Ths isaew[lcasxz;vmsc/mzxaaaaaaaaaaaaaaxz

1. Running head: CREATING A FLOW CHART 1
Creating a Flowchart
Name
Institution

2. CREATING A FLOW CHART 2
Flow chart on purchase of company items
No Approval
Distribution
of required
items
Distribution
of required
items
Identify
required
items
Identify
required
items
Man
ager’
s
appr
oval
Submit list to
Manager
Review List of items
Finance office
Approval
Seek supplier
Item
s
Avai
lable
Collect
items
Finance
office’s
Stock taking
Store
Keeper
Stock
taking
Goods
Available

3. CREATING A FLOW CHART 3
Overview of the flowchart
The above diagram shows the process of restocking simple items like stationary within
a company. This process begins with identifying the required items, lists of articles are then
submitted to the manager for approval. In case the manager fails to approve the list, may be
due to items that are increased or due to lack of items included, then listing has to be redone.
When the catalog is approved by a manager, the list will still require an approval of the
finance office before releasing funds. After the manager’s approval, the finance office cannot
disapprove, since the manager’s office is considered as a higher authority. From the
flowchart, the next step after the approvals is seeking suppliers if suppliers have items
available, the items are collected or delivered (McGonigle & Mastrian, 2012). However, in
case a given vendor lacks items, the step of seeking suppliers is repeated until the items are
found. The items are them collected and accounted for by the finance office and a similar
process done by the storekeeper’s office. The manager has to approve whether the stock of
items is compact before they are distributed to the agencies for use.
Analysis of the steps in the process
The first step is identifying required items, and under this process, the list of needed
items is made. This step is essential because it helps to determine the amount that the finance
office allocates for the purchase of the items. There is no important technology used at this
point except that the required items are identified and listen using a Microsoft Excel program
that also aids in calculating the cost of each item required and the total cost for purchasing the
items (Koppel & Kreda, 2010). The policies surrounding this stage is that each department’s
IiItems

4. CREATING A FLOW CHART 4
secretary makes a list of the things that are finished or required. The records are submitted to
HR Management’s every three days before the end of each month. The HR secretary is in
charge of purchasing the items, and so he/she compiles the list and submits it to the manager
before the end of three days. For this step to be executed efficiently, the information required
is the items’ names, the quantity required and the amount (Koppel & Kreda, 2010).
The second step, Manager’s approval is important because it helps to eliminate any form
of misappropriation and ensure that no item is excluded. The manager relies on the recorded
item’s list using simple Microsoft Office programs like Excel. The manager is expected to
review the list and approve it in less than two days (Koppel & Kreda, 2010). To execute this
step the manager needs to have knowledge of the company items and prices. Hence he/she can
rely on the company’s requirement catalog.
The finance officer’s position as a step does not require any technology or information
since their work is to approve the list and more specifically giving the required money. This
action is governed by the policy that, the finance officer should sign the list immediately
when given. Looking for suppliers is the next process and it lacks technicalities since all that
is required is to calling and collecting the items. Items should then be received immediately as
the seventh process as long as they are found to be available in the supplier’s stores. The
technology required in this step is company locomotives.
The finance office’s stock taking and the Store Keeper’s stock taking are two stages
follow consecutively. These steps are similar in nature since they both help to account for the
new items supplied to the company before they are distributed to the offices and them, are
both made successful through spreadsheets as a computer technology. The policy and rules
involved here are that the items should be recorded immediately when collected from

5. CREATING A FLOW CHART 5
suppliers and distributed directly to the offices. Anything that remains must be registered and
stored with the warehouse keeper. These two steps rely on the list of requirements made by
the secretary of the HR, and the list of the item supplied as given by the suppliers. The two
lists should corroborate.
The Metrics used to measure the soundness of the workflow
Currently, the company is using to measure the soundness of workflow is an
accountability metrics software to ensure that the items within the company are well
accounted for and that they are distributed to the offices within the required time frame
(Staron, Meding & Nilsson, 2009). This metrics being used currently is partly effective and
partly ineffective the reason being that, it ensure accountability but does not save time.
Besides, it has duplicated roles.
Areas requiring changes
The workflow could be made much simpler and faster if some steps would be eliminated
while other restructured. For instance, all lists can be collected by the HR secretary who then
compiles and reviews it with the Finance Office. This means that there will be only two steps,
the Finance office then approves the list together with the funds and sends to the manager for
approval. The manager confirms the items required and approves the purchase of the items.
The suppliers are then sought and goods collected (Staron, Meding & Nilsson, 2009). The
major change here is that the manager does not have to approve the list as it has already been
approved by the finance of and his duty is just to pass the budget hence saving time. Once
goods are supplied, the storekeeper then takes stock of the supplies according to the list from
the suppliers which he/she then hands over to the manager and the Finance office to confirm.
Again, this step relieves from the duplicated role of finance and the storekeeper’s office.

6. CREATING A FLOW CHART 6
Consequently, the workflow will have minimized the steps, reduced time and still ensured
accountability (Staron, Meding & Nilsson, 2009).
Summary
Flow charts are one way through which one can track the process of activities in their
company and through metrics; the work flow’s effectiveness can be measured. The
importance of having knowledge of workflow activity is that it helps to keep a record of
things that are relevant to the process of the activity and eliminate redundancy such as
duplicative roles and time wastage. The knowledge of activities in a process is further
significant because understanding how time relates to action becomes a priority and such
knowledge helps in eliminating irrelevant activities that take time. Every business activity
relates to some results, and therefore knowledge of event flow offer continuous insight on
what is going on in the process. Finally, through following up and having knowledge on
workflow, one can assign tasks based on strengths and skills hence accentuate the positives.

7. CREATING A FLOW CHART 7
References
McGonigle, D., & Mastrian, K. G. (2012). Nursing informatics and the foundation of
knowledge(Laureate Education, Inc., custom ed.). Burlington, MA: Jones and Bartlett
Learning.
Koppel, R., & Kreda, D. A. (2010). Healthcare IT usability and suitability for clinical needs:
Challenges of design, workflow, and contractual relations. Studies in Health
Technology and Informatics, 157, 7–14
Staron, M., Meding, W., & Nilsson, C. (2009). A framework for developing measurement
systems and its industrial evaluation. Information & Software Technology, 51(4), 721-
737.