Effective Management and Control Systems

1

Effective Management and Control Systems

By:Arin Clint

Tang TchamdjaAbdulaziz AljamaanWaleed Albuhayri

Mohammad Alumair

“Systems that evaluate, monitor, and control different aspects and departments of an

organization. Their purpose is to effectively and efficiently use resources in reaching the

organizations objectives.’’ – (Prakash, Ravish)

2

Functions:

Plan tasks and other organization activities

Coordinate tasks and the organization’s activities

Communicate information in an effectively

Evaluate information and status

Arin Clint

3

IntroductionWhat are some Effective Management & Control System?

Technology I/X/O

1. Project Management (Structures/WBS/Network Diagram) I/X Management of personnel (conflict control) I/X Supply Chain I/X/O Product Design I Facilities Planning I

2. Lean Manufacturing X/O Culture Communication I Scheduling Design (timing) I

Shipping and handling O Measuring work output O Responsibility matrix I Reinforcement theory I Team performance measurement X/O Marketing Strategy I/O Forecasting (decision making) I

3. Quality control (Quality assurance) O/X

Intensive management courses I

4. Auditing X/O

Arin Clint

4

Supply Chain

A supply chain is a system of organizations, people, technology, activities, information and resources involved in moving a product or service from suppliers and customers

Tang Tchamdja

5

Supply Chain In Aramark Corp a dynamic supply

chain was incorporated and that

enable them to reach their customers

A supply chain also have helped them to have a quick response.

With an effective supply chain the companies could increase their service, by getting to customs and anticipate their needs and exceed their expectation.

FedEx Supply Chain also offers a portfolio of services to help turn supply chain management into a competitive strategy.

they are able to focus core competencies, reduce costs, and improve overall customer service.

Within Fedex Each program is carefully matched to the requirements of the business to gain and improved supply chain performance.

From services designed to optimize availability and delivery of critical inventory and components through our network of forward stocking locations

Tang Tchamdja

6

SchedulingThe basic steps use by many managers in

Scheduling are

1. Identify the time you have available.

2. Block in the essential tasks you must carry out to succeed in your job.

3. Schedule in high priority urgent tasks and vital "housekeeping" activities.

4. Block in appropriate contingency time to handle unpredictable interruptions.

5. In the time that remains, schedule the activities that address your priorities and personal goals.

Tang Tchamdja

7

Forecasting Forecasting is used by companies to

determine how to allocate their budgets for an upcoming period of timeInvestors utilize forecasting to determine if events affecting a company, such as sales expectations, will increase or decrease the price of shares in that company.

Forecasting also provides an important benchmark for firms which have a long-term perspective of operations.

Tang Tchamdja

8

Work Break Down Structure(WBS)

WBS is typically created early in the project and after the scope and requirements have been gathered, but before the bulk of the work is executed.

The project scope statement describes the scope of the project in detail. It will be used as a primary starting point from which to create WBS.

Tang Tchamdja

9

Decision Making

An action that is taken to solve a problem.

Lead to Achieving goals and get desired results.

Setting plans and controlling them are part of the

decision making process.

Abdulaziz Aljamaan

10

Steps to make good decision There are six steps :

1. Identify the problem.

2. Collect information

3. Analyze the problem.

4. Find multiple solutions.

5. Choose the best solution.

6. Review the results.

Abdulaziz Aljamaan

11

Facilities Planning

It is the field that deals with the coordination of

space, infrastructure, people , organizations,

schools, and more.

In planning a facility, concentrate on three items

(facility location, facility design, layout).Abdulaziz Aljamaan

12

Objectives

1. Customers satisfaction

2. Reduce cost and grow supply chain

3. Utilize people , equipment, and space

4. Safety and job satisfaction for employees.

Abdulaziz Aljamaan

13

Facility Planning stepso Define the objective of the

facility.

o Know the activities of the organization.

o Alternatives layouts to avoid problems.

o Evaluate the layouts and plans.

o Apply the design

Abdulaziz Aljamaan

14

Product development, design, and process

Knowing the product kind lead to know budget, customers, and the type of facility.

In designing process, quality, cost, and time are very important.

Scheduling the design gives information about machine selection, number of machines, shifts’ number, number of workers, and etc.

Abdulaziz Aljamaan

15

Quality and Waste Management

• Lean Manufacturing • Quality Assurance• Quality Control

Waleed Albuhayri

Lean Manufacturing

lean manufacturing is perfected customer satisfaction that simultaneously eliminates waste and excess in time, cost and delivery.

