Mapping Processes and Project Quality Management - Case Study Example

Identifying and Documenting Processes Part Top-down Flowchart Please find the comprehensive top-down flowchart which is attached atthe end of this project as appendix (Appendix 1). Part 2: overview of my work organization Six months ago, my life took a twist when I started a career with Jones Soda Co. The company specializes in production, bottling, distribution and marketing of soft and energy drinks in North America, and has sufficiently been able to venture into various markets over the past few years. The smooth running of the organization and its unabated success is attributable to the functional structure that it adopted since its commencement. It is headed by a managing director to whom departmental heads report to. Product engineers, Production manager, the chief marketer, and the quality approval officer are also required to relate closely for the success of the organization. I work as a public relations officer in the company. The organization believes that the community is an important component in attaining the corporate’s objectives and when I was tasked with the obligation of ensuring that a healthy relationship exists between the organization and its internal and external associates, I felt that it was an inordinate opportunity for me to display my prowess in managing organizational issues. As a public relations officer, my daily responsibilities revolve around ensuring that the organization produces and effective markets products that are harmless to consumers. I work in close collaboration with the sales and marketing team to ensure that sufficient information regarding our products is communicated to the public and thwart any circumstances or rather occurrences that might deleteriously affect the organization’s reputation. Similarly, I regularly monitor the soft drinks production process, particularly the production of Jones Juice, to ensure the top managers are acquitted with the process and our production processes meets the required health and safety standards that safeguards workers and consumers. Part 3: The organization’s processes Raw materials ordering, digital marketing, and manufacturing are the 3 most important processes in the organization. Raw materials ordering process: This is a sub-process of the material procurement process. The procurement department places orders of the required raw materials that include carbonated water, Nutra-Sweet, acids, and other additives that enhance aroma, taste, appearance of the soft drink, and mouth-feel. The purpose of this process is to guarantee that our soft drinks meet the customer needs and preferences by ensuring that all ingredients or materials are intricately balanced and health measures are adhered to. Apparently, this process is currently experiencing volatilities due to the continual changes in laws that regulate the ordering of raw materials and the raw materials that are appropriate in the soft drinks sector. Similarly, as the organization is growing, the purchasing department is continuously finding it difficult to compute the right order quantity and avert the storage costs which are a burden to the organization. Rapid competition and changing consumer needs is threatening the smooth flow of the process. Digital marketing process: This imperative sub-process in the organization belongs to the vast common marketing process and is primarily involved with creation of contents to be published on social media including Twitter, Facebook, and MySpace, and preparation of TV and radio advertisement. As a public relations officer, I go through the content before it is made public to ensure that all ethical standards are adhered to and recommend required changes in language or diction when necessary. This sub-process helps the organization to market its product by ensuring that the public is aware of our existence as well as our soft drinks and their health benefits. Considering that the current generation is tech-savvy, this sub-process has been successful evident through the continual number of online requests or orders received. However, a challenging aspect has been that hackers have been spamming our ads with exotic contents that threaten to scare the audience. Our digital marketing team has also been lacking cutting-edge technology that would bolster their efficiency and efficacy in creating a competitive advantage for our organization. Manufacturing process: The process of manufacturing Jones Juice is a very long process undertaken by the production department. The process involves preparation and combination of various ingredients to produce Jones Juice. This process helps in ascertaining that our Jones Juice meets the required health and safety levels, and that our product is customer-tailored. This process is currently experiencing irritations due to the lengthy procedures that one must pay attention to and the lack of consummate personnel that can sufficiently handle the production steps. Moreover, the continual competition in the soft drinks industry necessitates that we improve this process to be over and above those of competitors in terms of quality and quantity of production, but this has not been easy due to resources inadequacy. Part 4: Written procedure for the process of manufacturing Jones Juice Kindly check the written procedure which is in the appendix section labeled appendix 2. 