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The Management of Wobbly Wheels Distribution Company

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Submitted By crazyalz
Words 840
Pages 4
TO: The Management of Wobbly Wheels Distribution Company
FROM: The CIO Department
DATE: July 1, 2014
SUBJECT:Improving the IT Systems in the Company
In alignment with the new strategies of the company that include:
• Warehouse facilities for customers,
• Improvement and better coordination of pickup and delivery of freight, and
• Tracking of freight
Thenewly created CIO office has analyzed the current systems in the company and has come up with the following improvements to improve the efficiency of the staff, delivery and pickup activities as well as the fleet.
Leadership Style
TheCIO Department has replaced The IT department. The CIO Officer who will be in charge of all IT tasks in the organization will lead the CIO department. The CIO officer will be in charge of developing new systems and maintenance of the current systems to ensure that the overall business of Wobbly Wheels Distribution Company runs smoothly. The CIO department shall include five programmers, six helpdesk personnel, one network engineer and one personal assistant to the CIO officer.Compared to the current system, two programmers, one network engineer, one computer security expert, two shift supervisors and one personal assistant to the CIO officer will not be required in the new system. The CIO officer and the personal assistant to the CIO Officer shall carry out the supervisory duties in the department.
Improvement of the Route Optimization and Freight Tracking System
In order to increase efficiency in delivery and pickups, the CIO Department will develop a new route optimization and freight tracking system. The system will not only group deliveries according to zip codes but will be able to provide the dispatcher with the order of delivery in the given geographical areas. The system will use GPS to check the availability of routes and traffic data to ensure that deliveries are made at the right time by avoiding routes with traffic jams. Before freight is loaded onto vehicles for delivery, the dispatcher will contact the various customers on the availability of loading space. The dispatcher will also require knowingwhether they will be open at the time the delivery vehicle will reach their premises. In the current system, deliveries were made without information on whether the customers had sufficient loading space. At times,drivers experienced delays due to lack of knowledge of the current traffic data of a certain route.
The route management system will also be linked with the fleet management system to ensure that the system does not assign a vehicle that is undergoing maintenance.
The system will link both pickups and deliveries. Knowledge of pickups, therefore, should be available before a vehicle is dispatched. Once dispatched, any pickups that arise will be assigned to the next vehicle that will be assigned to the given geographical area. This, in contrast to the current system, which was based on trial and error, will improve certainty in the availability for space as well as provide information regarding time for pickups.
The CIO Department will install GPS devices on all the vehicles to enable tracking of the vehicles. The dispatcher will be able to know the routes taken by the vehicles in real time.
In coming up with the order of delivery, the system will compute the time taken to make a trip. The time taken for a trip will be limited to ten hours in compliance with local regulations. The vehicles will then have eight hours resting time before they are assigned to make another trip.
Fleet Maintenance System
The CIO Department recommends that the management purchase modern digital equipment that will feed vehicle data directly into the Fleet Management System. In the current system, data on the vehicles is fed into the system manually and this is consuming a lot of time. By purchasing modern equipment,the company will reduce vehicle down time to only one day and this will greatly increase efficiency of the vehicles, which will translate to increased business for the company.
Customer Service
The CIO Department will upgrade the Customer Service Network to deal with the complaints of network outages. The company should also embrace the use of social media like Twitter and Facebook as a means of engaging with its customers. This will increase the modes of communication between the company and customers.The company should also use social media to advertise to supplement the mobile marketing application.
Management Reporting
The installment of the new accounting software, Accurate Financials, will be fast-tracked to be able to provide financial data to the management in real time. The system will also be linked to the route managing system and the freight tracking system.
Staff Morale
To boost staff morale in the CIO Department, the company should provide the members of staff with a paid trip once every two months. This will improve their morale and it will eventually improve their performance.
By effecting the changes mentioned above, the efficiency of the company will be improved greatly. Strict adherence and discipline are key to ensuring that the changes above work for the benefit of the company.

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