sa flyers

18

Fern Liam Church – Application of Number

Introduction

I work for SA Flyers Ltd which is a Design, Print and Distribution company based in Llansamlet. Our main income for the business is leaflet distribution in the South Wales region. Within our company, one of my roles is to record and update quantities of flyer distribution that we deliver every week. This helps greatly when customers ask for quotes as we can explain how fast we can work for them and meet their requirements. In order to finalise these figures many processes are involved. I will be using the following resourses:

Distribution Areas – This explains where we deliver which is directly related to order forms that are processed as a customer will only go to those areas.

Order Form – This shows what company we are doing the work for, where they are being delivered, what week they are being delivered and also quantities for each map that is covered.

Map – I will then show and explain a map, to give a prospective of where the perimiters are to deliver and explains how SA Flyers Ltd deliver.

Stock report – This just clarifies that the order and quantities are to go ahead or not.

Stock finalised – This is a physical check that all stock has arrived to our address and can be delivered.

Quantities List – This is then update with the finalised quantities for delivery.

18


Distribution Areas

On the following two pages I have provided copies of the resources that we use in order to give quotes to clients. This is our first piece of information which is crucial when delivering flyers. This allows the clients to know where we can deliver to, by giving them not only the post codes that we cover but also the street names within those areas.

This is either explained over the phone or it can be sent over by email to the customer. This makes very efficient use of communications and makes it easy for the client to understand.

Once a client picks their chosen maps we can then follow on to fill in an order form.

18


Swansea Maps

18


Postcode Area(s) SA1's SA1-1 Wind Street Maritime Quarter

Sa1-2 Landore MorfaSA1-3 Ffordd Y Gorllewin OystermouthSA1-4 King Edwards BrynmorSA1-5 Ffordd Y Brennin SA1-6 Townhill SA1-7 Bonymaen SA1-8 Port Tennant St Thomas

Postcode Area(s) SA2's SA2-0 Cockett Sketty

SA2-7 Dunvant SA2-8 Oakridge ParkwaySA2-9 Carnglas Bayswater

Postcode Area(s) SA3's SA3-1 Burry Green Middleton

SA3-2 Southgate PennardSA3-3 Bishopston MurtonSA3-4 Mumbles NewtonSA3-5 West Cross Mumbles

Postcode Area(s) SA5's SA5-4 Fforestfach Waunarlwydd

SA5-5 Fforestfach PortmeadSA5-7 Penlan SA5-8 Cwmdu SA5-9 Treboeth Brynhyfryd

Postcode Area(s) SA6 SA6-5 Clydach

Postcode Area(s) SA7's SA7-0 Maes Y Deri Hoel Y Celyn

SA7-9 Llansamlet

Postcode Area(s) SA10 SA10-6 Skewen

Postcode Area(s) SA11's SA11-1 Neath Briton Ferry

SA11-2 Neath Penrhilwtyn

18


Cardiff Maps

Postcode Area(s) CF5's CF5-1 Cowbridge Windway

CF5-2 Fairwater DanescourtCF5-3 Pentrebane St FagansCF5-4 Grand Avenue CF5-5 Haverford HillfortCF5-6 Wenvoe Morfa

Postcode Area(s) CF11's CF11-6 Ninian Park

CF11-7 Grangetown CF11-9 Canton Conway

Postcode Area(s) CF23's CF23-6 Cyncoed Woolaston

CF23-7 Pentwyn Glyn CoedCF23-8 St Mellons PentwynCF23-9 Llanedeyrn Circle Way

Postcode Area(s) CF24's CF24-0 Moria Windsor

CF24-1 Broadway

CF24-2 Tremorfa Splott

CF24-3 Richmond Partridge

CF24-4 Cathays CF24-5 Ocean Way

Postcode Area(s) CF45's CF45-3 Mountain Ash Hawthorn Terrace

CF45-4 Abercynon Cefn Pennar

Postcode Area(s) CF47's CF47-0 Mountain Hare Twynyrodyn

CF47-8 The Quay Riverside

Postcode Area(s) CF48's CF48-3 Dowlais

Postcode Area(s) CF62's CF62-5 Barry Island Docks

CF62-6 Marine Drive Romilly ParkCF62-7 Pontypridd Porthkerry

Postcode Area(s) CF63's CF63-1 Trehardne Brookfield

CF63-4 Barry Docks Holton

Newport

Postcode Area(s) NP's NP22-5 New Tredegar Elliots Town

NP24-6 Rhymney

18


Map

On the following page I have a copy of a map that has been used by our delivery team. The postcode is given on each map that is printed for the teams. This gives them a good understanding of how they go on to deliver to each area. In order to deliver the quantity that is required they do a majority coverage of each map. This means that flyers do not need to be delivered throughout the whole map.

It also shows where they should not be delivered and shows a clear borderline. SA1-5 map was also shown in the order form.

18


Delivery area SA 15

18


Order Form

On the following page I have a copy of an order form that we use. Some information is blacked out as it is data protected by SA Flyers Ltd. This form shows the following information:

ClientThis is important to know because when I schedule the teams to do their jobs then they must know what flyer it is.

Order NumberThe order number is important as it distinguishes all the different orders for clients. This means if one client has two orders with separate flyers on each then they can be distinguished and scheduled accordingly.

