Information System of the Defense Logistics Agency - Essay Example

Executive Summary As the DLA's transformation initiatives progress, the need is seen to replace their decade-old software application on a multiple hardware platform to something that could stand up to their vision of modernization. In the present setup where there is too much paper work and hard copies going around the offices, efficiency and profitability is decreased. Thus, the need to produce a setting where data sharing could be simultaneously encoded and shared across the entire enterprise. The MJM3 Information system package consists of COTS state-of-the-art technology designed to aid in the business modernization program of the DLA. It capitalizes in providing the best value integrated software application running on a single hardware platform so that all departments are capable to automate and integrate business processes, produce and access data in a near real time environment. The company's hardware and interfacing supremacy in converting everything manual and analog to an electronic form leads to efficiency and savings for the agency. The DLA organizational structure consists of a Board which includes the directors and commanders of 19 sub-departments in the organization. In line with the agency's transformation goals, the BSM caters to improve on supply chain management across 4 areas: the customer relationship management, for customer related information, the supplier relationship management, for vendor purchase request/invoice information, the Defense Finance and Accounting Service, for payment information and the Defense Automatic Addressing System, for contracts, solicitation and inventory information. The MJM3 information systems will address particularly these four areas of management in the DLA agency instead of the entirety of the agency itself. The MJM3 information system introduces the following software package. The TopShelf2.0 handles information on business inventory, handheld scanning technology and wireless network transfers. The TopRFID is used to count inventory, write and tag information or plan a store layout to specific item-level detail. The InStore software deals with order placement, shipment tracking and inventory monitoring. EnRoute software help input and access information on route accounting, package tracking and ordering, plus additional ERMA software helpful in times of item breakdowns. This is used for order repairs, replacements or software reconfigurations. Other important feature of the services available with MJM3 systems is the one website center that interlinks all departments of the agencies for easy information transfers in any transactions involved. It also introduces a security system that ensures that no unwanted infiltration on the system will occur. Added to this is the future improvements package which ensures the customer that changes or upgrades in the system in line with R&D outputs will be recommended and applied. Then, upon approval or purchase, MJM3 technicians commence planning on set-up, testing and installation. These, together with top hardware items to complement the need, gives the agency less paper work, faster delivery times, greater access to information with lesser flaws to inter-department coordination and cooperation, This paperless, push-of-a-button technology will be a great investment for the DLA's modernization program. Organizational Structure of DLA The Corporate Board sets the agency direction and actively oversees execution of the DLA mission. The board supports the Director through decisions, deliberations and advice. The Corporate Board is the agency's senior leadership management team consisting of 19 divisions with its corresponding Directors, Commanders, Comptroller, General Counsel and Executives. This Division is structured to simultaneously play 2 important tasks namely, Business Process improvement initiatives and Transformation Commitments. The Transformation Executive Board (TEB), composed of senior civilians, has the oversight to insure that successful delivery of the 19 Divisions would be integrated, synchronized and delivered. They are however responsible to the Corporate Board. The Supply Chain Integration (SCI) Group made up of leaders from across the agency, to include both headquarters and field activity personnel, has the responsibility, authority and accountability to support the TEB as it executes its duty. Supply Chain Management The MJM3 Information System is tied-up with the Customer Relationship Management (CRM) for customer order related information; Supplier Relationship Management (SRM) for vendor purchase request/invoice information; Defense Finance and Accounting Service (DFAS) for payment information and Defense Automatic Addressing System (DAASC) for contracts, solicitation and inventory information. Re-engineering effort of Business System Modernization (BSM) cuts across all DLA supply chain (CRM, SRM, DFAS, and DAASC) to provide greatly improved end-to-end task. Input and Output MJM3 Logistic Information System (IS) has input and output capability to automate and integrate business processes involved in the day-to-day transactions on the various parts of the supply chain and produces useful data accesses in a near real time environment. Inputs and outputs are all processed in a single wireless network accessible to all departments. Take the TopShelf 2.0 software as an example. The inputs that are needed in this system are those concerning the area of warehouse management, administrative and other information regarding shipping, sales orders, items and their parts, location, vendors. clients or transaction numbers, etc. As these information are