Business Process inside Companies - Coursework Example

Business process inside companies Business process inside companies The paper focuses on exploring the activities that are involved in the departments of an online service providing business. The business has nine departments, which have the activities that form the entire functionality of the business. The paper also discusses the operations that are involved in establishing the location of setting up the business. Administration The administration department has the responsibility of managing the website content in order to ensure that the website always contains the up to date information for customers. This involves the regular updating in order to keep up with the dynamic market environment. The other functions of this department to manage the suppliers and vendors of the business. This is to ensure that the company purchases the requirement in from of equipment. This assists in offering services in a cost effective way, which ensures a desirable return on the sales of services to customers is achieved. The activities that are involved in the management of the vendors and suppliers include receiving invoices from suppliers and vendors. This also involves sending the invoice to customers who have been offered services by the company. The department also makes the payment of the invoice that has been received from the vendors and suppliers. These payments are made through coordination with the finance and accounting department. Therefore, the administration department keeps a satisfactory record of the payments made for accounting. The other function of the department is to receive the phone calls from customers and other outsiders that are significant to the business. This is in order to effect the communication of the organization. Some of these phone call are designated to other departments, the responsibility of the administration department is to ensure that the phone call have been directed to the department that it is meant to reach. This is in order to ensure that customers and other stakeholders have communicated to the departments for the effective flow of operations. The department also receives and sends the email to customers to the stakeholders of the business. The department is also involved in the requisition of materials for the productivity. The requisition of materials involves the activities that are involved in search of the materials needed. When the materials required are found the department places the orders for the materials. The department does the follow up in order to receive the materials then verifies them in order to pay the invoice after which files are closed. Human resource department The Human resource department main duties are to manage the employees during the working duration in the organization. The department manages the time used in for work of employees by tracking how they engage in operations, in the organization, and when they end their working duration. The department communicates to the Accounting and finance department in order for them to determine the salaries for the employees. The department also focuses on the benefit systems for the employees and documentation of their payment details. The department also focuses on the filing of tax for the employee earnings. The information is communicated to the finance and the accounting department in order to facilitate the compensation of employees. The department also keeps records of the performance of performance of the employees in order to facilitate the review of their performance. The department also arranges for training and development of employees. This ensures the career development of the employee is facilitated in order to increase the employee productivity in the organization. This is done through training and development programs with the specified policies, employee records and documentation. The department also establishes resource programs such as Six Sigma in order to monitor the quality of the services offered by the employees to customers and the professionalism. Therefore, this department monitors all activities that surround the employees in the organization since they form a highly substantial part of the business. Accounting and Finance The department receives the invoices from the administration department in order to release the funds to make the payment. There is a process involved in order for the funds to be released. The department receives the invoice after which the check is processed and then sent to the administration. The funds are then forwarded to suppliers and vendors for the payment of the materials supplied to the company. The department also receives information about the employees form the HR department in order for them to update the employee payroll. The updates are made in order to handle the changes that are needed in the payment process. The department cuts the checks for paying the salaries to the employee. This process involves file paper work in order to keep a record of employee payments. The department also deals with the billing and making of the payments needed for the account receivables. This involves the receiving of invoices and bills for the services or material that have been consumed during the operations of the business. The department cuts the checks to make payments of the operations. Mail center This department has the function of receiving messages from the other departments in the organization. Other operations are involved in the department after the messages are received. The department processes the sender of the message in order to indicate that the message is sent. When the message is received, the department has the role of processing the recipient and then checks the delivery confirmation in order to identify that the message was received. The other function of the department is to receive the invoice form the website after which the department sends the invoice to the department for them to confirm. The department also deals with the gathering of information, services or products to be sent to customers who have ordered them. This ensures that the desired services and products have been sent to customers in the time that they required them. The function of the department is mainly to handle the incoming and the outgoing mails in the organization. IT department The functions of that are conducted in this department involves the running of the website. This involves various activities like the system checks in order to ensure that the website is uptime. When the website is identified to be down time the IT manager is notified through s email or a text message. This is in order for the manager to find ways to resolve the problems with the other member of the IT team. This facilitates the functionality of the website in order to prevent the termination of the service provision to the customers. The other function of this department is to update the malware protection, which includes the spyware, adware scan, in order to block potential threats to the system and remove the identified viruses from the system. The IT department also conducts a network test in order to ensure that there is the desired routing, bandwidth and uptime security. The department also creates the backup for the systems in a weekly basis in order to ensure that in case there is a problem will be a fast recovery of the system. The department is also involved in the system development and maintenance through the dedicated developers and system support. This involves activities like bug tracking and development, software testing for bugs, suggestion of new items, and ongoing development. The department offers support to the internal usage of the site by the employees and external. Marketing The department receives information from other departments in order to make marketing plans, which are based on the initiatives. The department conducts a strategic planning an analysis in order to engage the business in the desirable marketing strategies which are beneficial to the business. This is through a SWOT and PESTEL analysis in order to identify the relevant marketing strategy to be employed in the target market. This analysis enables the organization to evaluate the target market and make the relevant adjustments. The department then reports to the financial and accounting department for the implementation of the strategy. The department also notifies the IT department in order to update the website for the content needed for marketing. The department through the finance and Accounting department implement the marketing strategy in to promote the website in the internet hosting for customers to be aware of the services provided by business. The department uses the marketing tools in order to work with for the company best performance. Training and support department The department engages in the function of hiring the employee to the organization. The department coordinates with the HR department in order to receive information about the employees in order to generate the employee ID. In order for the employee to be entered into the HR system, it is required that they acquire training from this department. The department develops the intranet for the training site, documentation and courses. The department also notifies the Mail center of the information of the addition of the new employee. Research and development The department receives information from the marketing and administration department. The department process the information received in order to create a research and development task. After the research, the department identifies it as complete and then sends the feedback to the other departments. The research involves scanning the market in order to merge the products and services or a trend that better suits the current business models. After the completion of the research, the documents are prepared by the senior manager and distributed to the relevant departments for review. The development staff develops the products, services together with internal reams. When the development is completed, it is reviewed and tested. The work is forwarded to the IT department for the implementation. Logistics The department receives orders from customers and notifies the administration department. The department prepares the order for shipment after identifying that the order is complete for shipping. The administrative office is notified in case there are supplies received from vendors and supply chain. The products are confirmed through counting and marked as received. The department requests the internal shipment. The department works with the administration and the finance team in order to ensure the covering of the portion of the logistics. The department keeps track of the inflow and outflow of products and services in the organization. The company also keeps the relevant records for the documentation of the transactions, which are sent to the finance team. References Business week. Financial management. (2012). Retrieved on January 15 2012 from Ferrell O. C., Hartline M. Marketing Strategy. Cengage Learning, 2010 Lamb Charles W., Hair Joseph F., Carl McDaniel. Marketing. Cengage Learning. 2008 Pride W. M., Ferrell O. C. . Foundations of Marketing. Cengage Learning, 2010 Run your business better. (2012). [Info graphic]: The Evolution of Technology & Its Impact on the Development of Social Businesses. Retrieved on Feb 13 2012 from < http://www.forbes.com/sites/sap/2012/01/10/infographic-the-evolution-of-technology-its-impact-on-the-development-of-social-businesses/ > The Wall Street journal. Company financial management. (2012). Retrieved on January 15 2012 from Read More