Structured Process Analysis

 Structured processed analysis

        Scoping into the processes of the business to determine its performance and determine what is needed to be developed throughout regular and structured procedures and steps for producing a certain pay-off refers to structured process analysis. Within the variety of services that are provided by Al-Harthy Group, this portion is focused on the structured analysis of processes for renting cars.

        The process of renting a car passes through different stages. It starts at first with handling the car rental requests through online or phone call meetings, and that entails answering all the inquiries of the customer along with identifying the terms and conditions of Al-Harthy Group to make the customer aware of the whole situation. After that, when the set procedures of the company meet the necessity of the customer, we go through the documents that review a certain case of the customer and the car that will be rented, since the customer is required to hand in the national identification along with the driving license. In addition to that, the required car by the customer must be checked to see if it is the one. Thus, the steps mentioned are the reservation processes for rental cars. After completing the reservation process, the car that will be rented goes through some preparation steps, which are maintenance and cleaning. These steps are called a car checkup. The car will be passed on to the customer after completing the checkup process successfully, and during that, both parties, the customer and Al-Harthy Group, are checking and documenting the final situation that the car will be transferred to to protect the rights of each of them. After passing the rental period, the customer sends the car to Al-Harthy Group, and the company inspects and makes sure that there are no damages to the car as it is received. Along with that, if any damages take place, the customer will be charged for them, along with the rental cost which is the payment step. Finally, after paying the billed amount by the customer and Al-Harthy Group receiving the car rented at the same state of delivery, the feedback of the customer is collected, which is the last step.

Understanding the process 

The procedure for renting a car appears to be well-organized and has clear phases. The stages are as follows: 

• · Rental Request: The rental procedure starts when the client gets in touch with the company via the phone or in person. Here, the client asks about renting a car, and the businessperson responds by giving information and fielding any queries. 
  
• · Analysis & Verification: To verify the reservation, the company representative looks over the needs of the customer and verifies their identity (driver's license and national ID) as well as the availability of the car. 
  
• · Car Initial preparation: Following confirmation of the reservation, the vehicle is serviced and cleaned (a car checkup) and then given to the customer. 
  
• · Car Pick-Up: As part of the handover procedure, the customer and a representative from the rental company jointly assess the car to determine its condition. This safeguards the rights of both sides. 
  
• · Return of Car: The business performs a second inspection of the car to look for any damage. Should there be any damage, the consumer will be billed appropriately. 
  

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• · Payment and Comments: After the client pays the invoice, the renting procedure is over. Customer feedback may also be gathered by the business. 
  Possible Problems 
  

  Even though the procedure appears thorough, bottlenecks could occur: 
  

  • · Long lines during the busiest times of year 
    
  • · Customer misinformation resulting in an incorrect automobile reservation 
    
  • · Delays brought caused by the absence of a confirmed vehicle model 
    

  Process inefficiencies can be addressed and streamlined with the use of an information system (IS). 
  

  Rental Car Information System (IS) 
  

  This procedure can get assistance from a Car Rental Management System (CRMS). The standard elements of a CRMS are as follows: 
  

  • · Customer Management Module: Holds rental history, preferences, and customer information. 
    
  • · Vehicle Management Module: Monitors vehicle details, availability, and maintenance logs 
    
  • · Module for Reservation Management: Manages bookings, confirmations, and reservations 
    
  • · Billing Management Module: Determines and monitors rental fees 
    
  • · Reporting Module: Produces data on revenue, rentals, and client satisfaction. 
    Report Samples 
    

    Reports can be tailored to meet unique requirements, but some typical ones are as follows: 
    

    • · Rental Summary Report: Displays the total number of rentals and income earned over a certain time frame. 
      
    • · The Fleet Utilization Report sheds light on the habits of automobile use. 
      
    • · client Feedback Report: Provides insight into client contentment 
      

     
    

    Example Documents 
    

    The terms and conditions of the rental agreement are outlined in the rental agreement, which is a document signed by both parties. It contains information about the type of car, the duration of the rental, the cost, the insurance coverage, and damage liability. 
    

    Form for Customer Information: This form collects client data, including name, contact information, and information from a driver's license. 
    

    Automobile Inspection Report: This form records the state of the car when it is picked up and returned. 
  • Though the documents shown above are standard, I was unable to locate any exact photographs of the forms used in the car rental process.

