FD Systems - Office Operations Workflow

1. Objective

Standardize planning and order support workflows to reduce duplicate research, prevent urgent interruptions, and release clean workorders to production.

2. Scope

In Scope

  • Workorder creation (kit & pre-pack)
  • Minimum quantity research
  • Scheduling kit workorders
  • Specialty label setup
  • Sure Stock card printing
  • Sales order research
  • Expediting urgent orders

Out of Scope

  • Production floor execution
  • Customer order entry
  • Purchasing execution

PROCESS 1: Workorder Planning & Creation

Combines: Creating + Planning Kit WO, Creating + Planning Fabrication WO, Specialty Label Creation

Objective: Release accurate, production-ready workorders without mid-process corrections.

Inputs

  • Sales order demand
  • Forecast / Sure Stock demand
  • BOM & packaging specs

Outputs

  • Released workorder
  • Required labels created
  • Job visible in production queue

Step-by-Step Process

  1. Review demand report (Sales + Sure Stock).
  2. Select items requiring production.
  3. Create workorder (kit or pre-pack) using standard template.
  4. Verify BOM and packaging configuration.
  5. Create specialty label if required (only if not already on file).
  6. Attach label file to workorder record.
  7. Release to scheduling queue.

Exceptions + Escalation

  • Missing BOM → Escalate to Kit Room Supervisor or Warehouse Supervisor.
  • New specialty label approval → Sales + Ops signoff before release.

PROCESS 2: Minimum Quantity & Item Master Control

Combines: Researching Prepack Min Qtys, Researching Kit Min Qtys

Objective: Maintain correct minimum production quantities in the item master to eliminate repeated research.

Inputs

  • Historical usage
  • Packaging constraints
  • Vendor minimums

Outputs

  • Updated item master min qty
  • Documented rationale

Step-by-Step Process

  1. Run quarterly usage report.
  2. Identify items below or above current min.
  3. Validate packaging or machine constraints.
  4. Update minimum quantity in ERP.
  5. Document change reason.

Exceptions + Escalation

  • Customer-specific requirement → Flag as special rule in item master.
  • Large MOQ increase impacting cash → Finance review.

PROCESS 3: Order Support & Expedite Management

Combines: Expediting Orders (urgent), Researching Sales Orders

Objective: Centralize order research and limit production disruption from urgent requests.

Inputs

  • Sales/CSR expedite request
  • Customer inquiry

Outputs

  • Status update
  • Expedite approval/denial
  • Adjusted schedule (if approved)

Step-by-Step Process

  1. Receive expedite or research request.
  2. Review order status in ERP.
  3. Schedule is continuous; updated automatically in INxSQL.
  4. If expedite requested → Validate reason and impact.
  5. Obtain Sales + Ops approval before schedule change.
  6. Document reason code for expedite.

Exceptions + Escalation

  • Key account risk → Escalate to Director of Operations.
  • Repeated expedites from same customer → Sales review.