sign off

(Internal)

Sales Coordinator

Sales Coordinator
Sales Coordinator

Sales Coordinator

3 hrs

30 mins
1 hr

4 hrs

D+4

D+1
D+4

D+1
30 mins

4 hrs

2 hrs

ANALYSIS
Value added Time

8.5 hours

Non-value added time

21.5 hours

Total Time

30 hours

Effeciency

28.3%

1 hr

15 hrs

3 hrs

4:30 hrs

8:30 hrs

21.5 hrs

Site Marking Sub Process

Perform site marking in the

presence of architect to
perform appropriate
changes if required and get
immediate approvals
Site Marking

(Internal)

Customer

Revision in Design and

Quotation (if required
only)

Confirmation &
approval of Changes
(External/Internal)

(Internal)

Data Handover
(Internal)

Installation Team

Design / Marketing

7:30 hrs

3 hrs

D+2

D+3

Marketing

D+3

7:30 hrs

7.5 hrs

7.5 hrs

ANALYSIS
Value added Time

7.5 hours

Non-value added time

7.5 hours

Total Time

15 hours

Effeciency

50%

7.5 hrs

Finishes and Sign off

Product drawings in
CAD approval

(Internal/External)
Design

1 hr
Implement
5S to
maintain
order

Finishes and Cutout

Details Confirmation

Production Folder
Sign off

(Internal/External)

(Internal)

Project team

Project Team

2 hrs

3 hrs

D+3

D+4

D+2

Project Schedule
Preperation
(Internal)

Project Team
2 hrs

D+2

2 hrs

2 hrs

5:30 hrs

ANALYSIS
Value added Time

7 hours

Non-value added time

15.5 hours

Total Time

22.5 hours

Effeciency

31.1%

3 hrs

5:30 hrs

7 hrs
4:30 hrs

15:30 hrs

Planning Sub Process

Generation of TPL & MRS
immediately after the
receipt of PF and
dispatch immediately to
concerned teams

Issue PF to Planning

Creation of MRS &

TPL for Procurement
to factory

(Internal)

P.O placed for Raw

Materials

Production details
sent to factory

(Internal)

(Internal)

Purchase

Planning

2 hrs

3 hrs

D+6

D+6

(Internal)

Project
Planning
1 hr
5 hrs

D+5
D+5
1 hr

5 hrs
1 hr

ANALYSIS
Value added Time

11 hours

Non-value added time

4 hours

Total Time

15 hours

Effeciency

73.33%

2 hrs
0.5 hrs

3 hrs
2 hrs

11 hrs
0.5 hrs 4 hrs

Featherlite BackOffice and Factory

Implement the
concept of 5S in
both back-office
and factory(9)

Create transparency among all

processes in VSM (1)

Use lean policy

deployment matrix to
introduce flow and
reduce defects (8)

Implement a forum including

customer and other
stakeholder. Facilitate
progress tracking options(2)

Train workforce
TQM principles
(3)

.Create pull
scheduling for
process from last
to first(4)

Use Andon boards or

visual display for both
factory and backoffice(6)

The lean enterprise groups,

the product manager, the
parts buyer, the
manufacture engineer and
the production scheduler in
close proximity with
production(7)