VIETNAM NATIONAL UNIVERSITY, HA NOI

INTERNATIONAL SCHOOL

---------o0o---------

FINAL EXAMINATION
Course Code: INS2023 01

OPERATIONS MANAGEMENT

Lecturer: Ph.D. Nguyen Phu Hung

GROUP ASSIGNMENT

The case of Coolmate – fashion brand for men

Trang DO – 20070357

Nhi NGUYEN – 21070492

Thanh TA - 21070625

Hanoi, 2023
 TABLE OF CONTENTS
1 Introduction....................................................................................................................................2
1.1 Profile of the company.............................................................................................................2
1.2 Mission, Vision........................................................................................................................2
1.3 Product/service lines and their market contexts......................................................................2
1.3.1 Product lines...........................................................................................................................2
1.3.2 Service lines............................................................................................................................6
1.3.3 Market context........................................................................................................................6
2 Operational issues and risks facing the company..........................................................................7
3 Managing Product........................................................................................................................10
3.1 Product Design.......................................................................................................................10
3.1.1 Appearance...........................................................................................................................10
3.1.2 Function................................................................................................................................10
3.1.3 Packaging..............................................................................................................................11
3.1.4 Materials...............................................................................................................................11
3.2 Production and delivery process............................................................................................12
3.3 Forecast the expected demands..............................................................................................14
4 Managing operations....................................................................................................................15
4.1 Management Information System (MIS).................................................................................15
4.1.1. Item......................................................................................................................................15
4.1.2. Bill Of Materials (BOM).....................................................................................................15
4.1.3. Product Information Management.......................................................................................15
4.1.4. Selling order management...................................................................................................16
4.1.5. Customer..............................................................................................................................16
4.1.6. Staff......................................................................................................................................16
4.1.7. Order detail..........................................................................................................................17
4.2 Material plan................................................................................................................................18
5. Improvement......................................................................................................................................18
6. Conclusion.........................................................................................................................................20
7. References..........................................................................................................................................20
8. Contributions.....................................................................................................................................21
1 Introduction
1.1 Profile of the company

Coolmate was established in March 2019 by CEO Pham Chi Nhu. Coolmate follows
the e-commercial platform concept but there is more initiative in product sources,
production processes and centralized business enterprises. Coolmate’s operation
centers are located in Hanoi and Ho Chi Minh city.

Coolmate is a start-up that applies technology to change the traditional fashion

industry to become D2C, bringing more convenience and savings to men. Coolmate
products focus on minimalism, convenience, good quality and sustainability.

Despite being a start-up with limited capital, Coolmate has successfully overcome the
Covid pandemic and achieved a growth rate of 3.5 times compared to 2020. In
addition, Coolmate also achieved impressive achievements such as Successfully raised
capital of 500,000 USD at the Shark Tank Vietnam program and built the Share &
Care program to contribute to meaningful charity activities.

In early January 2020, Coolmate officially announced that it was chosen to receive
VC funds from 500 Startups Vietnam.

1.2 Mission, Vision

Mission: Coolmate’s mission is to make shopping easier for men. Through long
experiences and research, the brand believes by bringing their customer simplicity,
convenience, and reasonable prices is the key to the success of their mission.
Vision: Coolmate started with a vision to build a business that would utilize e-
commerce to cut costs by eliminating some of the stages of production and
distribution so that Vietnamese consumers could enjoy high-quality apparel at an
affordable price.
1.3 Product/service lines and their market contexts
1.3.1 Product lines
- As a Vietnam business, Coolmate is proud to label “Proudly Made in Vietnam” on
its tag. All Coolmate products are manufactured by skilled tailors, in standard
factories in Vietnam. With guaranteed quality and reasonable prices, Coolmate
confidently competes fairly with other domestic and foreign brands.
 Material: Coolmate keeps updating the latest material directly with a lot of yarn
suppliers in the world and receives recommendations from experts in the
industry. The raw material must go through a strict testing process before
getting into the production line. The design may look simple and minimal but
there is much more than the look. The quality is the different key.
  Fit: Because finding size through online shopping can be hard, in order to help
the customer find their suitable size, Coolmate set up a synchronized size chart
for all their products. The customer just needs to compare the measurement of
the existing item in their closet with the measurement on the size chart. As they
add a product to the cart, the other items that are suggested for them will only
come out on their size.
 Functionality: The important criteria in choosing clothes for men are
comfortability and practicality. Besides following those criteria, Coolmate also
tries to research and add more details to their product to innovate them.

Table 1 Coolmate’s product lines

No Product Types of Specification Price Image

. lines product

1 Men’s T-shirt 100% cotton, 99.000

Top fabric weight 220gsm -
thick, cool, 219.00
comfortable, suitable 0 VND
for everyday wear and
T-shirt easy to coordinate.

2 Material 50% S.Café 429.00

and 50% Recycled 0 VND
PET, suitable for
wearing to work or
going out.
Shirt
No Product Types of Specification Price Image
. lines product

3 100% Polyester 159.00

material with Mini 0-
Square weaving 179.00
technique, quick- 0 VND
Sport drying, absorbent and
shirt elastic. Chafe-Free
technology minimizes
friction during
movement from
minimized seams.
Suitable to wear when
exercising.