Post code secorsThis just outlines where the flyers will be delivered during that week. This will be noted down on the teams schedules along with a hard copy of a map for them to colour where they have delivered to. It also helps them to reference where they are and the bounderies for where they can deliver flyers.

Post code quantityThe postcode quantities is used for making a quote and also for the teams to know how much to deliver. As regards to quotes, a customer will pay a certain amount for every thousand flyers that are delivered. For example £20 per thousand to deliver 30,000 would be £600. It helps to keep a record of all of these as it helps us gauge how much work we are getting each week. From this we can see what months are more busy than others. Accounts don’t always show this because one week I could have all customers paying a high amount per thousand and the next week it could be low.

Overall quantityThis is noted on the Distribution Stock Report on the Thursday before that weeks delivery. Each order is added up to make a finalised quantity for that week. This can differ greatly as some weeks we have a large amount of orders but with only a small amount of quantity or less orders but with higher quantity.

On this form at the bottom notes are also written. These are usually specific requirements from the client. For example we have one client who we only deliver to non terrace houses, or another that will only be delivered after Wednesday.

18


Stock Report

18


On the following page I have provided a copy of a Stock Report. This comes in every Thursday before the deliveries are made. If for any reason a quantity is different on this form then it has to be changed on the origional order form. Sometimes an order is removed late on in the week due to a customer pulling out and cancelling their order. If this happens, it is just removed from the system and the quantity is not noted or added to the final figures.

Stock Finalised

Stock is only finalised and added to the system of quantities for each week when we have the actual flyers to be delivered at our storage facility. This can then be accounted for and ticked off.

Data is blacked out to protect the customers information, this follows data protectionguidelines.

18


18


Stock distribution totals October to December 2011.

18


Stock distribution totals 2012.

18


Distribution figures for 2012 – month by month.

18


This Pie chart shows the percentage of leaflets delivered in the 10 months of 2012 where figures were available.

How I have added columns to the spreadsheet to total and average the weekly delivery totals.

Delivered Quantities Explained

As shown above I have added two fields from my original spreadsheet. This is for ‘Weekly Average’ and ‘Months Total’. This helps me to get a better understanding of the data in a simple format. This helps me to cross reference different months and weekly averages to make a better understanding of when business has been busier.

18


Above I have print screened my spreadsheet now showing the formulas used in order to calculate the date accordingly. Weekly Average is made by using an Average formula then selecting each cell that is relevant to the chosen month. Months Total is a SUM formula and simply adds up each of the weeks quantities for that chosen month.

My spreadsheet also holds details from 2011. Above is a print screen of details regarding October 2011. As you can see this figure is much lower than 2012’s quantities and clearly indicates growth both weekly and overall. The weekly average is nearly a hundred thousand more.Having access to this information also allows me to acknowledge and compare certain weeks of the month. For example the second week of each year for October was very similar in comparison to other weeks. The reason October 2012 was much busier than 2011 proves that the business has expanded and taken on much more customers and also postal areas. It clearly indicates a higher profit and work being generated throughout the company.

18


Another piece of information that is important when analysing data and comparing year on year figures for overall flyers delivered to date. As shown above is 2011’s quantities. This figure is very low as it only begins in October. Once we have this spreadsheet for a few years it will be essential in collating data and seeing where we have improved and dipped. This can be used in order to gain new clients to show how much we have progressed or it can be used in order to see where we have had less work and we can implement changes to improve this.

Formula to add each month’s total for 2011.

Here is a print screen showing the current quantities for 2012. This only works out the figures up to October 2012 as this is the last month that was updated before writing this project.

Formula to add each month’s total for 2012.

The overall total is used in order to inform companies mainly how many leaflets we have delivered from October 2012 to the current date. This helps greatly to promote the business and explain how much work we do. This is worked out by simply adding each year’s totals from separate sheets as shown below.

18


Summary

All data used in this project ultimately allows me to gather, confirm and calculate quantities of data efficiently. The information regarding distribution quantities may be very minimal in its complexity but it does exactly what it needs to. By having this data I can safely compare current quantities for averages, the range and totals delivered. By using this information I could also try to speculate what the next year may bring.

Using all the data I have collected I can confirm that SA Flyers Ltd has been increasing the quantities it delivers in an irregular manner. Month on month it does not always increase consistently but overall SA Flyers Ltd have increased the quantities delivered by a large amount. Generally the statistics are showing a positive outlook on 2012’s work. As the quantities delivered is in relation to how much an order is worth, the more flyers that are delivered the more it costs. With this in mind I can confirm that SA Flyers Ltd has an increased net profit. This also tells me that the company will be spending more as more as staff need to work more and extra work vans must be used in order to deliver these flyers.

Using my statistics I can also tell that some months will dip, for example August 2012 was a quiet month in comparison to July and September. This is very good when foreseeing future plans and when to push sales more. For example; sales would not be pushed next year during October 2013, as this month has shown to be too busy. Will this trend repeat again this year? This is something which I will be monitoring.

I have created a graph with the Distribution Figures for 2012 in order to view the data in a much more user friendly and easy to read format as shown below.

SA Flyers Ltd - Distribution Quantities 2012

307,112332,777

305,666

524,675

384,193

583,458

724,614

449,390

736,151

951,795

January February March April May June July August September October

sa flyers

Business

sa flyers

usein order

order numberthe order

separate flyers

following page

following information

finalised quantities

following resourses