The integration of processes into the management system¶
Processes are at the heart of a company: they form a structure for all activities that enable the company to function effectively. A company’s human dimension is often disconnected from its processes at the moment, preventing individual employees’ aspirations from being directed towards a collective objective.
From a mapping process, integrating management and the changing needs of each employee becomes very useful for the fulfillment of each. Based on that, each employee becomes aware of his own personal contribution to the company’s value chain. This representation also helps an employee’s own personal management because it shows his place and his role in the overall process, very often over several departments.
The system of ‘Corporate Intelligence’ will also be highly useful to system implementers who, after studying the requirements, have to formalize a company’s processes to put them into operation in Open ERP.
Examples of process¶
To understand the aims of the system of Corporate Intelligence (process) better, you’ll now see an overview of the functions available to you in a the study of two processes:
- A customer order quotation,
- The engagement of a new employee.
Following a customer sales order¶
The example Example of a process handling a customer order quotation shows the process for handling a customer sales order. Use the menu Sales Management ‣ Sales Orders to list all orders, then choose Order SO001 – you can either check the checkbox to its left, or you can open the order itself by clicking the order date to the left of its name in the list.
To view the process for that specific order, click the Process button at the top right of the list or form. The process for this order is shown in the window, and the current state of this document can be seen by looking for the node whose left edge is colored maroon rather than grey.
This order is in the Quotation state. The whole of some nodes is greyed out because the selected document will never enter into that state, such as invoicing based on deliveries (the order is in an invoicing mode that’s based on orders, not deliveries).
The process is completely dynamic and based on that specific sale order document. You can click each of the process nodes (Quotation, Sale Order, Procurement, Draft Invoice, Outgoing Products) using one of the links or icons on it:
- Obtaining the documentation and the corresponding process in the quality manual, using the Help (or Information) icon,
- Opening the corresponding Open ERP document, using the Open icon,
- Printing the document, using the Print icon,
- Printing the technical workflow by using the Gears (or Print Workflow) icon.
- Obtaining the documents that an employee needs to carry out the process by clicking the green arrow icon,
- Seeing the menu that Open ERP uses to get the document by hovering over the green arrow icon.
Returning to the process diagram, note that you can also get more information about the transitions between nodes by hovering the mouse cursor over a transition:
- A description of the transition,
- A list of the roles that can carry out the transition,
- The actions available to you from the state.
Confirm quotation SO001 by clicking on the icon of a person beside the maroon-colored transition that takes the document from quotation to order. Then click the Confirm button. The process automatically moves on to the next state and updates its references to some new delivery reservations that you’ve just created (see the third tab History for a reference to the Packing List PACK13).
This dynamic response is extremely useful for learning about the software. It gives you a high-level view of the different actions carried out and their results.
During order processing, the salesperson can quickly:
- Print the corresponding delivery note,
- Zoom into the invoice to see payment details,
- Get examples of the necessary documents (such as quotation types, export documents, and fax to confirm the order with the customer).
Create a draft invoice by starting the next step on your own.
It should be clear that this system of user processes gives you great visibility of the company’s overall functions. Each process individually reflects the specific situation of the company and its documents.
New employee induction¶
Open the employee form for Fabien Pinckaers from the menu Human Resources ‣ Employees ‣ All Employees. Click the Process button to open the detailed process of engagement.
You can immediately see things that might interest the HR manager. On a single screen she has all of the documents about the selected employee. She can then zoom into each document to look at employee holidays, associated documents, or the user account in the system.
It’s also a great help for day-to-day management. When a new employee is engaged, an HR manager - or anyone else with a suitable role - can complete each node in the corresponding process, such as:
- Entering his address,
- Creating his user account in the system,
- Sending any mandatory employment documents to the relevant government departments,
- Declaring the required insurance documents,
- Setting meal preferences, perhaps,
- Entering statutory public holidays into the system.
You can click on each node to open the corresponding form in Open ERP. Some actions aren’t owned by Open ERP, such as contacts with government offices and insurance companies. In this case click on the document icon to get the documents to be completed and posted or faxed to the institutions:
- Fax for insurance declarations,
- Statutary forms for government departments.
The system of Corporate Intelligence gives you a complete overview of all the company’s processes. So if you click on the node to the left it will start the recruitment process of selecting and interviewing new employees if the necessary modules have been installed.