University Food Company Case (B) The University Food Company wants to incorporate more…

University Food Company Case (B)

The University Food Company wants to incorporate more information technology into its organization, particularly its shipping department. The sales department has already implemented a database for order entry functions, and the production planning department has an information system for tracking inventory, including finished goods. The shipping department currently uses information from these sources in the course of doing its daily tasks. The shipping supervisor has asked you to study the activities in the department and to recommend an information system design to support the operation. What follows is a description of the tasks performed by the shipping clerk and support personnel during a typical day.
At the beginning of each day, the sales department prints a report and sends it to the shipping department. This report, called the “Open Orders Report,” is a list of orders taken by sales that have not been closed out. Orders are not closed out until the final shipment has been made against the order. An example of a typical open orders report is shown in Exhibit CS4.6. Open orders are listed in the ascending order of their promised delivery date.
University Food plans its production in two ways: produce to order and produce to inventory. In the first case, production is scheduled for a specific order. In the second case, production is done in the absence of a specific order. The second case occurs because a specific order is small and it is desirable to have a longer production run before changing over to another product. Changeovers require that the machinery is thoroughly cleaned before the next product can be made, thus incur University Food Company Case (B) The University Food Company wants to incorporate more information...-1

ring a significant cost. The excess production is placed in inventory and is available for shipment the next time a customer orders the product. Also, sometimes production runs of the most popular food products are made to inventory during periods of slack demand.
The shipping clerk receives a report (printout) of the finished goods inventory from the production planning department, showing the location of the finished goods inventory by inventory lot. The report is ordered by material ID in the ascending order. The clerk examines each of the open orders and determines whether or not there exists a matching product inventory lot. If the match occurs, a shipment can be made. A typical finished product inventory report is shown in Exhibit CS4.7.
After identifying an inventory lot that can be shipped, the shipping clerk dispatches the forklift truck operator to the warehouse to fetch items to be shipped. He does this by giving verbal instructions to the driver concerning the lot number and location of the product. The driver collects the items and brings them on pallets to the shipping dock. He informs the shipping clerk that the pallets have been retrieved and gets his next assignment.
It is the responsibility of the shipping clerk to keep a daily record of everything that is transferred out of the warehouse for shipping and to indicate on the record the customer order against which it is shipped. The warehouse transfer report, shown in Exhibit CS4.8, is used for that purpose. The shipping clerk completes this record when pallets are brought to the loading dock. This document is transferred at the end of the day to the sales department where it is used as the source of information to close out sales orders.
After completing an entry on the warehouse transfer report, the shipping clerk directs his personnel to load the cases of product on to a truck. As cases are being loaded, he fills out another important report maintained by the shipping clerk, the shipping summary report. This report is kept daily and held in a file in the shipping department. It describes the quantity of cases that are shipped, the customers to whom they are shipped, and the truck number on which they are shipped. University Food maintains its own fleet of trucks, which is managed by the company’s transportation department. The shipping department is only responsible for tracking the shipment to the truck on which it is dispatched. The transportation department is responsible for tracking deliveries to the final customer. A typical shipping summary report is shown in Exhibit CS4.9.
For each customer shipment on a truck, the shipping clerk prepares a bill of laden for the truck driver after the cases of product are loaded on the truck. Most of the information for the bill of laden is taken off the shipping summary and open orders reports. A copy of the bill of laden is sent to the transportation department at this time, and the other copies are given to the truck driver. No copies are kept in shipping. This bill of laden is presented to the customer when the driver arrives at the customer’s receiving location. A signed copy of the bill of laden is turned in to the transportation department when the driver returns from a delivery. The transportation department matches this copy to the one sent by the shipping department and closes out the delivery in its records. A typical bill of laden is shown in Exhibit CS4.10.

University Food Company Case (B) The University Food Company wants to incorporate more information...-2

University Food Company Case (B) The University Food Company wants to incorporate more information...-3


1. Using the description presented earlier, develop a functional architecture based on the IDEF0 method. The context diagram should be labeled “Operate Shipping Department.”

2. Draw a corresponding data flow diagram.

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