1.1 Prepare a report 2.1. Comprehend and 3.1. Search the 4.1. Cut and paste for organizational consolidate concepts written procedure. Written procedure processes. in quality management 3.2. take a pen and to the doc contain- 1.2 Searching the processes. paper and hand- ng reply to part 2. organization’s structure 2.2. Search Jone’s key write a draft. 4.2. Skim through for and roles of Jones Soda. Processes and 3.3. Open new word grammatical and 1.3 Document response three key ones. doc and type content issues and to part 2. 2.3. Conduct a profound the procedure correct them. analysis of the 3. 3.4. Review the 4.3. Set font to Calibri, 2.4. Write answer. final procedure. 1.5 line spacing, 2.5 cm margins. 4.4. Save document And convert to Pdf. 4.5. Submit a copy to Turnitin via blackboard. 4.6. Retain a copy for future reference. 4.7. Check email to confirm whether assignment has been submitted. Appendix 2: Generic procedure- the process of manufacturing Jones Juice Activity/description Person Responsible Manufacturing Jones Juice is a fundamental process which has a lengthy procedure and takes place almost on a daily basis. It is through this process that the organization produces the soft drink that it sells to generate revenues and remain in business. Following the below procedure makes our personnel, or any other willing party, to be able to produce consistent products that minimizes on costs while maximizing on time, important aspects of the kaizen production concept. 1. Water clarification Water quality is crucial in the preparation of Jones Juice. The color and taste of the water may be degraded by impurities such as bacteria, organic matter and suspended specks. Remove the particles through filtration Add chlorine to kill any bacteria or germs Adjust the alkalinity of the water by adding lime that will bring the pH of the water to 4.0. 2. Filtration, sterilization, and dechlorination of the water Remove the fine particles of floc by passing the clarified water through a sand filter. The particles will be captured by the course bed of gravel and the layer of sand. It is important to sterilize the water to remove any organic components and bacteria. Pump the water into a storage tank and add a little free chlorine. Let the chlorinated water remain in the storage tank for approximately 3 hours so that the reaction can come to a completion. Dechlorinate the water using an activated carbon filter that will also help in removing any remaining organic substances. Use a vacuum pump to de-aerate the water and then pass the de-aerated water into a dosing station. 3. Combining the ingredients Pump flavor concentrates and dissolved sugars into the dosing station so that they can mix with the water. These ingredients must be transported in a batch where they will be mixed carefully. Avoid too much agitation as it might result in undesirable aeration. Sterilize the syrup by quickly heating and cooling it. Combine the syrup and water using the proportioners, complicated machines which have the ability to regulate ratio and flow rates of the liquids. Pressurize the machine by adding carbon dioxide to avert aeration of the syrup-water mixture. 4. Carbonation of the drink While carbon might already have been to the water in the earlier stages, carbonation generally needs to be done to the finished product at this stage. Add carbon dioxide to the drink at a rate of 1 micromol mol of the drink. Adding more than this amount is not recommended as the Jones Juice will be consumed without diluting with other liquids. Use carbon dioxide pressure to smoothen the movement of the beverage into the storing reservoirs and finally to the packing machines. 5. Filling and packaging Transfer the finished product from step 4 above into cans or bottles. This should be done at a tremendously high flow rate. Immediately seal the bottles or cans with pull tabs or tinplate that are pressure-resistant. Since the Jones juice was generally cooled during the manufacturing process, bring it to room temperature before labeling. You will achieve this by pouring warm water onto the containers and drying them to avoid water from ruining the labels that will be on the bottles or cans. Place a paper label on the cans or bottles. The label must indicate the shelf life, ingredients, brand, and how to safely use the Jones juice. Finally, pack the cans or bottles into trays or cartoons and ship them to distributors. Your manufacturing process is now complete and the public can enjoy the Jones juice. PM PP PM/PP PP PP PP PP PP PP/PE PP PP PP PP/PE pp PP QA0/CM/PM PP Read More