being logged in the system computers, the software delivers outputs in the form of label printing, e-mail and text alerts, and with a click of a mouse can deliver outputs in the form of reports such as current asset summaries, daily shipping/receiving, cycle count reports by date or location, current item/asset inventory, user level screen security reports and customize current cycle count. In a similar fashion all the other software included in the package has their own input and output strengths that help the organization. Hardware Base Station hardware includes communication system capable of teleconferencing, computers with its corresponding accessories that include keyboard, monitor, scanner and other input devices, printer, modem, router, power, etc. Mobile hardware includes the capability to utilize wireless interaction using cell phone, laptop, handheld radio, etc. and the capacity to automate and integrate transportable goods using a portable data terminal to look up and validate data, a versatile barcode scanner for reporting, Radio Frequency Identification (RFID) or tag reader for inventory efficiency tracking and management, Signature Capture or paperless receipt to keep everything organized/ streamlined and more efficient, portable printer, Check and Card reader in a flexible Ethernet access point or wireless router. Software TopShelf2.0 is a Web-based warehouse management solution that requires no software installation. Simply log on to your TopShelfWeb site and get real-time information on your businesses inventory. Combined with handheld scanning technology, your warehouse information is transferred to your office via a wireless network automatically. TopRFID makes tasks like cycle counting, floor planning, and tag writing, fast and easy. Using patented TopRFID tag scanning cart, handheld data capture device and related software, anyone can count inventory, write and lock tag information, or plan a store layout down to specific item-level detail. InStore offers the fastest order placing, shipment tracking and inventory monitoring technology. Employees will enjoy the ease of use because, like all of our solutions, InStore is designed to be easy to use and intuitive. EnRoute solution offers real-time, 100 percent accurate information on your route accounting, package tracking, and ordering. A simple Web-based program accessible from any Internet-enabled computer-gives you the power to reduce order placement and tracking problems and add value to your workflow. ERMA, an electronic return merchandise authorization solution, makes it fast and easy to order repairs, replacements, or software reconfigurations and any piece of hardware. Once we receive your information, our in-house team repairs or replace the damaged goods with the quickest turnaround time in the industry Positive/Negative Impact With these available software and hardware systems/solutions the agency can now easily manage its supple chain. It helps to improve the efficiency and effectiveness of the overall supply chain, thus maximizing profits at optimal levels of customer satisfaction. With the accuracy of data that can be retrieved in an instant, management can gain valuable insights and knowledge on developing unique demand, supply, operational and customer strategies. Negatively, perhaps the cost of replacing old technology with the new is one to be considered. Although COTS hardware and software are considered to be low cost items, the future changes in the product are not under their control and thus upgrades may mean added costs to the product. Recommended Improvements Despite the availability of all kinds of modern hardware and software products in the market today, the supply chain industry still lack a standard way to measure its overall performance. Though at present there are organizations that come up with guidelines in assessing supply chain performance through benchmarking, coming up with a quantifiable fixed standard to measure all kinds of supply chain management processes is a thing to be reckoned with. This could be a government initiative or may be a good proposal to supply chain organizations to look into. Supply-chain processes can be simple or complex according to the amount of goods and services that pass through the pipeline. Thus because of this, there could be software mismatch with respect to specific processes involved. There should be a means to describe supply-chain processes in discrete and concrete terms so that it could pinpoint the specific system solution that could best fit the need. Once again, a group of management experts could come together and design a way to meet this specific need of supply-chain businesses. References About DLA. (2007). Retrieved March 11, 2008 from Defense Logistics Agency Website: http://www.dla.mil/about_dla.aspx Determining information systems needs. (n.d.) Retrieved March 11, 2008 from Rosternetwork Website: http://www.rosternetwork.com Dimensions Almanac Edition. (1999). Retrieved March 11, 2008 from Dimensions, Defense Logistics Agency news magazine Website: http://www.dla.mil/dimensions/Almanac/hqdla.htm DLA Transformation roadmap. (2006). Retrieved March 11, 2008 from The Defense Logistics Agency Website: http://www.dla.mil/library/DLATransRoadmap.pdf Oberndorf, T. (2007). COTS and open systems - an overview. Retrieved March 11, 2008 from Carnegie Mellon Software Engineering Institute Website: http://www.sei.cmu.edu Products. (2007). Retrieved March 11, 2008 from Supply Chain Services Website: http://www.supplychainservices.com Stevens, L. (2008). DLA refashions itself as a 24/7 Wal-Mart. Retrieved March 11, 2008 from Defense Systems Website: http://www.defensesystems.com Read More