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Análisis de los procesos y procedimientos aplicados por la empresa ingenio Ecudos S.A., en el departamento de compras y almacenaje de materiales

Abstract:

ECUDOS is one of the biggest sugar cane mills in Ecuador, is located in the city named “La Troncal”, (provincia del Guayas). It covers the process from growing, harvesting, processing to marketing of all the different products of sugar, such as white sugar La Troncal. The main purpose of this research is to analyze the processes and procedures that are currently used in the Purchasing Department in order to improve efficiency in the purchase activities. This Department in particular is considered a critical area because if a material is not delivered on time it may jeopardize the sugar production. The Purchasing Department receives requirements of different users every day, but these requirements are received with incomplete information and documentation. From the beginning of this process we have delays in the purchasing process which affects the regular performance of this department. Once you have all the details needed to purchase, we are in charge of making quotes to different suppliers in order to fill a form where prices and other criteria are compared to select the best supplier. Sometimes the best selection is not the cheapest one, when this happens the user must send a detailed report with the technical support of the material he needs or his department needs to choose. The next step is to obtain the managers approval and signature of the requirement and we proceed to make the “Purchase Order”. This order is sent to the supplier chosen and they dispatch the materials needed. Delays in approvals may cause two things: or the supplier does not have the material when needed or simply prices change. This type of delays means that the purchase department needs to begin the process over again from quoting to approvals. With this analysis we reduced the extra time taken by the department to fulfill the information of the supplies needed and decreased the release of purchase orders. This resulted in a better coordination of the warehouse and the user or department in need so that they can have their materials on time.