Machine Order Process

Complete machinery procurement process from request to installation

Objective

Streamline machinery acquisition ensuring proper approval, procurement, and installation

Participants (5 roles)

departmentHead: Department Head
financeManager: Finance Manager
procurementTeam: Procurement Team
facilityManager: Facility Manager
technicalTeam: Technical Team

Input

Machine requirement or replacement request

Output

Installed and operational machinery

Process Flow

100%
flowchart LR
    node0["Machine Order Request"]
    node1["Approve Request"]
    node2["Place Order"]
    node3["Delivery"]
    node4["Machine Installation"]

    node0 --> node1
    node1 --> node2
    node2 --> node3
    node3 --> node4

    classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px

Performance Metrics

30-45 days

averageProcurementTime

78%

approvalRate

96%

installationSuccessRate

92%

budgetAdherence

Stages Overview

100%
PROPERTIES
STAGE 1
Machine Order Request
STAGE 2
Approve Request
STAGE 3
Place Order
STAGE 4
Delivery
STAGE 5
Machine Installation
Stage Owners
Department Head
Finance Manager
Procurement Team
Facility Manager
Technical Team
Stage Workers
Procurement Team
Department Head
Finance Manager
Procurement Team
Technical Team
Facility Manager
Department Head
Duration
2 days
3 days
7 days
15-30 days
3-5 days
Output Fields
• Machine Type*
• Estimated Cost*
• Business Justification*
• Approval Status*
• Budget Allocation*
• Approval Comments
• Selected Vendor*
• Purchase Order Number*
• Final Price*
• Expected Delivery Date*
• Delivery Status*
• Site Preparation Status*
• Installation Status*
• Testing Results*
• Operator Training Complete*
To-dos
• Submit detailed machine requirements
• Provide business justification
• Attach technical specifications
• Review budget availability
• Evaluate ROI and business case
• Approve or reject with comments
• Identify and evaluate vendors
• Negotiate pricing and terms
• Create and send purchase order
• Track shipment progress
• Prepare installation site
• Coordinate delivery logistics
• Install machine per specifications
• Conduct testing and commissioning
• Train operators on usage

Automation Rules

Automation 1: Field Value Alert

If Estimated Cost greater_than, Then send notification to Finance Manager with message: "High-value machine order requires executive approval"

high

Automation 2: Custom Automation

If stage_overdue, Then escalate to Procurement Team with message: "Delivery significantly delayed - vendor follow-up required"

Workflow Summary

Total Stages

5

Total To-dos

15

Output Fields

15

Automations

2