System Changeover Proposal Memo

TO: The Manager, Raygs Enterprise.

FROM: Business Administrator, Raygs Enterprise


SUBJECT: System Changeover Proposal

I write to offer a solution to the misplacement of orders problem at the organization. Recently, we have experienced a lot of complaints from our customers who have been receiving different orders from what they had requested. There has been a problem with the sorting of orders since it has been happening the traditional way. The method has been having a lot of errors that have been expensive for the company. I propose that the company should shift from the conventional approach to an electronic method, whereby the entire process is automated.

I propose a method that orders are requested through a tailor-made application to suit the company’s requirements. Here the order number contains a code for the object, the time it is due, the location of delivery, and the client’s details. The client’s details are fed in during the registration process as they join the organization. If a client wants to make an order, they go directly to the app or website and feed in their order’s requirements. Once an order is placed, the packages are sorted and placed according to the location and recorded into the system. The system makes sure that the packages are placed correctly. In addition to that, it tracks it’s progress until it gets to the targeted recipient.

The system is expensive to start, but once it is set up, it will reduce the expenses of the company by a large percentage. The system that I am proposing should manage all leaks that happen in the company. It is an all-round management system that keeps records of all packages from the time they get into the company until they get to their destination. Since everything that comes in or out of the company, anything that disappears anywhere between the process can be traced back to where it was last recorded. It will save the company many losses that come with the loss of packages. Errors in the delivery location of packages are a big problem for the company. When they take place, the company takes the responsibility of picking the package from the location, rerouting it to the correct address, and then picking the client’s right package from the wrong location and then delivering it to its rightful client. Those are a lot of expenses that come from errors that can be eradicated by a system that monitors the activity of packages.

The system protects the income of the company by tracing and guiding how we deliver our products and services to our clients. It will also have administrative interfaces that can only be accessed by the management. Since some information is supposed to remain private and confidential, the system will be divided into three segments, the administrative one, the employees’ interface, and the client’s interface. The administrators will have access to any interface they want, but the other segments will not be able to access any other. Management of the running of the company will be easier

If the company adopts the system, it will realize very many advantages. With the losses encountered reduced and management made more comfortable, the company will settle at a high rank as compared to its competitors. The clients will also be satisfied; hence they will come back and bring in more with them. The system is just what the company needs to set itself above its competitors.

If interested, please invite me for a meeting at a convenient time.


The memo is meant to suggest a solution to the frequent loss of packages and the wrong delivery of packages. It will describe a new system to guide the working of the company to reduce losses by tracing packages throughout the process. It puts the manager at a central position where he watches everything that goes on in his organization. The manager can access anything that goes on in his organization through a single interface. It is a system that should help you manage your organization in an easier way. I look forward to hearing from you.


The system is a management tool that walks with the customers, the employees, and the management every step of the way. It is an effective tool that tracks orders since they are made until the product gets to the client. It reduces mistakes that lead to losses due to misplacement of packages or wrong delivery. It guides the entire process in a step by step manner until it arrives at its destination. It also keeps the managers in a position to control everything that goes on in the company. Errors that humans make in the process can be reduced if the proposed system is used properly.

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