Lecture 4

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BTEC National, Engineering Unit 1 Business Systems for Technicians Lecture 4, Information Flow


Information Flow • Types of information produced by departments • Methods of information exchange • Typical flow of information for activities


Management • Overall direction • End of year summaries • Next year targets


Finance • • • •

Costings Sales forecasts Production schedules Storage & warehousing costs


Marketing • • • • •

Prices Competitor reports New customers New product requirements Changes to product specifications


Research & Development • Product design specification • Design modifications • Production methods


Manufacturing & Production • • • • • •

Tooling requirements Raw material requirements Equipment requirements & specs Process instructions Inventory control Output figures


Quality Assurance • • • •

Quality procedures Quality investigations & reports Corrective actions Containment procedures


INFORMATION FLOW FINANCE Costings Sales forecasts Production Schedules Storage costs

MANUFACTURING Tooling Requ Raw Materials Equipment requ Process instructions Inventory control Output figures

MANAGEMENT Overall direction End of Year Summaries Targets MARKETING Prices Competitor reports New customers New product requests Changes to products

R&D Products design specs Design Mods Production Methods

QUALITY ASSURANCE Quality procedures Quality investigations Corrective actions Containment procedures


Methods of Information Transfer • • • • •

Telephone Email Letter Meetings & minutes Central database


Telephone • Advantages

– Quick – cheap – Two way, easy explanations

• Disadvantages

– No diagrams – Only two people (unless conference call) – People not paying attention

• Used for

– Quick questions, summaries, reminders

• Not usually used for

– Important, critical info, contracts, anything that should be on record


Email • Advantages – – – –

Quick cheap Easy to copy many people Easy distribution of formal documents

• Disadvantages

– Explanation take time to type – Feedback takes longer than by phone – Out of date info might be kept

• Used for

– Formal traceable spread of information

• Not usually used for

– Returning documents that need to be signed – Very sensitive information


Letter or Parcel •

Advantages

– Can be fully traceable – Secure – Can include diagrams & drawings

Disadvantages

– Slow – Separate package required for each recipient – expensive

Used for – – – –

Formal traceable spread of information Returning documents that need to be signed Sensitive information Guaranteed deliveries

Not usually used for

– Anything requiring a quick response – Non finalised documents


Meetings • Advantages

– Every one’s together – Good discussion – Can include diagrams & drawings

• Disadvantages

– Difficult to get everyone together in same place at same time

• Used for

– First meetings – Final meetings – Important meetings

• Not usually used for

– Simple information transfer – Updating information


Central Database • Advantages

– Single point for data – Easily updated

• Disadvantages

– Poor for feedback

• Used for

– Spreading finalised documents – Secure spreading of information with limited access – Useful for video conferencing, all using the same document

• Not usually used for

– Documents to be signed


Assignment • P3 For a given company layout explain the flow of information that should take place for a chosen occurrence, e.g. an approach by a customer for a new part, a new technological development allowing new products, a product failing in use • M1 For the company layout used in P3 explain how an instance of poor information flow might hinder the company, explain the current method & it’s drawbacks together with alternative methods and what improvements they bring. Consider the benefits of combining methods of information flow. • D1 The student should evaluate the flow of information in their own workplace suggesting where it is good or bad and suggesting changes or improvements.


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