The following work shows a synthesis of the information provided in the visit made to the company SIGN, SA DE CV This visit had the purpose of applying the knowledge acquired in class, on the importance of administration in the production function and mainly, on the planning, organization, direction and control that are carried out within the same company.
This company is mainly intended for the manufacture and sale of furniture (whether for office, cinemas, universities, among others); the products they manufacture are sold in large volumes, either abroad or within the same country.
The types of products that this company markets are sometimes of special characteristics and are produced in large volumes; An example would be that a cinema will request a certain number of seats with comfort, that is, luxurious seats to satisfy its customers. These special products are only manufactured in certain circumstances and only if they are in large volumes.
In general, this company is medium and familiar, since it has the services of the family of the General Director or Sole Partner; and, consequently, it has an unstructured and efficient organization.
IMPORTANCE OF ADMINISTRATION IN THE PRODUCTION FUNCTION
SING, SA DE CV, is a company dedicated to the manufacture of office furniture, all kinds of chairs, school furniture, etc.
Among its main clients are various universities in the country as well as several cinema chains.
This company exports its products to both South America and North America and Europe.
Each area has a boss or manager who is the one who makes the decisions of that area, but before carrying them out they must first be authorized by the controller and if he approves it, the final authorization is processed with the owner of the company (Director General).
Most of the decisions are repetitive, since in general they are not decisions of greater relevance for the entire company, although it can be said that all decisions have to be consulted first with the controller and then have to go through the CEO to be able to be approved; Only when it comes to the acquisition of machinery or a new project are special, these decisions because they are special can only be known by the Director General and the Comptroller himself.
PLANNING
Among the company's short and long-term plans is to cover more national and international markets as well as to produce furniture of higher quality, durability and innovation.
The mission of this company, "Satisfy the needs of society within the furniture market"; We believe that the mission of this company is easy both to put into practice and to understand it, in addition to obtaining a profit or profit that all companies are destined for.
General objective of the company
Acquire sufficient supplies to transform them into useful goods, at low prices and of high quality, to satisfy the needs of society.
Goals
- As a useful company to society
The company, responding to its mission, must respond to society by providing products that are useful and of high quality.
- As a company of quality and excellence
The company must develop, maintain and disseminate an image of quality and excellence, sustained by the level of the products it offers, with which it must be identified and recognized by the internal and external community.
- As a leader in the furniture industry
The company must publicize its products nationally and internationally, with products of high quality and excellence.
- As the most economical in the price of its products
The company must reduce its costs through quality, that is, by promoting efficiency, effectiveness and effectiveness in all the actions of its personnel and in the good use of resources (material, financial, technological, etc.).
Additionally, without detriment to quality, you should find the benefits provided by economies of scale, that is, low unit costs.
By having low costs our prices may be reduced and our clients will receive excellent products at low prices.
- As the company that morally remunerates and recognizes the work of its personnel
All staff should be offered the best remuneration, as well as benefits, recognition and moral and material support for their performance, in such a way that the motivating recognition of the company is reciprocal to the effort of each of the collaborators.
- As a stable financial company
Attending to its adequate financial administration, where the resources should be sufficient to cover its expenses.
The company must ensure its growth, as well as the continuous improvement of its physical plants, still having a remainder for its own consolidation.
- As a company with participatory management
The company, without ceasing to establish and recognize the hierarchy and responsibility of each boss, will promote the participation of each and every one of those responsible (bosses and subordinates), establishing co-responsibilities and delegating to each actor the necessary authority to comply with the results. expected through the prior establishment of objectives, rewarding or admonishing them when they do not occur.
General company policies
- Confidential company information will not be provided to each department without prior authorization. All authorizations, briefs, decisions, programs, budgets, etc.; They have to be in writing and have to go to the General Director for approval, without it, this provision is not valid for the company. The staff must dress formally. The pay days will be 15 and 30 of each month. Refresher courses and training will be given to staff (depending on the department in which they work) every semester. The accounting department must submit Financial Statements to the General Management every month. Carry out advertising and publicity at the end of each year. The canteen will send a requisition of necessary and perishable supplies every 15 days to the accounting department.
Procedures
FINANCE
Credit applications:
- Machine preparation of the application. Cover the requirements of the application. Obtain the authorization signature of the general management for the application. In case of being a provider, turn it over to the Comparas Department, in case of a financial institution, turn it over to the General Director or Controller.
ACCOUNTS RECEIVABLE
Billing:
- Prepare an invoice according to an order authorized by the Comptroller with complete data and the description and information necessary for a fiscal support, it will also happen with the credit and charge notes. Once the invoice has been prepared, it will be distributed as follows:
- Yellow: to the client's order file; Pink: finance department; Blue: purchasing department; White: send to the client; Green: accounting department (taxes).
