BTEC National, Engineering Unit 1 Business Systems for Technicians Lecture 4, Information Flow
Information Flow • Types of information produced by departments • Methods of information exchange • Typical flow of information for activities
Management • Overall direction • End of year summaries • Next year targets
Finance • • • •
Costings Sales forecasts Production schedules Storage & warehousing costs
Marketing • • • • •
Prices Competitor reports New customers New product requirements Changes to product specifications
Research & Development • Product design specification • Design modifications • Production methods
Manufacturing & Production • • • • • •
Tooling requirements Raw material requirements Equipment requirements & specs Process instructions Inventory control Output figures
Quality Assurance • • • •
Quality procedures Quality investigations & reports Corrective actions Containment procedures
INFORMATION FLOW FINANCE Costings Sales forecasts Production Schedules Storage costs
MANUFACTURING Tooling Requ Raw Materials Equipment requ Process instructions Inventory control Output figures
MANAGEMENT Overall direction End of Year Summaries Targets MARKETING Prices Competitor reports New customers New product requests Changes to products
R&D Products design specs Design Mods Production Methods
QUALITY ASSURANCE Quality procedures Quality investigations Corrective actions Containment procedures
Methods of Information Transfer • • • • •
Telephone Email Letter Meetings & minutes Central database
Telephone • Advantages
– Quick – cheap – Two way, easy explanations
• Disadvantages
– No diagrams – Only two people (unless conference call) – People not paying attention
• Used for
– Quick questions, summaries, reminders
• Not usually used for
– Important, critical info, contracts, anything that should be on record
Email • Advantages – – – –
Quick cheap Easy to copy many people Easy distribution of formal documents
• Disadvantages
– Explanation take time to type – Feedback takes longer than by phone – Out of date info might be kept
• Used for
– Formal traceable spread of information
• Not usually used for
– Returning documents that need to be signed – Very sensitive information
Letter or Parcel •
•
•
Advantages
– Can be fully traceable – Secure – Can include diagrams & drawings
Disadvantages
– Slow – Separate package required for each recipient – expensive
Used for – – – –
•
Formal traceable spread of information Returning documents that need to be signed Sensitive information Guaranteed deliveries
Not usually used for
– Anything requiring a quick response – Non finalised documents
Meetings • Advantages
– Every one’s together – Good discussion – Can include diagrams & drawings
• Disadvantages
– Difficult to get everyone together in same place at same time
• Used for
– First meetings – Final meetings – Important meetings
• Not usually used for
– Simple information transfer – Updating information
Central Database • Advantages
– Single point for data – Easily updated
• Disadvantages
– Poor for feedback
• Used for
– Spreading finalised documents – Secure spreading of information with limited access – Useful for video conferencing, all using the same document
• Not usually used for
– Documents to be signed
Assignment • P3 For a given company layout explain the flow of information that should take place for a chosen occurrence, e.g. an approach by a customer for a new part, a new technological development allowing new products, a product failing in use • M1 For the company layout used in P3 explain how an instance of poor information flow might hinder the company, explain the current method & it’s drawbacks together with alternative methods and what improvements they bring. Consider the benefits of combining methods of information flow. • D1 The student should evaluate the flow of information in their own workplace suggesting where it is good or bad and suggesting changes or improvements.