ricajanesblog

[ricajanesblog]

Week 13: Time And Motion Study (Finalize)

This report explains how we looked at how well we did things during Week 13. We wanted to see how fast each task was, how long each took, and how many people worked on each one. We made a PowerPoint presentation to show what we found and suggest ways to improve.

First, we carefully wrote down when each task started and ended, how many people worked on it, and what the task was. This information was essential for our calculations. For each task, we chose a way to measure how much work was done (like how many orders were entered, or how many items were packed).

Then, we did the math:

We figured out how many things were done per hour for each task. For example, if we finished 10 orders in 2 hours, that's 5 orders per hour. We calculated the average time for each task. And lastly we already knew how many people were involved in each task.

We put all this information into easy-to-understand tables. Then, we used the tables to create simple charts for our PowerPoint presentation. These charts (like bar graphs) clearly showed the speed and average time for each task, making it easy to compare them.

Looking at the charts, we saw several things: Some tasks were much faster than others. Some tasks took a lot longer than expected. Some tasks had too many people working on them, while others didn't have enough.

Based on what we saw, we have some ideas for improvement. For example, we might find a faster way to do a slow task, or we could change how we assign people to tasks.

To summarize, by carefully tracking our work, we identified areas where we did well and areas where we can improve. Our PowerPoint presentation shows how we got our results and what changes we think would make us more efficient.

[ricajanesblog]

Week 12: Observing the Dispatch Process and Data Entry

This week, I observed the dispatch process step-by-step and recorded my observations. I paid close attention to how each step worked. This detailed observation helped me understand the whole process.

Then, I carefully entered all my notes into a spreadsheet. I double-checked everything to make sure the information was accurate and organized. The spreadsheet is now ready for further review.

What I learned:

-The dispatch process is quite efficient: I didn't find any slow parts. Everything seemed to flow smoothly.

- Detailed observation is crucial: Taking careful notes helped me fully understand how the process works.

-Accurate data entry is important: Ensuring the spreadsheet's accuracy is key for any future analysis.

[ricajanesblog]

WEEK 11 : SALES INVOICE (INPUT)

We finished entering all the sales invoices from Week 11. Here's what I learned: we set aside the time just for entering sales invoice. Using the computer program helped a lot. In addition .Some small things interrupted us. The computer program has more ways to help, and we should learn them. We found a small mistake. Let's be extra careful next time.

We'll use what we learned to make things even better. We'll try to avoid interruptions, use the computer program more, and double-check everything. The goal is to get it all done quickly and accurately.

[ricajanesblog]

WEEK 10: SALES INVOICE , THIS WEEK SUMMARY

The pressure was on to meet the sales invoice deadline. It was a busy time for our small team, juggling many tasks. The sheer number of invoices felt overwhelming at first. Each one represented a successful sale, but the need for accuracy and timeliness was intense. We worked late nights, carefully checking every number. While stressful, the experience was a valuable learning opportunity. We learned to prioritize tasks, improve our teamwork, and refine our processes for greater efficiency. The satisfaction of meeting the deadline was huge, but more importantly, we learned how crucial accurate and timely invoicing is to the company's financial health. It was a tough but rewarding lesson.

[ricajanesblog]

MY WEEK 9: DATA, INVOICE AND LEARNING

This week was busy, but I learned a lot! I spent most of my time working with data and sales invoices. Here's what I did each day:

Monday: I worked with the second dataset in the morning and entered sales invoices in the afternoon. I learned more about the data's structure.

Tuesday: I observed manual processes all day. This helped me understand how things work.

Wednesday: I spent the whole day entering sales invoices.

Thursday: I worked on sales invoices in the morning, then went to Bulacan for a time study in the afternoon. Seeing the process in a different setting was really helpful.

Friday: More sales invoices, and I transferred data from TMS to Excel. I learned a new way to organize the data.

Saturday: I spent the day observing, which helped me understand the bigger picture.

It was a busy week, but I learned a lot about data, processes, and different ways of working.