When departments or teams in a company don't freely communicate information, it's referred to as an information silo. However, the data is contained within a department or group, resulting in different data and knowledge pockets. About the processes in our company, we don't have an information silo in any process because in cleaning services the information and data should be shared between the departments to easily make the process quick and professional to satisfy the customer, information silo in the process at Al Harthy International Group can make issues like reduced efficiency, duplication of efforts, and impaired decision-making. Our IS depends on departments communicating information to each other for us to begin our operations, whether it is cleaning services, catering services, plant maintenance, or car rental, and finally, labor services must proceed in the form of a cycle between departments. A department records the client’s requests and then transfers them to the implementation department to determine the required service and how we will achieve it. The customer's desire, then the financial one, to determine the cost of the required service, so our system eliminates the silo. As our cycle continues regularly and does not deviate from the norm, no problem occurs with the IS.

CRM is Customer Relationship Management and it refers to the strategy that the company uses to analyze customer interactions and data throughout the customer lifecycle. It aims to improve business relationships with customers, help retain customers, meet their needs and desires, and increase sales growth. ERP is Enterprise Resource Planning and it is a type of software program that helps businesses in organizing and integrating the key elements of their business processes. Planning, buying inventory, sales, marketing, finance, human resources, and other functions can all be integrated with an ERP software system. EAI is Enterprise Application Integration and it refers to technologies and offering services throughout a company to help with the hardware and software system integration. Improving interoperability, simplifying procedures, and offering a single interface for several applications across the company are the objectives of EAI. The major vendors of ERP software solutions for managing and integrating diverse company operations are the major ERP suppliers. One of these companies is SAP; SAP is among the biggest and best-known vendors of ERP software. Businesses of all sizes and in a range of industries use its ERP systems. Our company doesn’t use one of them but they plan to use SAP, especially in the financial field. An inter-enterprise information system is an information system that extends across several institutions and its goal is to improve and facilitate collaborative processes and data sharing between departments, while also requiring communication and coordination of business partners, suppliers, customers, and stakeholders. Our company should have one and I think that Supply Chain Management Systems (SCM) is the best example of inter-enterprise IS that will match the company as I mentioned before they are planning to implement the SAP system.

Hardware refers to the tangible, physical components that make up the information technology (IT) infrastructure of the company. The execution of the software programs that support their commercial operations, such as social media marketing campaigns, automobile rental services, and customer relationship management (CRM), is made possible by these crucial elements. Hardware is clearly distinguished from software, which represents the collection of instructions that a computer system performs. In contrast, hardware refers to the actual equipment that carries out such commands. Several hardware components are in use at Al Harthy Company. AL Harthy has customized servers just for them. These serve as the main centers for processing and storing. They house social media management tools, CRM system, and software for renting cars. Generally speaking, servers are strong PCs with plenty of RAM and processing capacity to manage several users and complicated activities at once. The staff is given dedicated workstations. These are the personal PCs that each employee uses. They are not the same for desktops and laptops. For software to function properly, workstations must have adequate memory and processing capability in addition to enough storage capacity for local data and programs. As the primary infrastructure supporting information flow, the organization also offers network solutions across the board. As the traffic directors, routers control the flow of data between different networks. They guarantee that data is sent seamlessly between workstations, servers, and the Internet. There may be several disadvantages to Al Harthy's fixed hardware setup. The hardware used by Al Harthy is outdated. The processing power and memory needed by more recent, demanding software programs may be absent from older systems. This may lead to sluggish systems, poor performance, and aggravating user experiences for staff members. It's possible that older gear is more difficult to scale up to meet expanding user bases or data storage requirements. This may make it more difficult for Al Harthy to grow its business effectively. Workflow might be made more effective and efficient by making improvements. Al Harthy may maintain system updates by instituting a hardware refresh cycle. This entails systematically replacing obsolete components with newer, more potent technology and routinely assessing hardware performance. Al Harthy may predict future requirements and make investments in hardware with enough processing power, memory, and storage to support anticipated growth by carrying out extensive capacity planning. Finally, certain hardware loads may be reduced by using cloud-based solutions. While cloud-based apps may lessen dependency on local processing power, cloud storage can do away with the requirement for large amounts of local storage on workstations and servers. 

