New Venture For Macville Information Technology Essay

MacVille is an import/export company that sells and maintains espresso coffee machines. For the new venture for the MacVille Company, the decision to establish a new business center in Sydney in order to supplement the one already operating from Brisbane is considered. The new venture was aligned with the overall objective and mission of the organization which was to provide espresso coffee machines that meet with efficiency, reliability and sustainability needs of the café/ restaurant clients who in turn will reward with profits so that the stakeholders and the communities in which we operate are able to prosper.

The expectation out come for this venture is to help secure the three year objective of being the number one volume importer in the market for imported espresso coffee machines, to increase 5% of profit margin as well as to reduce the carbon footprint by 10% within the next three year. In order to achieve the objective of the organization, the creation of the self-directed team is needed. The role for this new venture would carry the title General Manager. The general manager would report to the CEO and would be expected to provide creative leadership for the administration, coordination and management of the new venture in a manner that is consistent with the strategic direction of the organization. This below is the plan under the “Roles, Resources and Environment” heading for three team which are account team, warehouse team and maintenance team.

Account team plan

Roles:

Account manager

Responsibilities: – Integrate with the Brisbane HO network for reporting and

Downloading important information

Adhere to company policy on debtors

Work closely with the Sydney management team

Accounting Clerk

Responsibilities: – Enters data

Manages the accounts receivable and account payable system

Whole team

Responsibilities: – Credit control

Sound maintenance of the accounts receivable

Internal control systems and preparation of budgets

Resources:

The resources that the Account team requires in order to complete the task are the Account Policy which will be describes below.

Account Policy

The purpose is to define the accounting policies and procedures in respect of the recording, collection and reporting of moneys owed to MacVille.

The intent of all interactions between MacVille staff and customers or clients of MacVille is that all inquiries are to be handles in a tactful and diplomatic manner

Data Collection

Collect details from clients, without offering comment or opinion.

Review the client/ customer file:

If the matter is the result of a data entry error:

Correct the error

Notify your direct supervisor in an emailed report, and ask for confirmation of your actions

When you receive confirmation, contact the client/ customer by telephone to inform of changes

If the matter is not related to a data entry error:

Collate all details of the matter

Outline possible causes or reasons

Notify your direct supervisor in an emailed report, and ask them to manage the issue or for clear direction for you to manage it

Company policy for debtors

MacVille raises invoice for the sale of goods and services to external organizations and individuals. A debtor is an organization or individual who owes MacVille money for goods and services provided.

Debts are to be collected as with attention being paid to ensure that any actions taken by the accounts receivable department are recorded in the client file. This can be in the form of:

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Insert copies of correspondence

Writing notes on the client file

Updating status of client debt or other relevant or supporting information

Overdue

Response

Terms

Doubtful/Bad

Reporting

30 days

Reminder statement or Phone call

Continue credit

No

Document report

45 days

Letter # 1

Restricted credit

Doubtful

Advise manager

60 days

Letter # 2

Restricted credit

Doubtful/Bad

Advise manager

90 days

Debt collection agency

Stop credit

Doubtful/ Bad

Advise manager

Over 90 days

Legal action

Stop credit

Doubtful/ Bad

Manager responsible

The aged debtor’s report has to run on the first of every month. For the doubtful /bad debts report to be completed by the fifteen of every month. Moreover, all the contact with debtors will be recorded on file- should include copies of invoices, correspondence and log of phone calls.

Communications

The meeting between staff and manager need to be set up every Friday in order to conclude all the work done and plan for the next week.

The manager needs to briefly describe the company news and situation as well as the works to the staff at the beginning of every working day.

Environment:

The work environment requirement for the account team in order to function effectively with sound business ethics is to have a safety working place regarding to the OHS requirements. In the positive work environment, the account team’s health will be good which they can maintain the quality of their work. To initiate and innovate the team,, the meeting always occurs in order to have the communication and to change the idea as well as to make a decision making between the staff and manager.

Warehouse team plan

Roles:

Warehouse manager

Responsibilities: – Adhere to company policy in warehousing

Practice solid internal control over stocks holding

Prevent injury to workers and workers

Satisfy customer demands for stock in timely manner

Work closely with the accounts team

Three warehouse staff

Responsibilities: – Manage the goods inward

Storage and dispatch the goods inward

Whole team

Responsibilities: – Documentary accuracy

Soundness of goods inward Internal control systems and

Safe storage and handling of warehouse merchandise

Timely dispatch of merchandise in accordance with customer orders

Resources:

The resources that the warehouse team requires in order to complete the task are the Warehouse Policy which will be describes below.

Warehouse Policy

The purpose of this document is to define the policies and procedures in respect of the receipt and dispatch of goods on behalf of MacVille.

Receiving process

Goods will only received between the hours of 8.00am and 5.00pm

The original and copy of the delivery slip must be signed, dated and time stamped.

