I have business processes that are currently achieved on paper forms. The processes involve different people/departments and different forms along with other files are passed from one person to another. I'm looking to digitize and streamline these processes for efficiency and to reduce errors. Software currently used: Quickbooks ERP , Salesforce CRM , Dropbox for File storage, Gmail and the Microsoft suite. We are open to using other programs to accomplish our goals. Ideally with a dashboard showing the status and stage of each process currently being tracked. I understand there are many software programs that do what I need: Zoho, Salesforce, Power Automate, Monday, Kissflow, Asana, etc. Which one is best?
Here is an example of one of our business processes: First Article New Part Form Process
Section One: Customer Service
• Customer Service (CSR) fills out the Date/PO at the top of the form.
• CSR completes all details in Section One, retrieving information from the customer PO and QB (QuickBooks) quote, coordinating with the Quotes/Sales Team if needed.
• Once finished, CSR places the NPF (New Part Form) in a grey folder inside blue folder with customer original order and the Customer PO Confirmation for Material Manager.
Section Two: Materials
• Materials department creates a new part number in QuickBooks and notes it on the Sales Order and quote in the blue folder.
• Materials department fills out all required information in Section Two of the NPF, cross-checking details from the customer PO regarding CPN/REV.
• Materials locates the latest factory RFQ and DWGS, ensuring alignment with the Customer PO and Quote. Any discrepancies are resolved in collaboration with the Quotes/Sales Team.
• Materials creates a First Article Work Order in Quickbooks, listing the WO# on the top right section of the NPF.
• Step 1- Materials- After WO creation, Materials requests production drawings from the factory by sending the new WO and customer drawings along with 3D models via email. Oversight for timely production drawing delivery lies with Materials.
• Materials- completes an inspection form for all First Articles, placing it in the blue folder along with the NPF and CPO.
• Materials- Holds the printed quote until drawing is approved and then is given to Quotes to add PN to Quick Books and the Quotes Folder in Drop Box.
• Materials- Gives the NPF, to Engineering and the blue folder with CPO is given back to CSR after production drawing requests.
• Step 2- ENGR- Upon receipt of production drawings from factory, Engineering reviews them. If satisfactory, the process continues. If the drawing requires corrections, Engineering communicates with the factory for necessary changes.
• ENGR- creates a folder for the customer in the DB (dropbox), including all drawings, both customer and Production Dwg. DB -Engineering -New Part - Pending Drawing Approval
• Step 3 -CSR/Sales Team- sends the TC Production drawing to the customer for approval. Oversight for timely production drawing approval lies with CSR/Sales Team Members. Materials has the NPF folder and then initials it for the team.
• Step 4- ENGR- Upon customer approval, Engineering notifies the factory by responding in to the “Production DWG’s Needed” email that the DWG is approved.
• The approved drawing is filed in the customer file in the DB, and the folder is moved to DB -Engineering -New Parts -Pending FAI Arrival
Materials Release and Monitoring
• Step 5- Materials- updates the Work Order and releases F/A or production with the factory, informing CSR of the lead time and our ship date. The NPF is filed in the Material department's office until the parts arrive at our dock.
• Material department monitors the ready date and advises factory shipping to our dock when parts are ready, requesting FAI (first article inspection reports) Reports at the time shipping instructions are sent.
Parts Inspection and Approval
• Step 6- ENGR- Upon receipt at out dock, Engineering inspects the parts, signing off on the form if approved.
• Step 7- ENGR- FAI & Inspection Report is filed DB -Engineering -New Parts -Pending FAI Arrival
• Step 8- ENGR- Gives the NPF and inspection documents to CSR Team.
Final Steps
• Step 9- CSR- sends any required docs to customer- Rohs, COC, Material Certification
• Step 10- CSR -FAI Approval form is sent to Customer for Approval. If there are no further parts to be released, NPR is given to Engineering. If other parts are on hold awaiting F/A approval, NPF is given back to Materials.
• Step 11-Materials-IF APPLICABLE-Once F/A’s with production are released for production materials will notify CSR of lead time and our Expected Ship date. And then NPF will be given to engineering.
• Step 12- ENGR- adds part to the Part Number Database DB -Engineering -VAULT -Part Number Database
• Step 14- ENGR- Customer folder is moved to DB -Engineering -VAULT -Customer Parts
Completed Form is filed in engineering files