OPS FPX 5620 Assessment 4 Collaboration Tools for Supply Chain and Operations Departments

Student Name

Capella University

OPS-FPX5620 Supply Chain Foundations and Management

Prof. Name:

Date

Department Roles & Their Value in the Supply Chain

The project’s primary focus will be on three departments: marketing, sales, and purchasing, as these areas will offer the most significant benefits to the project. Their collaboration will ensure a smooth transition to the future state with minimal delays, helping Mainland Tools adhere to the proposed schedule. The following analysis will examine the internal and external roles of these departments and identify how they can enhance the supply chain.

Marketing

Internally, the marketing department is tasked with conveying the corporate message to foster employee engagement. This involves clearly explaining upcoming products with detailed messages covering ‘what’—the product to be sold, ‘why’—the customer’s need for it, and ‘how’—the product’s sales strategy. Sharing this information and ensuring transparency will help associates understand how their efforts impact the end goal. This insight will flow to other departments such as sales and purchasing. The sales team will be informed about the products and services to focus on, while purchasing will know which products to source and when. Externally, marketing’s role extends to shaping customer perceptions and guiding buying behaviors. By highlighting the benefits of new products, marketing educates customers on how these purchases can add value to their own organizations. For example, Coca-Cola’s advertising showcases the product prominently while offering a glimpse into the company’s broader value.

Sales

Sales associates represent the company and build relationships with customers. They reinforce and elaborate on the benefits communicated by marketing, drive cash flow, and contribute to business growth [ CITATION Gra16 \l 1033 ]. They are responsible for converting potential customers into actual ones and retaining existing business [ CITATION fiv \l 1033 ]. Internally, the sales team acts as a bridge to the outside world, providing feedback on whether the marketing approach and product offerings meet customer needs. They also forecast upcoming orders and coordinate with operations to prepare necessary materials and logistics, ensuring the best possible service to customers.

Purchasing

The purchasing department’s primary role is to source materials essential for production at reasonable costs, ensuring timely delivery and high quality. Like the sales team, purchasing must build strong relationships with vendors and suppliers to establish a reliable network. This department evaluates supplier performance, provides feedback, and drives improvements throughout the supply chain. By collaborating with sales and marketing, purchasing can proactively order materials expected to be in higher demand with the introduction of new products. Additionally, they communicate any potential delays to the sales team, providing them with information to relay to customers.

Forecasting Models

Forecasting methods generally fall into two categories: qualitative and quantitative. Qualitative forecasting relies on intuitive or judgmental evaluation when data is scarce, while quantitative forecasting uses historical data [ CITATION NCS11 \l 1033 ]. Effective forecasting enables an agile organization that can adapt to customer needs without frequent structural changes. For instance, improved accuracy in production and inventory control can lead to lower safety stocks and significant cost savings [ CITATION Joh71 \l 1033 ]. For Mainland Tools, a combination of the Sales Force Composite and Time Series Model is recommended. This approach will provide comprehensive information for better decision-making and planning.

The Sales Force Composite method gathers insights from the sales team, which acts as a conduit between the company’s internal activities and market responses. This method helps understand customer purchase intentions [ CITATION Ana09 \l 1033 ].

The Time Series Model analyzes trends, seasonal variations, and cyclical factors affecting customer demand [ CITATION Ana09 \l 1033 ]. This understanding helps internal associates prepare with appropriate materials at the right time, leading to increased customer satisfaction and reduced inventory costs.

Forecasting & Decision-making: Advantages of Increased Collaboration

Combining qualitative and quantitative forecasting methods enhances decision-making by providing a holistic view of the supply chain. This perspective helps management understand how actions impact various departments and anticipate potential consequences. Improved collaboration between departments facilitates information sharing and increases data accuracy. When departments work together and build strong interdepartmental relationships, the entire supply chain benefits. As discussed in Assessment 3, viewing the organization as a whole is crucial to understanding the potential ripple effects of decisions throughout the supply chain.

For example, if the sales composite forecast indicates a lack of customer interest in a new product despite marketing efforts, Mainland Tools may need to adjust its purchasing and production plans. Conversely, if customer demand exceeds expectations, necessary adjustments must be made to accommodate the increased orders.

