AOM Operations Bible

1. Role Purpose & Boundaries

1.1 Core Purpose – Why AOM Exists
Coordination & Assurance Layer

AOM ensures work flows predictably across Orbiz Creativez manufacturing & fulfilment – corporate gifts, personalization, printing, fabrication, packing, dispatch. Department Heads own execution/outcomes. AOM tracks dependencies, removes blockers, escalates early.

Servant-leader role: success = teams succeeding without firefighting.

✅ AOM IS
  • Single point connecting dept handoffs
  • Discipline driver (huddles, reporting)
  • Visibility owner (early risk logging)
  • Escalation owner (before failures)
❌ AOM IS NOT
  • Department Head replacement
  • Execution/operations role
  • Do-everything fixer
  • Micromanagement layer
1.2 RACI Matrix – Complete Reference
DepartmentDept HeadAOM RoleSpecific Tracking
ProcurementR/ACPO/GRN/invoice flow blockers
Stores/InventoryR/ACSame-day updates, stock-out risks
ProductionR/AC/APlan vs actual, WIP bottlenecks
Quality ControlR/AC/ACAPA closure, repeat defects
Dispatch/LogisticsR/AC/AExceptions, partial decisions
HR InterfaceR/AC/AManpower shortages, onboarding
Accounts (Flow)R/ACPO-GRN-invoice mismatches
Cust SupportR/ACDispatch complaint closure

R=Responsible, A=Accountable, C=Consulted

2. Operating Rhythms – Daily Cadence

2.1 Daily Rhythm – 6 Critical Time Blocks
Time BlockActivityOutput/Deliverable
Pre-huddle (20-30m)Update Control List, verify plan vs actual, check materials/manpower/WIP/dispatch exceptionsControl List updated & ready
Daily Ops Huddle (15-20m)Exceptions only: yesterday actuals, today plan, risks, assign Owner+ETAAction list created
Post-huddle (60-90m)Close dependencies, push approvals, follow-up ownersDaily Ops Snapshot shared
Floor walk (30-45m)Production/QC/packing/stores reality check, identify new bottlenecksBottleneck updates logged
Through dayEscalations, unblock flow, update action trackerEscalation log + closures
EOD (15m)Update tracker, prep tomorrow risksEOD note (if needed)
2.2 Daily Ops Huddle – Rules & Agenda
📋 Strict Agenda (5 Steps)
  • 1) Yesterday: Plan vs actual (exceptions only)
  • 2) Today: Critical outputs + dependencies
  • 3) Risks: Next 24h materials/manpower/quality/dispatch
  • 4) Actions: Every exception = Owner + ETA
  • 5) Close: AOM repeats top 3 risks + escalations
⚠️ Non-Negotiable Rules
  • Standing meeting, time-boxed 15-20m
  • Start on time (even if late)
  • No storytelling – park as micro-meetings
  • Every issue ends with Owner + ETA
  • Control List = only source of truth

3. Operations Control List – Single Source of Truth

3.1 Mandatory Lists (4 Core Lists)
📦 Material Risk List
  • Critical SKUs, consumables, spares
  • Reorder threshold alerts
  • Vendor ETA + blockers
👥 Manpower Risk List
  • Absenteeism by department
  • Shift gaps & shortages
  • HR backfill follow-ups
⚙️ WIP Bottleneck List
  • Stuck jobs + reason
  • Dependency owner + ETA
  • Plan vs actual variance
🚚 Dispatch Exceptions
  • Missed dispatch/partials
  • Packing holds + RTO/POD
  • High-risk deliveries
3.2 Recommended Columns
DateDeptTypeIssueImpactOwnerETAStatusEsc?
29/12StoresMaterialAcrylic delayUV line stopProc Head2PMOpenYes

4. Handoff Checklists – Dependency Management

4.1 Complete Handoff Checklists
🔄 1. Procurement → Stores → Production
  • PO released per trigger (orders/min stock)
  • Vendor ETA confirmed/logged for criticals
  • GRN closed same day, system updated
  • Inspection complete, discrepancies raised
  • Materials issued per schedule + shortage ETA
✅ 2. Production → QC → Packing
  • Production completion confirmed for batch
  • QC inspection scheduled/executed per SOP
  • QC fail → rework loop w/ owner+ETA
  • Repeat defects → RCA/CAPA triggered
  • QC clearance communicated to packing
🚚 3. Packing → Dispatch → Sales
  • Order verification (SKU/customization/qty)
  • Packing holds logged w/ clearing ETA
  • Partial order decision recorded/approved
  • Dispatch w/ tracking, exceptions logged
  • Customer update loop closed via Sales
👥 4. HR → Operations
  • Daily attendance/manpower confirmed
  • Shortages flagged early + backfill plan
  • Onboarding readiness (tools/access/briefing)
  • Training/policy rollout tracked on floor

5. Escalation Playbook

5.1 Immediate Escalation Triggers
🚨 ESCALATE IMMEDIATELY IF:
  • Committed dispatch/delivery deadline missed
  • Production stops within 24h (materials/manpower)
  • QC hold threatens committed dispatch
  • Vendor delay → critical stock risk
  • Safety/compliance risk identified
📋 Mandatory Format
  • Fact: Supplier delayed acrylic; ETA +2 days
  • Impact: UV line stops tomorrow; 12 orders risk
  • Owner: Proc Head (vendor) + Stores (GRN)
  • ETA: Vendor conf 11AM; alt source 1PM
  • Options: A: Alt supplier B: Reschedule jobs
  • Recommended: Option A

6. Reviews, KPIs & Success Plan

6.1 Core KPIs – Performance Targets
🎯 Flow Excellence
  • ≥98% On-time dispatch rate
  • ≥95% Production plan adherence
  • ≥95% Dependency SLA resolution
⚠️ Zero Tolerance
  • 0 Late escalations
  • 0 Stock-out production impact
  • 0 Repeat defects w/o CAPA
📊 Governance
  • 100% Daily huddle/snapshot
  • ≥95% Action closure rate
  • ≥99% Report accuracy
6.2 30-60-90 Day Success Roadmap
📅 Days 1-30: Foundation
  • Daily Ops Huddle consistent + snapshots
  • Control List/Action Tracker/Escalation Log live
  • Stabilize key handoffs (materials/QC/dispatch)
📈 Days 31-60: Systems
  • Weekly Review Pack + Ops Review rhythm
  • Improve dependency SLA closure rates
  • Reduce surprise misses via early visibility
🚀 Days 61-90: Optimization
  • 2+ system improvements implemented
  • Team trust: enabler vs policing layer
  • Stable reporting + predictable cadence

7. AOM Mastery Quiz – 30 Questions

Test comprehension across ALL playbook sections

1
What is the PRIMARY role of AOM?
... + 29 more comprehensive questions covering RACI, rhythms, Control List, handoffs, escalation triggers/format, KPIs, success plan