Structured Process Analysis

Business analysis helps companies improve their performance, efficiency, and profitability by evaluating current systems, processes, and operations. For Midpoint Roofing, a thorough analysis of processes like production, scheduling, and inventory management is critical to maintain smooth operations and ensure timely project delivery. According to Deswal (2024), it provides a roadmap for stakeholders, enhances communication, mitigates risks, and ensures alignment with business objectives.

At Midpoint Roofing, structured process analysis involves evaluating well-established processes such as production. This process is typically stable and follows a predefined sequence, ensuring the smooth execution of projects. For example, once a project is approved, it moves systematically through stages such as permitting, team selection, material procurement, and construction. The goal is to optimize efficiency, ensure timely deliveries, and reduce errors. In contrast, dynamic process analysis focuses on more flexible and adaptive processes, allowing Midpoint Roofing to respond to changing conditions, such as unexpected delays, resource shortages, or client-specific requests. This type of analysis helps companies manage uncertainties and make better decisions based on real-time information, allowing them to better handle challenges as they arise. As part of future considerations for Midpoint Roofing, dynamic process analysis will allow the company to refine its operations by continuously assessing and adjusting plans to meet ever-changing demands and customer expectations.

Production at Midpoint Roofing

At Midpoint Roofing, the production process follows a structured sequence of steps to ensure successful project execution. From securing permits to project completion, the company relies on Information Systems (IS) for documentation management, team coordination, scheduling, and material procurement. Over the past 3 years, Midpoint Roofing has implemented diverse IS solutions to streamline these processes, enhancing efficiency and communication. A detailed flowchart of the production process (Appendix B) provides a visual representation of this methodology.

Step 1: Project Approval and Permitting

The production process begins with ensuring all necessary permits are secured. The Office Manager requests permits based on local regulations, and the Production Manager prepares documentation for the next steps. IS tools such as CRM systems help track permit statuses and facilitate communication between the team and clients.

Tools Used:

●      CRM System (JobNimbus): Tracks project progress and communication with clients.

●      Permit Management Software: Ensures proper filing and tracking of permits.

Step 2: Team Selection and Planning

Once permits are approved, the next step is team selection. The Production Manager collaborates with HR and operations teams to draft execution plans and assign responsibilities. Team members are selected based on the scope of work, and subcontractors may be brought in for specialized tasks.

Tools Used:

●      Project Management Software (Microsoft Project): Organizes tasks and assigns responsibilities.

●      Team Collaboration Tools (Slack): Ensures smooth communication among team members, internal staff, and subcontractors.

Step 3: Material Procurement

The timely procurement of materials is essential for project success. The project team places orders for roofing materials, gutters, and other necessary supplies. The CRM system is updated with material specifications, ensuring all orders are confirmed and verified. Photos of completed projects and on-site operations (Appendix C) are included to highlight Midpoint Roofing’s quality craftsmanship and attention to detail.

Tools Used:

●      Inventory Management System (JobNimbus): Tracks material orders and delivery schedules.

●      Supplier Network System: Facilitates supplier selection and availability checks.

Key Procedures:

●      Review material specifications and quantities.

●      Place orders, ensuring delivery timelines are met.

●      Prepare secondary material options in case of delays.

Step 4: Scheduling and Coordination

Effective scheduling ensures all trades and team members align with the project's timeline. Scheduling software is used to coordinate between roofing, gutter, and specialized trades, ensuring tasks are completed on time and according to client expectations.

Tools Used:

●      Scheduling Software (Microsoft Project): Organizes project timelines and milestones.

●      CRM System (JobNimbus): Helps manage client communication, setting expectations for project milestones.

Step 5: Construction

The construction phase marks the start of physical work on-site. The roofing team executes the planned tasks, adhering to safety standards and project specifications. Throughout the construction process, the team uses mobile apps and the CRM system to track progress, update material usage, and document any issues.

Tools Used:

●      Mobile Devices/Apps: Allows crew members to log real-time updates and track work progress.

●      Cloud-Based File Sharing: Enables team members to access essential documents (e.g., permits, plans, material lists).

Key Procedures:

●      Ensure materials and site preparation are accurate.

●      Coordinate task execution efficiently with the crew.

●      Maintain communication with the client and neighbors to avoid disruptions.

Step 6: Post-Construction Review and Closeout

After completing construction, a final inspection is conducted. The project manager performs a walkthrough with the client to ensure satisfaction. The CRM system is updated with final details, and the necessary billing and payments are processed.

Tools Used:

●      CRM Software (JobNimbus): Tracks client feedback and updates project details.

●      Inspection Checklists: Ensures the final project meets quality standards and client expectations.

●      Accounting Software (QuickBooks): Handles final billing and payment processing.

Analysis of Information Systems Support at Midpoint Roofing

Midpoint Roofing has integrated several information systems over the past few years to enhance its production process. Project management, scheduling, CRM, and inventory management systems help improve communication, procurement, and overall project completion.

Hardware and Software

Key tools include cloud-based CRM systems (JobNimbus), project management software (Microsoft Project), and mobile devices, allowing teams to access essential project data and manage resources effectively.

Critical People and Skills

The success of the production process hinges on the coordination between project managers, production managers, HR, and crew members. Effective communication and resource management skills are essential for all involved parties.

Problems with the Existing System

While Midpoint Roofing’s IS setup has been effective, several areas need improvement:

●      Silos: Diverse systems may create data discrepancies and delays. So, an integrated enterprise system would improve collaboration.

●      Database Issues: A more centralized database is needed to reduce project and material tracking inconsistencies.

●      Security: Stronger security protocols are necessary to protect sensitive project and client data.

●      Network and Cloud Computing: Ensuring consistent network performance is vital for real-time updates.

Screenshots of revenue reports generated through JobNimbus (Appendix D) illustrate operational efficiency and financial performance.

Once these areas are addressed, Midpoint Roofing can go forward with its production process, ensuring timely project completion and aspiring customer satisfaction.