[ricajanesblog]

Week 8: Sales Invoice Input and Start new TMS in Sales Invoice

This week I worked on sales invoices and the Start TMS system. Here's what I did:

On the first day,Monday. I spent the day entering data in the packing area. It was busy, but I made sure everything was correct. The second day was dedicated to observing the sales invoice process. We spent the morning carefully watching each step, taking notes on any potential areas for improvement. In the afternoon, we finalized what we gathered in observing and began compiling our findings.on wednesday , we showed our notes to our manager and analyzed if our step is correct. We talked about what we observed.

And Thursdays we did more invoice work in the morning. In the afternoon, we went to a team meeting. We have a meet and greet to all new employees, of course we participate for that event. Lastly Friday and Saturday we continue observing the employees who were assigned for us.

It was a stressful week for me and challenging, but I learned a lot about entering data and watching how things are done. I'll use what I learned to help the team work better. Next, I'll write a report with my ideas.

[ricajanesblog]

Week 7: Helping with Packing and Working in Spreadsheet

On Monday, we asked our lead manager if we could help pack boxes while we waited for some other work.  They said yes! It was really helpful to see how packing works up close. We learned a lot and saw how hard the work is.

On Tuesday, we put all the information we got from packing into a spreadsheet.  I made some formulas to see how long things took to pack.  This helps us find ways to pack faster. We sent the spreadsheet to our lead manager to check our work and see what to do next.

Here is the TMS/time and motion for the pouch process

This week (Wednesday-Friday) was all about finishing February's sales receipts.  It was important to get them done before our Bicol trip for graduation pictures.  We worked hard to get everything completed on time.  It was a lot of work, but we finished!

Before I end my blog, I want to share my learning for this week! I learned a lot during this intense period, including:

Teamwork because we really relied on each other, helping out wherever needed and sharing tips to work more efficiently. Secondly is prioritization like focusing on this one big task helped us understand how important it is to prioritize what needs to be done. And the time management ,We learned to work quickly and effectively under pressure, managing our time to meet the deadline. In addition is the Problem-Solving, we encountered some issues, like missing documents, but we worked together to find solutions.

It was a great experience, and we're all glad we finished the receipts.

[ricajanesblog]

Week 6: The Continuation of Observing in Packing Area (TMS)

This week, we finished watching and recording how the packing area works. We spent all week collecting information on how long each task takes. No changes were made to the process, we just observed and recorded everything.

We gathered a lot of data. We wrote down every step, every action, and how long each one took. This detailed information will help us improve things later.

What we saw so far even though we haven't finished analyzing everything, we already see some things:

First I observed that some parts of packing take longer than others, causing slowdowns. Fixing these slow parts will be important. Secondli I also saw some workers doing extra steps. Making the process simpler will help. Lastly the time differences because the time it took to do each task varied a lot. We need to figure out why.

After completing all the data we start looking at all the data we collected.

We clean up and sort all the information.

2. We'll look for trends and anything unusual in the data.

3. We'll make a picture of the packing process to see where we can improve.

So after gathering all the data , I'm the one who is incharge in transfering all in excel and making formula.

This week, we observed the packing area. While waiting for new boxes to arrive, we helped the packing team because they were short-staffed. We got permission from the manager first. This gave us extra insights into the work.

And finally this will help us suggest ways to make packing faster and better.Before I end this week 5 I will share the learnings what I learned from this week.First this week, we watched and recorded how the packing area works. We carefully timed every step. This showed us some slow parts of the process we didn't see before, and that the time it takes to do things changes a lot. This information will help us make the packing process better. We learned that carefully watching and recording everything is important for making good changes. In addition helping out gave us a better understanding of the work. We saw firsthand what makes the process slow and what could be improved. This experience adds to what we learned from just watching.

Note: I can't send a proof that we are packing the item because its not allowed tot ako picture inside the packing area.

[ricajanesblog]

Week 5:  Sale Invoice Rush (Input) & Observing at the packing area

This week was busy! We worked hard on sales invoices and also studied how the packing area works.  We needed to finish all the February invoices, so we worked fast.

Monday and Tuesday were all about entering invoices.  It was urgent; we had to get everything done. Everyone helped.

Wednesday morning, we did more invoices.  In the afternoon, we went to the packing area to watch people work and collect information about medium and large boxes. We also helped make boxes while we waited.

Thursday and Friday, we kept watching and collecting information.  But Friday, the packing team needed help finishing invoices, so we helped them.