Technique in Lean Manufacturing Value stream mapping (VSM): chart of the flow using special symbols to display the process and materials to improve the flow of processing. Work place organization (6 S’s). tools used in workplace help to reduce waste. Pull/Kanban: a method of replenishing only products, which have been consumed. One-piece flow: a method to product on single

components and moves them to next machine when requested.

16

Waleed Albuhayri

17

Lean manufacturing can be effective because: Use vision systems that create mistake free tools Increase usage of machines for greater work organization Improve global/local and personal/business lines of

communication through various mediums of technology Use lean manufacturing based software to increase

efficiency of designs and information exchange as well as of manufacturing, enterprise and material planning.

Lean Manufacturing

Waleed Albuhayri

Quality Assurance

Quality assurance devises a plan to both prevent problems while assuring product quality. This task calls for an organized three-step system:

First: developmentSecond: documentation.Third: formal instruction of staff to implement

and use system.

Quality of services such as administration and sales, separate from solely products, becomes a prime factor in the various systems of organizations through quality assurance

18

Waleed Albuhayri

The Purpose of Quality Assurance

Quality Assurance is an essential principle when procedure is complicated leads to further procedures or plans on being repeated. Preparation for Quality Assurance is needed, to communicate trustworthy answers to those concerned.

Quality Assurance system is to reduce in1. Number of errors. 2. Waste of time. 3. Materials.4. Customer complaints.5. Problems to fix.6. Time to give instructions.7. Time to improve processes and systems.

19

Waleed Albuhayri

Strategies for Maximum Effectiveness First Step: Rules detailing procedures for tasks, systems and processes.

These instructions allow for detailed notes on results, greater flow in improvement and better-managed time and materials.

Second Step: Creating set guidelines for Quality Assurance provides greater jurisdiction of systems, certified recognition from outsides sources as

well as exposure of superior qualifications.

Third Step: Present to professionals improved, comprehensive written and structured guidelines. Similar to the first steps, management in time and materials because more accessible.

Fourth Step: Making materials digitally accessible saves money and time in paperwork and improvements, as information is more readily

available.

Fifth Step: Assimilating electronic systems. that depict work flow integrates greater interactivity with information.

20

Waleed Albuhayri

21

CiSCO Case Study

Cisco Auto-test Transforms Quality Assurance for Global Manufacturing

Mohammad Alumair

22

Challenge Producing thousands of contra-distinct

appliances such as routers, switches, IP telephones, video devices, interfaces & gateways.

Supplying services: generating close to $40 billion in annual sales.

30 EMF sites worldwide. Assembling 35000 stock units containing 77,000 unique part numbers, utilising 1000 suppliers.

Mohammad Alumair

23

Results Control points in the production process = X2

Number of different products = X4

Number of production test engineers = Same

Cisco product yields improvement = 13.2%

Carrier Routing System improvement =13.4 %

Auto-test generates 10.3 mil. Records daily: an increase of 20% from last year.

Auto-test overseen by a team of only 25 engineers.

Mohammad Alumair

24

Quality ControlSuch effective control systems tend to have following qualities in

common

Focus on critical pointControls are applied when failure/cost can not exceed a certain level

Integration into Established ProcessOperations and processes should work smoothly with controls

Acceptance by EmployeesControls designed with employees involvement increase acceptance

Availability of Information When neededCosts are frequently attributed to time (deadlines etc.) shortcomings

or failures

Economic FeasibilityHow much will it cost? What will it serve? What are the returns?

AccuracyIt provide factual information which is useful, reliable, valid and

consistent. Mohammad Alumair

25

Effective Control System-Engineering

Modern industries use control systems which are a blend of various technologies including electronics, hydraulics, pneumatics and mechanics. The quality of this blend determine factors like: functionality, reliability and price.

There are various types of Industrial Quality Control systems such as SCADA (Supervisory control and data acquisition) DCS (Distributed controls systems) PLC (programmable logic controllers)

Mohammad Alumair

26

Effective Control System-Engineering

Each control system has its own effectiveness in each company.

