5.2.2. Audit Purchases Department
Weakness
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Risks
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' There is not a person who checks the ordered quantities
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'
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Lack or storage of stock
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' There is not a third person providing stimulus and
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'
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followed orders
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'
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Input error
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' Manage multiple tasks simultaneously with Excel Software
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'
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' Delivery note and order controlled by the same person
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'
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Waste of time
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' Double data entry into Excel and CEGID
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'
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' Errors input between theoretical and physical input
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'
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Risk of theft
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' No authorization for sending orders
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5.2.3. Audit Sales department
Weakness
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Risks
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'LI There is no
third person who checks and monitors customers u pstream and
downstream.
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Risk of error and omission Waste of time
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'LI The lack of a manager who manage sales department and
ensure adequate segregation of
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Difference between physical and
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duties between staff
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theoretical stock
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'LI Difficulty to manage various tasks simultaneously
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'LI No control over balances
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'LI Removed from storage without Delivery note
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'LI Lack of switchboard operator to manage calls
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'LI Lack of clear and controlled procedures
to ensure the smooth operation between officers
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'LI No restriction of access to corrections and changes
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'LI Lack of control and weekly
reconciliation between CEGID and file management of warehouse
inventory
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5.2.4. Recommendations
· L1 Remove tools provided by Excel
· L1 Set up and develop applications in CEGID ERP System
· L1 Establishment of clear procedures for each position
· L1 Assignment of responsibility for service with
well-defined objective
· L1 Limiting access to different module of CEGID as
required for each position
· L1 Impose control and completeness of data entered into
CEGID
· L1 Assigning a management
controller for the establishment and control procedures and
control margins
· L1 Separation of tasks and definition of jobs
· L1 The organization of the stock and imposition of a
monthly inventory with a screening of the causes of differences between actual
stock and theoretical stock
· L1 Appoint a director to monitor commercial customer
and prospect
· L1 Validation of purchase orders by the Financial
Officer
· L1 The introduction of visas that allow the control
and command generation
· L1 Configuration of the
tool to alleviate CEGID spots and avoid double entry in EXCEL
· L1 Development board tables to manage the project
margins
· L1 Manage clients and prospects to the aid of the CRM
module
5.3. Implementation phases 5.3.1. launch phase
After auditing all service and identify weaknesses, we start
our planning by the establishment of clear procedures for each position and we
study this fundamental points:
- Who do what?
- Define roles and responsibilities
- Limit access and develop restriction - Drafted requirements
- Analyze working procedures
? By performing this exercise, we detect "open questions" that
should be clarified with the integrator.
5.3.2. Design phase
Clarifications of structuring points and we establish a plan to
define objective solution.
All Decisions are produced with the integrator of CEGID System
which identifies outstanding issues and review specific functional mode of the
company.
We focus on a solution by seeking changes in the organization
and removing discrepancy without specific development and without compromising
the original goal.
? The integrator analyze our draft requirements and give us
integration solution without a specific development
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