Here's the proof that we're collecting data on custom medium boxes.  We still need to gather 16 more data points to complete the custom medium data set, and 3 more for the custom large boxes.

Saturday, February 22, 2025: We finished all the February invoices!  We felt great after working so hard.

Next, we'll look at the information we gathered in the packing area.  We'll share what we find and how to make things better.

Before I end this blog, I want to share the learnings that I learned in this week, first I learned in this week  how important teamwork is, especially when things are busy.  We also learned how to work together to meet deadlines. And Lastly in this week, i got better at processing invoices quickly and accurately.I also learned more about how the packing area works so we can make it better.

Note: We couldn't provide photographic proof from the packing area because taking pictures there isn't permitted.

[ricajanesblog]

Week 4 Report: Packer Area Efficiency Analysis and Sales Invoice Input

This report summarizes observations from the week-long time and motion study conducted in the packer area from [Feb 10] to [Feb 13]. The primary focus was to analyze employee performance in relation to packing speed, efficiency, and accuracy of sales invoice input. Observations were made across all shifts.

Each employee's performance was observed and recorded using a standardized time and motion study methodology. This involved meticulously tracking the time spent on various tasks, including picking, packing, labeling.

This is also done to monitor the speed of an employee if in one step how much time is consumed by them and as an operation manager they will also know or track what the problem is or how to resolve a problem in a process.

This is the sample we use for time and motion.

This is the only thing we do throughout the week to observe the packers, and take a record, we need to clock them, the data we need is 300 for pouch, one of us is 100, then our most priority is the big products that are boxed, the data we need here overall is 50, it's also a bit difficult for us to get data because the big products are rare and the next day February 14, what we did was to do an SI first, the manager helped us input the SI because February's receipts need to be exhausted and submitted to finance

In the afternoon of feb 14 we were taken to attend a talk or like a seminar, where the topic is stress, how to overcome what should be done.

Our manager also told us that we can start entering on Saturday, so I will also add Saturday because we entered and did the sales invoice or input together, in the afternoon when we finished we had three receipts because it is not easy sometimes there are errors and we still have to look for them in inventory management.

When I finish this blog for week 4, the first thing I learned in the packing area from my observation is that you need to act quickly so that you can reach the quota, you should prioritize the work first before talking to your co workers so that it can be finished easily, when inputting you also need to be fast and really focus on what you are doing because you can get confused when moving to excel and make mistakes and in the end what I learned from talking about stress, that is how to handle problems and what should be done to not worsen into depression.

Notes: these are the only pictures I got because when it comes to the packing area and also on the sales invoice we can't take pictures because it's the privacy of the customers.

[ricajanesblog]

WEEK 3:  SALES INVOICE AND TIME & MOTION STUDY QC

On our first day, we made sales invoices, we kept inputting them because we were chasing a time, which needed to be done by exactly 4 o'clock to finish all the receipts, it was also a bit challenging because when we couldn't find the order or it didn't match the receipt, we had to find it in the inventory management system, and if there wasn't one, we had to let the mentor know whether to skip or cancel.

When we finished making the sales invoice, on the second day, we observed each employee, we conducted an interview to see what the process step was in QC or quality checking, we also did not know that there are two types of QC.

This is the proof that I observed the employee.

After we have gathered all the information, all the steps in the quality checking, we have finalized the step, we have generalized all the steps.

After we were able to summarize everything and get data, we input everything in excel, each of us needed to get data 50 items.  I made another sheet in excel where for Quantity checking, when we finish inputting everything, calculate an average of time and minutes and then do analytics for quality checking .

At the end of this week 3 what I learned here is that team work is needed, unity is needed to finalize the step, it is not possible to be different, of course you also need to be patient for a long time.  When it comes to making sales invoices, you need to be quick because there is a time that will be given to you when all input is finished.  When it came to excel, I was the one who made or inputted everything, gathered them and did the calculations, as time went on I learned the different formulas to use.

[ricajanesblog]

Week 2 Insights: Exploring the Bulacan Warehouse

01.20.25

2ND WEEK

01-20-25

On the first day of the 2nd week, I see the improvement of myself in doing the assigned task for me, we're it is the Sales invoice because for the whole day I finish 2 receipts and also I memorize the acronym of the product in the receipt like for example CL-CALTEX, and also I learned how to find the product using the SKU like CL -008 and the site that I will open is the inventory, and after going to inventory you will just type the sku and wait for it and after appearing in the screen you will find the date, that will match in the receipt same as to the transaction code.

