# Viamed Operational Throughput & Fulfilment Report
## Reporting Period: April 2026
## Generated: 12 May 2026
## Rolling Task Reference: 649
## Report Version: 1.0

---

# 1. Executive Summary

April 2026 operational performance remained strong overall, with high order throughput and strong dispatch responsiveness maintained across the business.

Key operational observations for the month:

- Nearly 80% of orders were dispatched same or next working day
- Overall throughput remained high for company size
- Strong invoice and dispatch processing volumes maintained
- Operational dependency on a small number of key staff remains visible
- Line-level fulfilment reporting limitations continue to distort some 7+ day metrics
- UPS remains the dominant shipping provider

---

# 2. Staffing Capacity Analysis

## Weekly Contracted Hours

| Employee | Weekly Hours |
|---|---|
| Aqib Majeed | 40 |
| Catherine Spence | 45 |
| Catrin Hird | 18 |
| Derek Lamb | 37.5 |
| Emily Hanson | 20 |
| Emma Clark | 28 |
| Helen Lamb | 40 |
| Jean Lamb | 22.5 |
| Kate Griffiths | 40 |
| Linda Shearing | 19 |
| Michael Green | 45 |
| Michael Lamb | 45 |
| Philip Crossley | 30 |
| Robert Connor | 35 |
| Ryan Swaine | 40 |
| Sophie Lines | 24 |
| Steve Nixon | 40 |
| Zoey Teal | 18 |

---

## Staffing Totals

| Metric | Value |
|---|---|
| Total Weekly Hours | 587 |
| Effective Full Time Equivalent (FTE) | 14.675 |

---

# 3. Order Processing Activity

## Orders Created Per Employee

| Employee | Orders Created |
|---|---|
| Kate Griffiths | 147 |
| Aqib Majeed | 101 |
| Sophie Lines | 93 |
| Emily Morton | 63 |
| Catrin Hollings | 18 |
| Cathy Green | 11 |
| Helen Lamb | 3 |

---

## Orders Modified Per Employee

| Employee | Orders Modified |
|---|---|
| Kate Griffiths | 172 |
| Aqib Majeed | 95 |
| Sophie Lines | 90 |
| Emily Morton | 59 |
| Catrin Hollings | 38 |
| Cathy Green | 11 |
| Ryan Swaine | 3 |
| Helen Lamb | 2 |

---

## Orders Checking Started

| Employee | Orders Checked |
|---|---|
| Kate Griffiths | 147 |
| Aqib Majeed | 114 |
| Sophie Lines | 90 |
| Emily Morton | 56 |
| Catrin Hollings | 26 |
| Zoey Teal | 19 |
| Michael Lamb | 2 |

---

# 4. Customer Communication Activity

## Customer Confirmations Sent

| Employee | Total |
|---|---|
| Kate Griffiths | 148 |
| Sophie Lines | 18 |
| Aqib Majeed | 11 |
| Catrin Hollings | 9 |

---

## Quotes Sent

| Employee | Total |
|---|---|
| Kate Griffiths | 18 |
| Sophie Lines | 7 |
| Aqib Majeed | 4 |
| Catrin Hollings | 3 |

---

## Proformas Sent

| Employee | Total |
|---|---|
| Kate Griffiths | 30 |
| Aqib Majeed | 15 |
| Sophie Lines | 6 |
| Catrin Hollings | 3 |
| Emily Morton | 1 |

---

# 5. Dispatch & Delivery Activity

## Delivery Notifications Sent

| Employee | Total |
|---|---|
| Aqib Majeed | 309 |
| Michael Lamb | 75 |
| Kate Griffiths | 61 |
| Sophie Lines | 17 |

---

# 6. Finance Processing Activity

## Invoices Created

| Employee | Total |
|---|---|
| Emma Clark | 366 |
| Cathy Green | 62 |
| Helen Lamb | 13 |
| Michael Lamb | 3 |

---

## Invoices Emailed

| Employee | Total |
|---|---|
| Zoey Teal | 436 |

---

# 7. Dispatch Performance Analysis

## Days To Ship Against Due Date

| Dispatch Time | Orders | Percentage |
|---|---|---|
| Same Day | 184 | 41.72% |
| Next Day | 166 | 37.64% |
| 3 Days | 7 | 1.58% |
| 4 Days | 9 | 2.04% |
| 5 Days | 4 | 0.90% |
| 6 Days | 3 | 0.68% |
| 7 Days | 4 | 0.90% |
| More Than 7 Days | 61 | 13.83% |

---

## Operational Interpretation

- 79.36% of all orders were dispatched same or next working day.
- Operational throughput remained strong overall.
- A noticeable percentage of orders continue to appear in the "More Than 7 Days" category.

### Important System Limitation

Current reporting logic is based primarily on:
- order-level fulfilment

rather than:
- line-level fulfilment

This means:
- partial shipments
- supplier backorders
- delayed individual order lines

may incorrectly cause an entire order to appear within the:
- "More Than 7 Days"

category.