- Keep track of both invoices and credit and charge notes.
DEBTS TO PAY
Preparation of checks:
- On Fridays (days of payment to suppliers) prepare a check for payment to the supplier according to the amount authorized by the finance department. Photocopy the corresponding check, attaching its due receipt, which must be authorized by the Comptroller. Providers who come for review and bill collection on Fridays. Deliver original vendor invoices to the accounting department for provision. Deliver check policies to the accounting department with name and signature details received.
ACCOUNTING
Policy registration:
- Make the accounting entries according to the catalog of accounts. Obtain the income and expenditure policies from the finance department. Order them consecutively and append them in the respective folder (per month). Issue monthly financial statements. Make provision for purchases, expenses, payroll, taxes, depreciations and amortizations.
HUMAN RESOURCES
Preparation of labor contracts:
- When an employee joins the company, they must draw up their respective contract with the requirements set forth in Article 25 of the LFT. The worker will be asked for the necessary documentation that identifies him as such, to subsequently form his file. requested is:
- Copies of birth certificate Application for employment with photo Copy of primer released Two letters of recommendation Copy of proof of address IMSS pink sheet
ORGANIZATION
The organization that is carried out is direct supervision, that is, the person in charge of this function is the Comptroller of the company; It is in charge of supervising all the departments and the work carried out within them, it can also be said that they work with standardization, because in some cases guidelines are followed to obtain the desired results; These cases are only carried out when they are special products for clients who request them and in order to produce them, certain guidelines must be followed and are under the supervision of the Company's Controller.
This company uses the types of organization by function and by product.
By function, they take human resources into account to perform certain functions and to achieve the objectives and expected results.
By product, since as the company is dedicated to the manufacture of furniture, not all its products follow the same production process, and therefore, they are dedicated to that order (if it were special) or to the orders to take advantage of the inputs and not waste a large part of them.
The organization of the company works according to the following organization chart
The company is divided by departments (sales, purchases, etc.); each one is supervised by their boss or manager, who makes a report describing the actions and measures that were taken to achieve the objectives of that department and achieve the expected results in each of the departments..
This report is sent to the Comptroller so that he can make decisions together with the General Director (sometimes), for the company to achieve the results that both expect with the decisions made.
DIRECTION
At this point, the only person in charge of exercising it is the Comptroller (who has been the right arm of the Director General) who is in charge of authorizing projects, preparing sales plans, exporting finished products, importing raw materials, etc.
In addition, you must follow guidelines for achieving the objectives:
- An effective delegation of authority, since as it is managed, to administer is to do through others but without exceeding more than is allowed. That the authority being exercised in the organization is respected without damaging another element in its function, on the contrary in Simultaneous support. That the channels of communication are appropriate and those needed for the control of the results that are sought to be achieved. Supervise that the exercise of authority occurs simultaneously with the execution of orders, respecting the established guidelines.
The comptroller basically follows some starting points for conflict resolution, taking into account that it is not for all cases:
- Solve the problem as soon as possible and for the benefit of all. Do not have preferences or personal issues with those involved. Channel the problem for the example of others and the same company. Make the most of the problem to avoid recurrence and take the Corresponding measures. Fairly and equitably sanctions the actions that merit it to avoid major conflicts. It promotes formal and informal dialogue at all levels to avoid differences and therefore conflicts.
CONTROL
In the company there is quality control (in terms of products, raw materials, etc.); personnel (all employees have to check in, out, visitors have to register, among others); of existence (when it comes to special products, they are only made to order, when it is common office furniture you have certain stock in the warehouse).
For each product that the company makes, there is a different process, this is because not all products are the same, as in some cases, where the furniture is made to order meeting the requirements of the customers.
Within the company there are many security measures; such as not smoking, not running, there is a very sophisticated and automated security system (this system consists of only letting personnel through if they have a security card called "PIN"
Within the production process, one of the main characteristics is that the waste of materials is minimal, since all the raw material that is purchased gets the most out of it.
What was identified as a unique policy within the management, is that everything must be in writing and authorized by the Director General; We immediately identify this policy since all the movements in any department have to be made in writing and have to come into the hands of the General Director so that he can give his point of view regarding how his company is working, what it is doing failing, what things do you need to be able to expand, etc. In general, they have a good control of what they want and want to know for the future of the company.
CONCLUSIONS
The visit was very interesting and they took great care of us, providing us with the information requested for the preparation of this report.
The conclusion that we reached based on the investigated topic, is that administration in any type of company is very important since without it, the expected results could not be obtained and the company would be a total chaos in all its aspects.
The information presented in this work is provided by the same personnel who work in the same company; To whom we thank for all the attention provided during our visit to the company, and for the opportunity given to us to apply the knowledge acquired; we are satisfied for what we achieved.
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