The processing of applications at the VEC Assignment

The processing of applications at the VEC - Assignment Example The number of people involved in processing an application CT ? Processing period (35?5.71=6). Each application is processed by 6 people. 4. Throughput efficiency = Work content * 100 ------------------- Throughput time Therefore, throughput efficiency is 200?35?100= 571,2 % b) The problem with the process is that it takes a long period to process the application forms. The VEC is comprised of three ‘checkers’ with three support staff, a pool of twelve clerks who are responsible for data entry/filing and ten auditors (who prepare and issue the grant approval documentation. From these figures, it can be seen that the number of checkers is small since they may not be able to cope with the pressure in processing the number of the forms received. The number of checkers should be increased so as to make sure that the processing time for the forms is speeded up. The other problem is that all the applications that arrive at the VEC are placed in an in-tray. One of the eight cle rks opens the applications that are then put in an in-tray pending collection by the coding staff. The coding clerks are only two and this may be difficult for them to cope with the large number of files that may need to be processed at a given period. These applications are only processed further when a checker becomes available. This is where the major problem lies. If the checker is not available, then it means that there is no work being done. As noted, in each section, the clerical, coding, checkers, secretarial and auditors have incoming work but at one stage, the applications are not promptly dealt with. In some instances, they can only be checked if the checkers become available. The other issue that affects the processing is that only files from the bottom are processed first. This may result in some files staying for a long period in the trays since they are just placed there without proper order. Once the file has been placed in the incoming tray, it should be processed p romptly and moved to the next stage rather than keeping it in the tray. c) In order to improve the process, it is essential to make sure that each department is staffed with an equal number of people to process the applications. For instance, the number of clerks should be equivalent to the number of coding staff. This is meant to ensure that pressure does not mount on an individual person responsible for checking or vetting the forms to make sure that there are no mistakes. It is also important for the processors of the applications to adopt a line strategy where the forms move from one point to the next point along the processing line. Once the form has been checked, it should move up to the net person for further processing and verification. The form should not be put back in the incoming tray since this cause a mix up in the processed and unprocessed forms. Effort should be put in order to ensure that each processed form from the bottom line moves to the top in their chronologic al order. This helps the staff members to make sure that there is no duplication of duties where the processed form is put back in the incoming tray. Once all the forms have been verified, they should be passed to the auditors who will make sure that all the information on the forms is correct. These forms will then need to be passed to the dispatchers who will do the final verification of the forms. In order to ensure that the process flows smoothly, there must be additional staff members responsible for handling complaints only. This is meant to ensure that all the queries are dealt with by the right person. If the tasks are clearly spelled such that each person is aware of his or her duties, it becomes easy to eliminate all the impediments that can slow the process. In this case, the linear strategy of processing the