Collaboration Tools

Thompson Tools currently uses Microsoft Office Suite, but a new collaboration tool is needed to enhance teamwork across branches. The chosen tool must integrate with existing tools and facilitate communication with Mainland Tools in China.

SharePoint

SharePoint is a logical choice for users familiar with Microsoft Office, easing implementation and integration with existing tools. It allows document storage, easy access, and collaboration among team members with adjustable authorization levels for reading or editing [ CITATION Pro14 \l 1033 ]. Multiple users can edit files simultaneously and share information through instant messaging within the platform. Although relatively simple to learn, SharePoint’s interface can be somewhat cumbersome. It is designed for small businesses and can be accessed via local networks or an app, raising concerns about data security. SharePoint memberships cost $5-20 per month per user or are available with Office365 for $99.99 annually [ CITATION Pro14 \l 1033 ].

Planner

Microsoft Planner is designed for task management, allowing the creation, assignment, and tracking of tasks [ CITATION Kee19 \l 1033 ]. It features progress charts and status updates, helping staff stay on track and enabling management to identify bottlenecks. Its modern interface and real-time information sharing offer a dynamic approach compared to traditional tools. Implementing Planner requires more extensive training than SharePoint, but its user-friendly and intuitive design makes it a worthwhile investment. Planner is available through Office365 for $99.99 per user per year, or $8.33 per month.

Teams

Microsoft Teams enhances team communication with a focus on creating and managing teams [ CITATION Lea19 \l 1033 ]. It offers a dynamic interface and a social component for sharing gifs and emojis. Teams provides a middle ground between SharePoint and Planner, combining elements of both. It is also available through Office365 for $99.99 per user annually. TEAMS and SharePoint are often used together to create a comprehensive collaboration environment, though they may lack some robustness desired in a collaboration tool [ CITATION Mic19 \l 1033 ].

The best solution for the organization would be to combine SharePoint and Planner, providing a platform for intradepartmental collaboration supported by project management features. Both tools are available through Office365, ensuring seamless implementation and integration.

Ethical & Legal Implications of Collaboration Tools

Securing intellectual property is a primary concern when using collaboration tools. In countries like China, where intellectual property laws may not be strictly enforced, protecting confidential information is crucial. Non-disclosure agreements and contract negotiations must be treated as classified. A multifaceted security approach, including multi-factor authentication, authorization, and encryption, is necessary [ CITATION Ken18 \l 1033 ].

Conclusion

Effective collaboration across different components of an organization and its supply chain is essential for growth and success. By focusing on key departments and understanding their roles in achieving company goals, internal associates can recognize their impact on the broader picture. Utilizing collaboration tools like SharePoint and Planner can improve communication and information flow, supporting ongoing projects and enhancing efficiency. The ultimate aim is to leverage these improvements to boost sales and profitability while minimizing effort. Teamwork truly makes the dream work.

References

Chambers, J. C. (1971, July). How to Choose the Right Forecasting Technique. Retrieved from Harvard Business Review: https://hbr.org/1971/07/how-to-choose-the-right-forecasting-technique

fiveCRM. (n.d.). The Importance of a Sales Team. Retrieved from fiveCRM: https://fivecrm.com/the-importance-of-a-sales-team

Hawkins, G. (2016, June 15). Sales is still the most important role in every business. Retrieved from LinkedIn: https://www.linkedin.com/pulse/sales-still-most-important-role-every-business-graham-hawkins

Keep Productive. (2019, July 4). Microsoft Planner 2019 Review: Office 365 Project Management. Retrieved from YouTube: https://www.youtube.com/watch?v=JxXcQ7LQj4Y

Kennedy, D., & Mighell, T. (2018). The Lawyer’s Guide to Collaboration Tools and Technologies: Ethics, Security, and Other Practical Issues. American Bar Association. Retrieved from https://www.collegeoflpm.org/assets/docs/COLPM%202018%20Handout%20-%20Kennedy%20and%20Mighell%20-%20Collaboration%20Security%20-%20Chapter%2030%20Excerpt.pdf