This picture that I attached was taken from the office of the Fulfillment department.

01-21-25

In the second they we are assigned to do the Sales invoice in the warehouse, because they have a meeting in fullfilment department. In this day ,I see the improvement in my self we're for the whole day I can finish 3 receipt, and I also master the Sales invoice, if I can find the items in the seller center , I'll just open the site from the fullfilment, we're you will find the inventory management,and will click the inventory after that you will search the sku of the item , In this task you need to be familiarized with the acronym of the items because it is important in finding the items through the inventory, after searching the sku of the items in inventory you will find the date that match the receipt and same also to the transaction  code and also I learn from this , when we are inputting in the excel the transaction code,the sku and Quantity and lastly the name , you must need to check it carefully if it's matched to the receipt because it's really important.

01-22-25

Our mentor invited us to visit the second warehouse in Bulacan where it's located at Meycauayan, in this warehouse they have two types of warehouses where the first one they called JACKMA this warehouse is offline. In this warehouse they deliver the products directly through the store and take note of these items that they are delivering to the store for stock only or stock in store, aside from this they have a partnership with DIY, Handyman and Pure gold. Based on my observation in this warehouse the Jackma, it's the easy process to pack because all items are big they don't need for the long process to pack the item, they are different process in packing the items in online because in offline since all the items are In the box they just put the color bar code do they can identify it we're will deliver it and after the packing they have a validation,the validation is incharge by checking if the code or the items is correct.

For additional Information in this warehouse or the Jackma are mostly their items are tools and in the second ware house they called it Aldrich this warehouse is online, we have Lazada,shopee and tiktok. They have a designated area where on the left side they have 4 VD or validators, where they are assigned to take photos for the dispatched and for the internal they also have a 5 picker . They only have a few employees for VD and packing because sometimes when they need a picker the person is Incharge In the VD can also be assigned to the packing area.

In short it depends on where they assign . For addition they also have a project base team where there are 6 employees, the project base does the task of updating the Sales invoice. They are prior to the order. During the tour in the warehouse,I asked the assigned employee who toured us , if how many (cotta) is needed for the packing area they said it's 80 since the items are bulky,and if the employee for the packer is new, they only train the employee for 2 days but they have them time to adjust to master on packing the items before they give them a (Cota), same as in VD they also have a Cota because as I said earlier they are alternate it's depend on the assign task for them. In addition, we are aware that this is a warehouse and they have big items like the tools , I also ask about the return items or the rejected items if they do to the items, if they will stock it in the warehouse . The assigned employee answered that first if the item is damaged or rejected, they report it to the audit and the audit will decide if the item will be pulled out or if the item's can be repaired because if it can be repaired it will transfer to the in-house and sell it at a low price. So as we finished the tour in the warehouse I learned that each of the items needed to be put in the shelf for accurate information and organize so it will be easy for the picker to find and collect the items in the packing area.

It's really good to put a sign like the one picker is assigned for Lazada, and the second one is for shopee so it would be easy to identify and during the packing, the packer must need to be careful for packing the items because the items are very fragile, and if they are damaged the item they are incharge to pay it. Also when it comes on checking the barcode the VD needs to check carefully if the barcode is correct.And in the packing the items you need to be fast in packing the items so that you can reach their Cota

Below of this is the attached image , we're we took it outside the warehouse since it's very confidential to take photo inside the warehouse.

Also here is the warehouse look like .

The next day , we start doing the activity that Sir Ian gave us, this is the time and motion ,as I learned for him when he is discussing the time and motion it's like a study where it is a procedure in which the efficiency of the operation, where we most need to evaluate and also take a time when doing the sales invoice using a stopwatch. But first , today we need to brainstorm, talk about the process or steps of doing the sales invoice.

And this is the procedure or the steps when doing SI or the sales invoice, but we need it to be generalized or put a keyword , or short summary for this because it will be transferred to the excel. And I'm the one who made the excel presentation for our TMS: Sales Invoice. After we generalize the steps .

