Executive Summary
This document outlines a comprehensive plan to consolidate Panglobalbuy's purchasing agency data in spreadsheets and proposes a business process reengineering (BPR) initiative. By centralizing transactional, customer, and logistics data in standardized spreadsheets, we aim to identify inefficiencies, optimize workflows, and enhance cross-functional collaboration using BPR methodologies.
1. Current Process Analysis
| Process Segment |
Key Spreadsheets |
Pain Points |
| 1.1 Order Intake |
Google Form Responses, Order_Tracker.xlsx |
6-hour sync delay to main tracker |
| 1.2 Sourcing |
Supplier_Quotes_2023.xlsx |
Vlookup errors due to non-standard SKUs |
| 1.3 Logistics |
Shipping_Log_Q1-Q2.csv → Manual Consolidation |
47% duplicate data entry |
Root Cause Analysis
- Spreadsheet silos require 29 manual data transfers weekly
- Version conflicts cause 12% order discrepancies month
- No real-time dashboard for management decisions
2. Spreadsheet Data Integration Framework
The three-phase implementation roadmap:
Phase 1: Structural Harmonization (Weeks 1-2)
- 7 core master sheets with standardized:
- Column headers (ISO date/numeric formats)
- SKU taxonomy (GTIN-14 compliance)
- Document control (v2.3_20240115 naming convention)
Phase 2: Connectivity Enhancement (Weeks 3-4)
- Implement Google Apps Script auto-synchronization
- Trigger-based updating between Order ↔ Payment ↔ Logistics sheets
- ERROR alerts for unit mismatch detection
Phase 3: Analytical Enablement (Weeks 5-6)
- Pivot Reporting Hub with 15 key metrics including:
- Order-to-fulfillment cycle time
- Regional supplier cost variance
3. Business Process Reengineering Plan
“Reducing 7 approval steps to 3 through spreadsheet-embedded validation rules can shorten lead time by 62%” - BPR Team Preliminary Finding
3.1 Before-After Comparison
| Metric |
Current State |
Post-BPR Target |
Improvement Mechanism |
| Order Processing Time |
3.8 days |
1.5 days |
Automated data pull from Alibaba API → Spreadsheet |
| Request for Quote (RFQ) Turnaround |
42 hours |
8 hours |
Prequalified supplier matrix with auto-Currency conversion |