This limitation likely inflates long-delay metrics.

---

# 8. Courier Usage Analysis

## Courier Usage Totals

| Courier | April 2026 |
|---|---|
| UPS | 396 |
| DHL | 8 |
| FedEx | 7 |
| Other | 3 |
| TNT | 2 |
| Royal Mail | 1 |
| Kuehne Nagel | 1 |
| Own Courier | 1 |

---

## Courier Observations

- UPS accounted for approximately 94.5% of all shipments.
- Operational dependency on UPS remains extremely high.
- Alternative courier usage remains minimal.

---

# 9. Operational Change & Error Tracking

## Customer Update Totals

| Category | Total |
|---|---|
| Customer Updates | 30 |

### Key Customer Update Reasons

| Reason | Total |
|---|---|
| Customer Order Changed | 11 |
| Customer Paid | 3 |
| Customer Provided PO | 4 |
| Customer Updated Order | 3 |
| Quote / Proforma Update | 7 |

---

## Input Error Totals

| Category | Total |
|---|---|
| Input Errors | 14 |

### Key Input Error Reasons

| Reason | Total |
|---|---|
| Address Amendment | 8 |
| Address Invoice Adjustment | 1 |
| Item Missed Then Added | 1 |
| Updated VAT Number | 1 |
| Updated SRS Number | 2 |
| Clicked Submit Instead of Print | 1 |

---

## Layout Error Totals

| Category | Total |
|---|---|
| Layout Errors | 1 |

---

## Normal Process Update Totals

| Category | Total |
|---|---|
| Normal Process Updates | 48 |

### Key Normal Process Updates

| Reason | Total |
|---|---|
| Updated Due Date | 25 |
| Updated Carriage | 7 |
| Updated Priority | 4 |
| Labour Time Adjustment | 1 |
| Updated Inco Terms | 2 |
| Updated Price | 3 |

---

# 10. Operational Intelligence Observations

## Updated Due Dates

A significant number of:
- Updated Due Date

entries continue to be recorded.

This likely correlates with:
- supplier delays
- stock availability issues
- customer expectation management
- backorder activity

This metric should continue to be monitored closely.

---

## Input Error Levels

Input error levels remain relatively low compared to:
- customer-driven updates
- normal operational updates

This suggests:
- generally stable order processing quality

while still identifying opportunities for:
- address verification improvements
- operational workflow refinement

---

## Staffing Dependency

Operational throughput continues to rely heavily on a relatively small number of staff members, particularly in:

- order entry
- warehouse processing
- dispatch notifications
- invoice processing

This should continue to be monitored as part of:
- operational resilience
- staffing continuity planning
- cross-training activities

---

# 11. Throughput Per FTE

| KPI | Total | Per FTE |
|---|---|---|
| Orders Created | 436 | 29.71 |
| Orders Modified | 470 | 32.02 |
| Orders Checked | 454 | 30.93 |
| Delivery Notifications | 462 | 31.47 |
| Invoices Created | 444 | 30.25 |

---

# 12. Historical Trend Context

## Comparison Against Previous Months

Operational performance during April 2026 remained broadly consistent with:
- late 2025
- early 2026

historical throughput levels.

Observed historical trends include:

| Period | Observed Trend |
|---|---|
| Summer 2025 | Reduced same/next day performance during holiday season |
| Late 2025 | Recovery towards 75–80% same/next day dispatch |
| Early 2026 | Stable operational throughput maintained |
| April 2026 | Continued strong throughput with increased due date adjustments |

---

# 13. Operational Risks Identified

## Key Risks

### 1. Courier Dependency
High operational dependency on UPS remains present.

### 2. Line-Level Visibility
Current reporting limitations reduce visibility of:
- supplier-caused delays
- partial shipment impacts

### 3. Staffing Concentration
Operational throughput remains dependent on key staff members.

### 4. Supplier & Due Date Pressure
Updated due date activity suggests ongoing supply chain pressure.

---

# 14. Recommended Future Improvements

Recommended future enhancements include:

- line-level fulfilment tracking
- supplier delay classification
- average dispatch days calculation
- median dispatch day calculation
- operational delay root cause analysis
- automated dashboard generation
- staffing resilience tracking
- operational trend graphing

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# 15. Overall Conclusion

April 2026 operational performance remained strong overall.

Key positive indicators:
- strong throughput
- nearly 80% same/next day dispatch
- stable operational processing
- low operational input error levels

Key improvement opportunities:
- improved line-level fulfilment visibility
- supplier delay tracking
- operational resilience planning
- courier dependency monitoring

The operational reporting process continues to mature and now provides increasingly valuable:
- management intelligence
- trend analysis
- operational risk visibility
- continuous improvement tracking

---

# Document Control

| Item | Value |
|---|---|
| Report Owner | Derek Lamb |
| Task Reference | Rolling Task 649 |
| Report Period | April 2026 |
| Generated | 12 May 2026 |
| Version | 1.0 |

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# End of Report