The original to be kept by MacVille which will be attached to the original invoice and sent with goods to the unpacked area

The copy given to the delivery courier

The main area must be clear of stored items.

Goods must process to the unpacking area as soon as they have been checked.

All paperwork is to be sent to accounts as soon as the goods have been checked and signed for.

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If the damage or missing goods have been discovered, suppliers must to be notified within 24 hours.

Credit notes are to be raised for goods damaged and returned to the supplier in accordance with their policy – a copy must be attached to the invoice.

Before an item can be shipped, warehouse shipping personnel must be provided with an authorization for shipment from the vendor, stating whether shipment is to be made on freight “prepaid” or “collect” basis, and the account code against which charges are to be made.

Keep packing materials – if concealed damage is discovered, all packing material and the shipping cartons must be retained for inspection by the shipper and freight carrier, until instruction are received as to the disposition of the damaged item.

Storage

All goods are to be stored safely; complying at all times with OHS requirements.

Delivery aisles must be kept clear and goods must be stored behind the designated lines at all times

Goods over 30 kg in weight must not be lifted manually

Storage racks must be designed for heavy weights of the 50 kg per shelf span

Height of floor stock must be stacked higher than 2 meters

Stock takes must be completes on a regular basis and checked against the computer records in account for accuracy – discrepancies must be investigated and reported on immediately.

Goods are to be protected from the elements at all time to preserve their value and minimize damage or soiling.

Goods to be dispatched to customers must be given highest priority and will be kept in the dispatched section.

Goods must be sent to customer within 24 hours of receiving the customer order

Communications

The meeting between staff and manager need to be set up every Friday in order to conclude all the work done and plan for the next week.

The manager needs to briefly describe the company news and situation as well as the works to the staff at the beginning of every working day.

Environment:

The work environment requirement for the Warehouse team in order to function effectively with sound business ethics is to have a safety working place regarding to the OHS requirements. In the positive work environment, the Warehouse team’s health and mood will be good which they can maintain the quality of their work and project. To initiate and innovate the team, the meeting always occurs in order to have the communication and to change the idea as well as to make a decision making and between the staff and manager.

Maintenance team plan

Roles:

Maintenance manager

Responsibilities: – Ensure safe work practices

Engage experienced technicians

Work closely with the Brisbane repair team who have been maintaining the Sydney customers to date and who have details on spare parts Satisfy customer demands for stock in timely manner

One espresso machine technician

Responsibilities: – Conducts the regular maintenance

Emergency repairs of espresso machines

Whole team

Responsibilities: – Timely maintenance of customer machine complaints

Regular maintenance programs

Safety of operations, and spare parts management

Resources:

The resources that the maintenance team requires in order to complete the task are the Maintenance Policy which will be describes below.

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Maintenance Policy

Purpose

The purpose of this document is to define the policies and procedures in respect of maintenance program and spare parts management.

Maintenance process

All maintenance process needs to be done safely; complying at all times with OHS requirements.

The company gets the customer’s complaint from the website, telephone, email.

Collected all the data, complaint, opinions as well as recommendation

The reservation of the maintenance time and date needed to be done

In order to reduce the rush timetable problem, one of the maintenance team will work not over 5 jobs per day. This also will help to solve the problem that the team does not have enough people.

Maintenance period will only between the hours of 8.00am and 5.00pm

Each of the maintenance team has two staff due to the two-person lift rules

Goods over 30 kg in weight must not be lifted manually

Storage racks must be designed for heavy weights of the 50 kg per shelf span

The original and copy of the maintenance slip must be signed, dated and time stamped, with the original to be kept by Mac Ville and the copy given to the customer

All the slip need to send daily to the maintenance department as soon as all the work is done and need to key all the data into the computer.

After the maintenance process, the payment detail will be sent to the customer via mail.

After the maintenance process, the maintenance manager or technician needs to call the customer for the feedback

The regularly maintenance program need to be done.

Every 3 months, the maintenance department need to check the customer feedback

Spare part management

All spare part is to be stored safely; complying at all times with OHS requirements.

Spare part over 30 kg in weight must not be lifted manually

Goods are to be protected from the elements at all time to preserve their value and minimize damage or soiling.

The spare parts always need to be in the maintenance car

Communications

The meeting between staff and manager need to be set up every Friday in order to conclude all the work done and plan for the next week.

The manager needs to briefly describe the company news and situation as well as the works to the staff at the beginning of every working day.

Environment:

The work environment requirement for the maintenance team in order to function effectively with sound business ethics is to have a safety working place regarding to the OHS requirements. Moreover, for the seat in the maintenance van is not comfortable for sit in the long period of time. Therefore, the risk of injury is higher for the maintenance staff. In the positive work environment, the maintenance team’s health will be good which they can maintain the quality of their work. To initiate and innovate the team,, the meeting always occurs in order to have the communication and to change the idea as well as to make a decision making between the staff and manager.

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