It is the choice of these control systems on which the entire success of a company is dependent

To present this idea lets talk on PLCs

Mohammad Alumair

27

Auditing: What is an audit? – “audit is an evaluation of a person,

organization, system, process, project or product. Audits are performed to ascertain the validity and reliability of information, and also provide an assessment of a system's internal control.”- (askdefine)

Why Audits are done:• Verify Data of processes or operations• Judge effectiveness of the current processes• Judge effectiveness of meeting standard requirements• Provide information about problem areas

Arin Clint

28

Financial• Examine the accuracy of financial statements• Ensure accounts/statements meet organizations standards and policy requirements of

how there conducted

Internal• Is done with in an organization to examine and evaluate their own activities and records

Project Management• Health of the Project to see if its on track and meeting demand• To see if the project can be enhanced

Quality• Ensure that procedural activities are met • Current (QMS) meets national or organizational standards• Regulatory req. (ex: FDA or Higher Education)

Types of Audits:

Arin Clint

29

Benefits of Audits: Show possible areas for improvement

Show possible methods and processes that are outdated an need to be revised

Increase reaction time to address problems or possible problems

Gives the organization a sense of what's “really” going on and where the organization stands

Arin Clint

30

Conclusion:

Overall: Management and control systems are effective when their functions are carried out correctly and that the people implementing their functions are aware of their limitations.

Arin Clint

31

Questions We Might Have Answers To:

?

32

Work Cited:asi-cpa.com (1995). Auditing Dictionary of Terms. Retrieved 8 November 2011 from asi-cpa.com: http://www.ais-cpa.com/glosa.html

en.wikipedia.org (2012). Audit. Retrieved 9 November 2011 from en.wikipedia.org: http://en.wikipedia.org/wiki/Audit

cof.org (2003). RAFFA, P.C. Levels of Service. Retrieved 15 November 2012 from cof.org: http://www.cof.org/files/Documents/Education_Collaborations/Audit%20Conference%20Call%20Handouts/3_Levels_of_Attestation_Services_Defined-HANDOUT_3.pdf

Prakash, Ravish (2009). Management Control System. Retrieved 17 November 2012 from scribd.com: http://www.scribd.com/doc/13822327/Management-control-system

Web. < http://kalyan-city.blogspot.com/2011/08/what-is-decision-making-meaning.html>.

Web. <http://en.wikipedia.org/wiki/Decision_making>.

Tompkins, James A, John A White, Yavuz A Bozer, and J.M.A Tanchoco. FACILITIES PLANNING. fourth edition. 845. HOBOKEN: JOHN WILEY & SONS, 2010. Print.

"The Management Process â Planning, Controlling and Decision Making." �� Management Process: Planning, Controlling, Decision Making. MPMM, 13 May 2010. Web. 25 Nov. 2012. http://blog.mpmm.com/the-management-process-planning-controlling-and-decision-making/.

Adams , M., & Bernard J. , S. (n.d.). Impact of process variability on lean manufacturing systems. Retrieved from http://www.scs.org/confernc/hsc/hsc02/hsc/papers/hsc001.pdf

Bohemia, E. (2002, August 30). Lean manufacturing and its impact on the role of industrial designers in the role of industrial designers in Australia. Retrieved from http://www.academia.edu/322637/Lean_Manufacturing_and_Its_Impact_on_the_Role_of_Industrial_Designers_In_Australia

Drapeau, M., & Oudi, S. (2007 , May 31). Release management: Where to start?. Retrieved from http://www.itsmwatch.com/itil/article.php/11700_3680776_2/Release-Management-Where-to-Start.htm

Griffin, P. (1995, November 19). Benefits of quality assurance ?. Retrieved from http://www.quality.co.uk/isoadvic/benqa.htm

Roll, D. (2011, August). An introduction to 6s. Retrieved from http://www.vitalentusa.com/learn/6s_article.php

Washington edu. (n.d.). Retrieved from http://courses.washington.edu/ie337/Value_Stream_Mapping.pdf

Watson (Jr), J. L. (2006). Integrating lean manufacturing with technology: Analyzing the effects on organizational performance in terms of quality, cost, and response time. (p. 62). Capella University:

(2010). Cisco autotest transforms quality assurance for global manufacturing. Network-enabled application enables Cisco’s value chain with automated testing, monitoring, and quality assurance, 6(10), 1-3. doi: DDM10CS2776

33

Work Cited:Programmable Logic Controllers in Process Automation by Ahti Mikkor, Lembit Roosimolder.

http://www.cliffsnotes.com/study_guide/Effective-Organizational-Control-Systems.topicArticleId-8944,articleId-8927.html

http://www.citeman.com/19614-effective-control-system.html

http://auditing.askdefine.com/