COMPANY OVERVIEW: FONTERRA YEAR OF ESTABLISHMENT: Fonterra group was formed in year 2001 No. of years in Business: It has been 14 years since Fonterra is in Dairy business. Relevant Industry: Fonterra has become a house hold name in dairy. It has spread its wings in many nations like Australia, United States, China etc. Fonterra has many sub brands like Anchor Milk, Farm Gate Milk, Tip Top, Anchor Cheese, Anlene etc. Head Office: Fonterra is working internationally with its head office based in New Zealand Address: Una Place, Takanini, New Zealand. Basic Activities of Company: Exports: Products: Milk, Cheese, Butter and Ice Cream. Countries: United States, China, Australia, Malaysia, Middle East, Africa, Countries of European Union to name few. Activities: Sourcing, production, Manufacturing, Marketing. Company Mission: Fonterra’s mission is to be natural supplier of dairy nutrition for everyone around the globe, every day.
Policy: Following is explained the Fonterra’s Policy for its commitment to achieve its objectives: Commitment: It is Fonterra’s policy to design, develop, implement and maintain a Business Management System that:
Assurance and improvements: Fonterra is continuing reviewing its policies and working practices. It involves its shareholders in review meetings and other business related processes to ensure its Management system remains appropriate and fruitful towards its activities, products, services and business related risks. Communication: Fonterra always communicate its policy to its employees at all levels to make sure they work towards same goal and contribute accordingly. The policy is periodically reviewed by company’s management team to check its effectiveness and to make sure employees are working in right direction and in effective way. Business Management System: Purpose and Scope: At Fonterra, purpose of Business Management System is to support its employees in their business related activities so that their interactions are consistent and effective and their work is always fruitful and generate sustainable profit for company while following and obeying all current laws and regulations. Fonterra’s documented and tested step-by-stepmethodaimed at smooth functioning throughstandardpractices. Fonterra’s management system aims on topicssuch as
Compliance is a legal act which cannot be ignored at any cost. Financial Compliance: Compliance issues related to financial management of sale and or purchase, most critically, most stringent illegal monetary movements. Relying on handful of employees say 2 or 3 employees for legal compliance matters, isn’t enough. It has to pervade across the organization. Compliance is something which is beyond company administration and is vital for Import/ Export. Not following this can lead to desaturase results which can lead to following:
Fonterra has set following set of rules for its employees to overcome Money Laundering, Bribery and Client entertainment, Information Security and Data Protection, Trade Finance & L/C situation:
Custom Compliance: Along with financial compliance, Custom Compliance is equally is equally important and should must not be neglected. It is a technical area which can be worked at with proper training and accurate paperwork and legal advice. Process and Function interactions: Organization Structure: The structure of an organization is based on the business process and functions it carries out and structure identifiers like different terms and departments involved, authorities and international business related activities. Following is an example of organizational structure: Every organization has an Export Compliance Officer in Export Department. Export Compliance Officer is authorised for all compliance related jobs. His responsibilities includes:
Standard Operating Procedures: Pro-forma Invoice/ Quotation:
Supplier selection and control:
Purchase order processing Procedure: Purchase Order Processing Procedure can easily be understood with help of following image: When purchase requisition is made, Dept. manager approves the order. It is then approved and signed by Plant Manager. Further Purchase Order form is filled and its copy is mails/ couriered or faxed to supplier to confirm order. Firm record the Purchase order no. After receiving the delivery, receipt of product is matched with PO and on matching, it is sent to accounts department. Procurement of the Order: After order is received, Electronic or Written communication with customer is done, sending him details of order known as Acknowledgement of Order. Afterwards, the sales manager verifies the order and matches it with quote in terms of price, quantity, product no., description, delivery, credit, trade terms, documents, payment terms etc. Order Documents are generated and information of order is entered in Order Processing Form. Plant manager reviews the order and schedule production meetings. Order is sent to production department. Quality check is carried out while and after production and results are documented for each batch. After production, order is shipped to customer and the details of order received are sent to billing department. Once the order is received by customer, payments received from customer are sent to accounts department for processing. Once the order is complete, all documents related are placed in order files under customer’s name, which can be Sales Order, Acknowledgement of Order, Customer order Form, Work Order etc. Documentation and record keeping: Business Management System documents are controlled and kept safe to make sure they describe product, process, responsibility, reliability of records. Management system follows an approved process which is maintained in a documented procedure. List of current version is maintained and their distribution is controlled. Correct versions of documents are available at the locations where they are needed. All controlled documents are approved for release by designated authority responsible for the process. Distribution system is designed to ensure that personnel are aware of relevant documents. Regular training is implemented to ensure that access to the Controlled Technical Data is limited to only those individuals approved to access this data. The Business Management System records are maintained to provide evidence of conformity to requirements and to demonstrate the effective operation of the BMS. Records are made available to review by customer, regulatory authority in accordance with the contract or regulatory requirements. Any records containing confidential data are limited to those individuals approved to access the data. Training: Training sessions aims all employees of company. Almost each employee is given an overview about company and its international business while at time of joining. Organizations has to make sure that person involved in the job is trained for his individual duties. Employees are often monitored by their supervisors to determine their capability to carry out their respective job and responsibilities. Each employee’s training and capability level is recorded and reviewed at regular intervals. Audits: Audits are done at regular intervals to make sure the sturdiness of various departments of an organization to meet 100% compliance.
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Export Compliance Jobs: Compliance Crossing. (n.d.). Retrieved from Compliance Crossing Web Site: https://www.compliancecrossing.com/job-description/4485/Export-Compliance-Jobs/# Ltd, F. C. (31-Aug-2012). New Zealand Productivity Commission: Local Government Regulatory Performance Issues Paper July 2012 . Fonterra Group. Auckland. Management System: Business Dictionary. (2015). Retrieved from Business Dictionary Web Site: https://www.businessdictionary.com/definition/management-system.html
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