Example Of Case Study On Stage 2: Business Process Analysis And Functional Requirements

Employee schedules and customer appointments

Employee schedules and customer appointments
The first strategy that will be adopted is the development of an electronic system for management of employees. Arguably, one of the ways this can be achieved is through setting fixed preferential reporting time for each employee. Each part-time employee sets a fixed schedule of reporting every day. This information can be used to schedule appointments. Buffer employees will be hired to ensure and fill in the part-time posts when needed. Such employees will be put on a wages system by which a piece rate compensation system will be established for such employees.
The system will indicate information of which employee is present and who is absent. This way, when customers call to confirm appointments or book them, the respective employees will be selected, and a customer appointment assigned to each of them. A reminder will be sent one day before the appointment of any client to confirm the appointment to ensure that the process will be continuous. This way, the employees will know their workload beforehand ensuring that they meet their daily targets. Customers will also be given a right to choose which member of the staff that they would prefer their service. Each barber shop should also have a standby employee at all times to handle walk-in customers as this will create a picture of efficient business, which is vital to the success of the business.

Changes in the Customer Information

The management of customer information would require the development of a customer database that allows information to be recorded and changed as per the customer’s requests and demands. However, most of the changes in customer information will be done at the customer’s request. For instance, since most of the customers are used to coming to the barber shop every two weeks, at the end of every session they would be required to book an appointment for ease in service delivery. Additionally, all customer preferences will be recorded every time, and on arrival the customer would be required to specify which of the preferential styles he or she prefers. Changes in customer information can be done over the phone or physically. For instance, the changes in mailing information might be changed over the counter or by the customer over the phone. However, all changes in appointments must be done through the phone or physically 24 hours before the official date to ease congestion. In future, we hope to create a mobile app to assist customer’s book and confirm appointments easily. However, once the system has been proven effective, the mobile application can be integrated into the system.