WAKATOBIOperations Workspace
Active PRs
-
Draft / approval / in progress
Open Items
-
Across all active PRs
Overdue Items
-
Follow-up date passed
Pending Approvals
-
PR + PO awaiting sign-off
All Active Purchase Requests
-
| PR No. | Owner | Assigned To | Items | Open | Overdue | State | Est. Close | Risk |
|---|---|---|---|---|---|---|---|---|
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PR Owner is accountable for the whole PR. Item Assignee executes individual line items and defaults to the PR Owner when not set. Set Item Assignee, Follow-up Date and Item Status on PR lines to activate the Workload and Overdue dashboards.
Open Items per Team Member
Item Assignee (defaults to PR Owner)
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Individual Workload
| Team Member | Open Items | Overdue | Awaiting Supplier | Delivered | Avg Days Open |
|---|---|---|---|---|---|
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Active PRs per Team Member
PR-level Assign To (assigned_to)
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Assignment Load
Whole-PR assignment by Yosie to her purchasing team
| Team Member | Active PRs | Open Items | Overdue Items |
|---|---|---|---|
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Set Assign To on the Purchase Request form to route the whole PR to a team member (Ozi, Yudha, Theresia Lina). Unassigned PRs are flagged above for Yosie to distribute.
High Priority
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3+ days over, escalate
Medium Priority
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1-2 days over, chase today
Avg Days Overdue
-
Target: 0
Overdue Follow-Up Register
| Item | PR | Assignee | Follow-up Due | Days Over | Status | Priority |
|---|---|---|---|---|---|---|
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High-Risk Suppliers
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Delay rate 50%+
Delayed Orders
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Past planned receipt date
On-Time Suppliers
-
No delayed open orders
Average Delay by Supplier (days)
Top suppliers by average delay
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Supplier Performance
| Supplier | Open Orders | Delayed | Avg Delay | Delay Rate | Risk |
|---|---|---|---|---|---|
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R Responsible (does the work) · A Accountable (owns the outcome) · C Consulted · I Informed
RACI Accountability Matrix
| Activity | Purch. Manager | Asst. Manager | Purch. Staff | Receiving | Dept Head | Director |
|---|---|---|---|---|---|---|
| Create Purchase Request | A | R | R | R | C | I |
| Assign PR Owner | A | R | I | I | - | - |
| Assign Item Assignees | I | A | R | I | - | - |
| Send RFQs to suppliers | I | C | R | - | - | - |
| Evaluate quotations | A | R | R | - | C | - |
| Raise Purchase Order | A | R | R | - | - | - |
| Approve PO (below IDR 10M) | A | R | - | - | - | - |
| Approve PO (above IDR 10M) | R | I | - | - | C | A |
| Supplier follow-up | I | A | R | - | - | - |
| Goods receiving + GRN | I | A | C | R | - | - |
| Packing list creation | - | I | C | R | - | - |
| Invoice matching | A | R | C | C | - | - |
| Absence reassignment | A | R | I | I | - | - |
| Dashboard review (daily) | C | R | I | I | - | - |
| KPI reporting (monthly) | R | C | I | I | I | A |
Implementation Roadmap (Weeks 1-12)
Phase 1
Core PR Workflow
Weeks 1-3
- PR creation and approval
- PR Owner field active
- Purchase limits per user
- Basic activity reminders
Phase 2
Dashboards A and B
Weeks 4-5
- Operations Overview live
- Workload Dashboard live
- Role-based access (Manager and Asst. Manager)
Phase 3
Item-Level Assignment
Weeks 6-8
- Item Assignee field
- Follow-up date and status
- Overdue Dashboard live
- Auto-activity triggers
Phase 4
Reporting and Automation
Weeks 9-12
- Supplier Delay Dashboard
- KPI monthly reporting
- Absence escalation auto
- Full UAT with all staff
Each phase closes with a UAT session with the purchasing team before the next phase starts.