The Central Processing Unit (CPU) is the main component of Al Harthy Cleaning Services' technology infrastructure. As the conductor of an orchestra, the CPU coordinates the information flow within the computer system. It handles data activities essential to Al Harthy's everyday operations, performs computations, and gets instructions from software applications. For Al Harthy, arranging appointments is a fundamental task, and the CPU is essential to this process. The CPU obtains availability information from the business's calendar software when it receives a client request for cleaning services. The best time slots are determined by considering the size of the staff, particular cleaning needs, and travel time. The CPU notifies the client and the assigned cleaning staff via emails or alerts as soon as a time is confirmed, and it then changes the calendar. Updating an extensive client database is another area in which the CPU shines. Important client data, including contact information, cleaning preferences, and service history, is stored by Al Harthy. The CPU effectively obtains and modifies this data each time a client gets in touch with the business, schedules an appointment, or asks for a certain service. This guarantees that cleaning teams will appear equipped and knowledgeable to meet the specific demands of every client. The core values of Al Harthy's CPU are dependability and efficiency. Al Harthy makes use of an Intel Core i3, a mid-range CPU. This mid-range processor is ideal for routine chores like database administration, scheduling, and simple accounting applications because it offers a decent mix between performance and cost. Solid-state drives, or SSDs, are used by Al Harthy. SSDs provide significantly quicker data access, application loading, and startup times. This means that appointment scheduling, client data retrieval, and invoice generation may all be completed more quickly. Al Harthy employs 250GB SSD for storage since they don't need more storage space because they mostly use it to store client information, appointment data, and simple documents. 

Virtualization is a type of software technology that uses hardware resources to transform them into software resources to promote the ability to use multiple resources, leading to saving much time, cost, and effort, along with keeping all the data stored so the risk of losing any information or resources is low. Hypervisors help virtualization run smoothly since they are software that manages the virtualization of different resources and operations through a certain device, like a computer or server, by connecting the stored resources to the operations. Hypervisor has two types, which are type 1 and type 2. Type 1, which is called a bare metal hypervisor, refers to using the software directly on the device, which is more frequently used because it is well operated. Along with that, type 1 is called hosted, which refers to working on certain systems. Virtualization has three types, which are PC, server, and desktop. PC virtualization refers to utilizing PC operating systems and resources throughout a certain device. Server virtualization means that the main server is split over different servers, as each server or computer is separate. Desktop virtualization means the ability to access a desktop from different places and devices. 

For structured processes, Al-Harthy Group is implementing PC virtualization by storing data related to each service produced. As for cleaning and catering services, Al-Harthy Group is keeping records of staff, tools, equipment, customers, and customer service. Along with that for renting cars, it manages data related to maintenance, the state of the car, and customer service. Along with that, Al-Harthy Group is implementing server virtualization to oversee all the working processes to make sure that they are running smoothly, as different employees can 

 access them easily and perform their tasks efficiently, such as the employees who are responsible for dealing with reservations and other inquiries and obstacles; some employees are also responsible for the purchasing processes of tools and equipment; others are related to car renting and labor support. Along with that, Al-Harthy Group is implementing desktop virtualization for structured and dynamic processes by having the ability to access information from different locations but not being able to edit it except by communicating with the specialized departments. 

For the dynamic process, Al-Harthy Group is implementing PC virtualization by making sure that the used devices are proficient enough to be alert when an obstacle occurs, such as a lack of a certain input or in the system. Along with that, Al-Harthy Group is implementing server virtualization, as all the employees from different departments are working in harmony. 

The BYOD (Bring Your Own Device) policy sets out to guide employees who use their own devices at work and covers eligibility, security requirements, data management, privacy, and costs. The policy aims to achieve a balance between ease for employees, organizational security, and data protection, ensuring a productive work environment. Our company does not use this policy, as it relies on the company’s own devices that are connected to the main server, and this makes it easier for the company to monitor the devices and easily record and maintain customer data. 

 MDM (Mobile Device Management) software is used by IT departments to control and protect employees' mobile devices. By offering device registration, configuration management, usage tracking, application control, security enforcement, data protection, compliance monitoring, and remote management, it supports Bring Your Own Device (BYOD) rules. MDM improves security, compliance, and productivity by confirming that company data and apps are safe on personal devices. I do not think it is necessary for our company to use this program because, as I mentioned, the company tends to use its own devices and does not prefer having personal devices for company employees for the main reason, which is to maintain the confidentiality of company information.