Here is the image where you can see the process or the step that we finalize, and after finalizing, we start to do the time and motion , and when we already finish doing the time and motion we will transfer it to the excel

And this is what it looks like, all the process or steps in every platform are there. And after we finish the task , we will go to sir ian to check if it is correct, and what we did was correct because his calculation of the average of the hours is also compatible with the time and motion we did so we can easily determine the problem, and what the platform is which takes longer to make sales invoices and if it is easier to use and also here it can be determined whether in 1 week or in one day how many receipts a person should complete.

And that is how we compute the average of time and after computing and see the result , we also see the difference between the 3 of them . As a result the easy way to use Lazada, that is why we will focus on the two platforms but before we proceed for this study we still need to gather more and more information, so when we finish gathering the data we will come back to it again.

Before I finish this blog in week 2, I just want to share what I have learned here, first of all the beginning of time and motion in analyzing the steps, cooperation is needed here, we need to agree on the step ,we will do it because all three of us need steps, and secondly, you also need to be quick in timing because there is a stopwatch that needs your movement, it's normal, you can't be tense. And I also learned the different uses of the spread sheet or google sheet, the formulas that will also be used in computing, and this was a tiring day but it was also worth it because we learned a lot from Sir Ian and it was also a challenge every day we were at the warehouse, we learned a lot and it was also a big help for us

[ricajanesblog]

Week 1: Introduction and Warehouse Tour

January 14-17, 2025

This is our first day of our internship, before we enter to the warehouse, we need to sign in the log book and all the guard need to check our bags, We thought we would be boring in the warehouse and then the employees were hard to get along with but we were wrong because they are very kind. So we go to the lobby and wait Ma'am Mariahmaia Abella Jiano, she was incharge for the orientation and also she is one of the HR in be global

Here is the document that the first we do is attending the orientation, discussing the rules and regulations in the company. Also ma'am Maia introduce us the head of every department.  And after the discussion we introduce ourselves one by one. And after the introduction, ma'am maiah  took the gcash number from us to send the allowance and made us an email and skype account because that's what we will use in the company.

After all the discussions, we left the conference room to be introduced to the different departments.

This is the documentation we have when introducing each department, this picture was taken by the HR department, because it was the first one we went to.

After introductions in various departments, Ma'am Maiah assigned our placements.  The operations management team, including myself, was assigned to the fulfillment department, where we'll be mentored by Sir Ian Walt, the fulfillment manager.  The  fulfillment team was very welcoming and friendly they also helped us adjust quickly, and the company provided each of us  with a laptop. My role involves inputting sales data into Excel for sales invoices (SI). My two colleagues are initially working in the packing area of the warehouse, providing them with firsthand experience of warehouse operations and the tasks of an operations manager. This is a temporary assignment.

One of the most challenging things on my first day was Skype, every time I log into my account it shows that my account is locked, which is one of the most important things in a company that has Skype, so I was not immediately able to start my work .

I have already informed IT as far as this is concerned, they said that this is normal for newly created skype accounts, and that he did not come back until the afternoon. so I e-mailed hr about it so they followed up. One of their options is to create a new personal email account, which when our internship is over we will surrender the email.

After I finished creating an account, Ma'am Helen immediately sent me the sales invoice files or excel where I had to input, Ma'am Helen Grace Sibayan Tobias is the one in charge to teach me about sales invoice, for me at first it was difficult but after a few hours I learned how to do it, it's not difficult for ma'am Helen to teach me because I can easily learn

This is one of the example of the Sales invoice , we check the items in the receipt to the seller center and if it match then we input it on the excel.

This is the inventory look like , so if the item's can't find in seller center, we will just go to the inventory and search for the sku of the items and after searching we will check the date if match to the receipt and also the transaction code. this is the first one that I learn, and it's really important as major in operations management, we need to learn the excel , the easy way to calculate the amount etc. And I'm thankful that It was taught to us when we were still studying so I don't have a hard time when there are errors in excel because I can fix them easily.

To end this first week blog, I've learned the importance of accuracy in every aspect of sales invoice processing—from correctly typing customer names and transaction codes to double-checking prices and quantities against receipts to ensure alignment with the head of finance's records.