Administrative System Analysis and Report for ABC Grocery Chain

This report provides a comprehensive analysis of the administrative system employed by the ABC Grocery Chain. It begins by assessing the existing system, identifying key stakeholders such as shareholders, farmers, employees, and customers, and outlining the functions performed by the various units including raw material procurement, transportation, inventory management, and supply logistics. The report then delves into the challenges faced by the system, including issues with monitoring and control, maintaining product quality and safety, ensuring transparency, managing supply chain costs, fostering employee loyalty, and preserving brand image. To address these challenges, the report proposes several measures, such as adopting advanced tracking technologies, selecting high-quality raw materials, implementing advanced inventory management systems, utilizing accredited testing laboratories, employing cloud-based networking systems, and optimizing budget allocation for logistics. Furthermore, the report outlines a proposed administrative procedure, including steps for problem identification, personnel allocation, information gathering, policy drafting, stakeholder consultation, policy finalization, procedure consideration, implementation, monitoring, and review. Finally, it assesses the impact of systematic administrative procedures on employees, customers, and the overall business operations, highlighting the benefits of improved communication, control, satisfaction, loyalty, brand reliability, and customer satisfaction.

ABC Grocery Chain
A report on Administrative System

Objective
• Assessing the existing administrative system.
• Determining criteria for developing new administrative procedure.
• Designing a administrative system to meet customer requirements.
• Devising effective administrative policy and procedure.

Current Administrative System
Stakeholders
• Shareholders
• Farmers
• Co-operatives
• Employees
• Customers
Functioning Units
• Raw material procurement
• Transportation
• Testing laboratories
• Inventory management (warehouse/
storage)
• Packaging
• Supply
• Logistics

Challenges
• Monitoring and control over the units
• Maintaining quality and safety of the products as affected by remote
sources, poor inventory management and delayed transportation
• Ensuring transparency and complete information from the suppliers
• Taking measures for increasing supply chain cost
• Ensuring employee loyalty by providing benefits and decreased
stress level
• Maintaining brand image to ensure customer loyalty

Measures to be Taken
• Ensuring traceability and complete information
acquirement by using advanced tracking technologies
such as blockchain or FIRM (Food Integration Reference
model) (Food Logistics 2018).
• Choosing the best raw materials and packaging products
to ensure quality and safety
• Employing advanced inventory management system

Measures to be Taken
• Recruiting accredited testing laboratory that uses modern
testing and measuring equipment
• Using cloud-based networking system
• Proper planning and allocation of budget dedicated
logistics, freight, fuel cost and manpower, preferably
using technologies like TMS (Treasury Management
System)
• Investment in modernized technology

Proposed Administrative
Procedure
1. Identify problem areas
2. Allocate key personnel to
take action
3. Gather information
4. Draft policy
5. Consult with concerned
stakeholders
6. Finalize policy
7. Consider appropriate
procedures
8. Implement
9. Monitor and control
10. Review and asses

Impact of Systematic
Administrative Procedures
On employees
• Transparent and
uninterrupted
communication
• Better control on units
• Increased employee
satisfaction
• Employee loyalty
On customers
• Brand reliability
• Customer satisfaction
• Customer loyalty
• Acquiring new customers

Meeting the Customers’
Expectations
• Ensuring the quality and safety of the products
• Providing efficient service at stores
• Maintaining a strong brand image
• Promoting the brand through advertisements, market
campaigns and discounts
• Ensuring customer loyalty by treating them as valuables
stakeholders