SO TRA’s Action P lan
internal business process
The main profitable activity of SOTRA is selling in-house made luxuries clothes, according to that, the main and the most important process is that begins with Designing drafts and ends with sample piece to be produced in a large scale to feed the stores.
find joy in the journy
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• Design • Sampler defines time needed to complete each piece • Approve samples after quality check
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Designer: Looks for new catchy fabrics for inspirations and then designs the whole year collections ahead turning it to samples. Make patterns for each look. Sampler: Guide the cutters and tailors to create the (meant to be) look in trial fabric, and closely track the time needed for making each look so we can predict. Correct mistakes found in the look (if any) then create the look in the predefined Fabric. Quality control check list must be done for each piece individually during sampling and production (Quality check list attached). The piece can be modified upon the Designer’s preference. Store it until the launching of each collection. Production: Designing team along with production team must plan the volume of production, timing of collections, events to be ready for. Documentation is essential as well as Calendaring all the important Events. Costing& pricing (responsibility of Inventory Officer) then naming the collection (responsibility of Online Sales Specialist). These two steps come after the sample looks are approved. Pre-launching: Meeting must be held between sampler and sales ladies to orient them about the collection. (Fabrics, inspiration, and preferred ways of display).
• Production for the photo-shoots + sending the items to the location of the photoshoot • Naming the items and pricing them and entering all data of
process flow chart
new merchandise through Lightspeed system. ( by Online Sales Specialist and Inventory Officer) • Start production upon finishing the production plan • Quality check of each piece • Inventorying and reporting of production quantities per day. • Order form for restocking and reproducing through the Light Speed System. • Collection and Codes of fabrics are given to tailors f or reproduction • Delivery of stock info. through Light Speed System • Collection Orientation meeting for the sales team • Launching of collection and sending the items to the stores
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Main Department
Creativity (Designing) Dep. • Main Designer • Sampler (sample maker)
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Production and Purchasing Dep. Accounting, finance and financial management and HR • Production Manager Management Dep. • Production supervisor • Purchasing Officer
• Accountant • Human recourses officer
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Sales, Marketing, and Social Media Dep. • Production Manager • Production supervisor • Purchasing Officer
Operation Management (Top Management and Supervision) Dep. • Operations manager • Purchasing and Material Allocation Dep. • Executive Secretary • Workers
Purchasing Dep. 1. Provide samples of local and international fabrics and embroideries needs along with quotations to the designer and production manager. 2. Order the chosen fabrics and tailoring needs with planned quantities that are asked by production team. 3. Keeping the documents (Order form –invoice) for reference. 4. Hand the production team the order after they signed upon receiving. 5. Document every order with all data to be retrieved later on when reordering the same items. 6. purchasing Dep. is responsible for all purchasing process that happens in the company.
Sales Dep.
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1. Store supervisor receives the stock, inventorying and sign the delivery note upon receiving. 2. Receive also a visual merchandizing guideline, showing how to display items on racks. 3. Everyday check for inventory must be done. 4. Order the sold out and shortage items from production department by order form that should be sent everyday via email or by hand (never what’s app and pictures). 5. Order form should be sent from the stores through the Light Speed System for restocking and reproducing products. 6. Products are sorted into collections and fabric codes are sent to the tailor for production. 7. Once the production is finished the delivery of stock information is sent through the Light Speed system to the stores.
• Fill purchase order with quantities • Receive quotation from Purchasing Dep. and identify method of payment (cash or bank transfer) • Operation Manager approves prices and sends it to finance
purchasing work flow(cycle): • Purchase order form filled by production team (or any other dep.) with all quantities of fabrics and other needs. • Purchase dep. must supplement the management with quotation of prices. Clarifying the method of payment. (cash or transfer) • The operations manager Sign the form and the quotation of the agreed upon prices. • The operation manager sends the form to the finance to sign and to arrange payments to suppliers. • Order or personally go to supplier to place the order. • Receive order and hand it to production team and take their signature upon receiving. • Take copy of the purchase order form.
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• Finance approve method of payment and take bank detail (if required) to arrange suppliers payments • Purchases Dept. place order via email or physically reach the suppliers • Give notice to Production Dep. (or any other Dep. for the time
• Stock Supervisor must hand the stock to the Sales Team with a
needed to receive the order • Purchasing Dep. receive the order in the due date and hand it to the Production Dep. • Production Dep. receive the order and sign, then command the Inventory Officer to register them in the system • Inventory Officer must enter the quantities to the system and track the usage to figure out the point of reordering, then notify the Production Dep. of fabric shortage
feed back process: • Weekly report to be submitted telling the incidents of the week day by day. • Sales report must be prepared at the end of each day and sent to the accountant early in the morning.
delivery note and visual merchandising guidelines • Sales Team (Store Supervisor) must receive the items and revise the delivery note with actual stock and sign the note • Present the items on the racks according to the visual merchandising guideline • Everyday inventory check must be done to know sold out items and shortage in stock • Sold out items and shortage in stock must be sent from sales to production by order form and submit it via email or by hand (never what’s app) • Production Dep. must hand the Sales Team their order with the delivery note (attached to the order form sent by the Sales Team)
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Online Sales Dep: 1. Daily maintenance of the website, check all products are up to date. 2. Check with production the availability of fabrics for online pieces that are limited in stock. 3. Everyday check for inventory must be done. 4. Communicate effectively with customers and prospects 5. Direct customers to product information. 6. Identify and contact potential customers for business opportunities. 7. Respond to customer queries promptly and professionally through phone, emails, chats, etc. 8. Submit reports about online sales, online positioning, online reputation, online responses.
HR Process:
• Announce for job opening and vacancies in Social Media platforms • Receive C.Vs and screen them for best candidates • Call up for first interview • Shortlisting: contact the candidates for second interview • Send job offer for the desired candidate • Receive signed job offer with the starting date
hiring process: • Orientation period starts from starting date. The employee is given the company policy to read and also will be given training. • Contract (according to the ministry of labor) is to be signed
online order process:
• Order email is received.
after a three month probation period, and be added to GOSI
• Check with accountant that payment is received (PayPal or Bank
(social insurance)
Transfer)
• Sales report for each online • Send customer update that payment is complete order must be sent once order payment has been confirmed. • Check stores for stock of ordered items, if available reserve the • Online Sales report must be prepieces pared at the end of each month and sent to the accountant. • If piece is not available, send production order form of the pieces with the size and all info along with maximum date of delivery • Create shipment documents for orders ready to be shipped • Sending tracking number to customer once order is shipped.
• On boarding task to be assigned
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• Employee must give a notice in advance (one month prior) to resign with a reason as to why they would like to resign (employee must give back all company belongings such as: laptops, keys, passwords, etc.) • Management approves resignation request • Hand over the tasks and sign upon handing (the employee that
out boarding
got handed that work must sign too)
process: • Sign clearance form all departments • Revise with Finance for any rights left unpaid and hand over payment of end of service
Accounting Process: 1. 2. 3. 4. 5. 6. 7. 8.
Prepare profit sheet (Track the expenses Vs. income) Record all transaction on QuickBooks accounting system Prepare payroll sheet & hand the salaries to the employees Collect the sales income from the stores and check if the data is correct Bank: Deposit Cash from sales and do International and National transfers to the suppliers Prepare any report the management needs for decision-making Bank Account: SADAD service and transfer amount within company accounts Do daily Integration (Sales of each store from light speed and integrate it to QuickBooks)