4 Material made from 199.00

95% Compact Cotton 0-
and 5% Spandex, soft 299.00
and smooth fabric 0 VND
surface with low fluff,
Long sweat absorption, 4-
Sleeves way stretch and limited
pilling. Suitable for fall
- winter weather.

5 Crab leg felt material is 399.00

62% Cotton and 38% 0-
Polyester, has good 439.00
heat retention ability to 0 VND
keep the body warm, is
Hoodie anti-wrinkle and has
low fluffiness, 4-way
stretch to limit
shrinkage, suitable for
winter weather.
No Product Types of Specification Price Image
. lines product

6 Men’s Shorts Material 80% Cotton,

Bottom 17% Polyester and 3%
Spandex. The fabric is
sturdy, wrinkle-free
and stretchy. The
French Terry weave
provides coolness
when in contact with
the skin, suitable for
summer, fall weather
and sports activities.

7 Pants Composed of 50%

Cotton and 50%
Sorona fiber,
breathable, cool,
absorbent and
comfortable. Has UV
protection from Sorona
fiber. Suitable for
wearing to work,
school and going out.

8 Sport 100% Polyester 279.00

pants material, good at 0-
keeping warm, 399.00
absorbent, elastic and 0 VND
prevents fading
 No Product Types of Specification Price Image
. lines product

9 Men’s Cap 100% Nylon material 139.00

accessor combined with Water 0-
y Repellent 6 waterproof 169.00
feature, breathable, 0 VND
quick-drying and
resistant to UV rays.

10 Socks Material 70% PE, 20% 99.000

Cotton and 10% -
Spandex. Stretch fabric 149.00
is more elastic than 0 VND/
cotton, absorbs and combo
wicks away sweat.

1.3.2 Service lines

Table 2 Coolmate’s service lines

Service Specification Image

name

CoolxPrint Custom t-shirt printing service in small

quantities, good quality, quick
processing and warranty.
1.3.3 Market context
Understanding the market context helps to filter out potentially troublesome trades
and enables them to find high-probability trades.
- Realizing that the fashion industry in Vietnam is dominated by fast fashion
players, young fashion brand Coolmate has found a way to make a difference
in a trend-chasing fashion industry. Coolmate's target customer base is men and
we focus on providing high quality and well-designed products for men's
wardrobes.
- Besides realizing the increasing trend of online shopping and gaining
advantages, Coolmate operates under the D2C (direct to customer) model
through its self-developed e-commerce store and has made good progress in the
sustainable development process. One benefit of buying and selling online is
that Coolmate can minimize the cost of renting premises, building and
installing equipment, maintenance costs, staff... thereby reducing costs to
produce products. The products have good quality but also have reasonable
prices suitable for the income of Vietnamese people.

Table 3 Coolmate’s market segment

Market Segment Description of the market segment

Daily Comfort This is a group of customers who prefer

simple designs and comfortable
materials that can be worn every day,
suitable for many types of daily activities
such as going to school, work, going
out,...

Office Man This is a group of customers who go to

work and want to wear more elegant
clothes suitable for the company
environment.

Sport This is a group of customers who

regularly exercise and exercise. Their
needs are comfortable, quality fabrics
that are airy, absorbent, and stretchy.
 2 Operational issues and risks facing the company

Table 4 Coolmate’s Operational issues and risks

Issues/Challenges/Risk Categories Sources of Impact Probability Measures to address the risk

risk
Intense competition with Operation Brand Reduce market High - Invest in R&D to always improve product quality
other sustainable fashion competition share, and create new products that attract more buyers.
brands for men such as competitive - Organize customer feedback surveys to understand
OWEN, 4MEN, price and service their needs.
YAME,... quality, reduce - Create good marketing campaigns combined with
sales and environmental protection.
revenues - Continuously train staff to restore good service and
good shopping experience.
Changes in shopping Operation Market Reduce online Medium Stay updated to latest shopping trends, changes in
trends, economic factors, change shopping policies and regulation
trade policies and demands  diversifying product and service production in
regulations order to quickly adapt to new changes
 Building strong connections with suppliers
and loyal customers
Changes in price of the Financial Suppliers If we do not Medium - Sign a long-term contract with the supplier, renew
raw materials change the price the contract soon if you do not want to find a new
then the profit supplier
will decrease. Monitor and analyze exchange rate fluctuations to
But if we raise minimize currency risks
the price, it can - Implement optimization measures to manage
Issues/Challenges/Risk Categories Sources of Impact Probability Measures to address the risk
risk
impact on the production efficiency
customer
psychology
Disruption of the supply Operation Suppliers Delay in Medium - Diversifying supply partners
chain transportation production - Build strong connections with the supplier and
processes, continuously communicate with them to stay update
increase in costs about their performance.
and impact on - Buying raw materials for storage
the customer
satisfaction
Website damages Operation Operation Reduce Medium - Training a good IT team to always be on duty to fix
customer visits, web errors at any time
customers have - Update high-level cybersecurity tools an measures
problems when to strengthen website security to protect customer
shopping and information
paying online
3 Managing Product
3.1 Product Design
3.1.1 Appearance
There are many products from Coolmate (Table 1), but we would like to focus on just
one product Essential Men's Hoodie Cotton Fabric Fashionable.

Figure 1 Essential Men's Hoodie Cotton Fabric Fashionable

3.1.2 Function
Table 5 Coolmate’s Hoodie components and their functions

No Component Function

1 Hood A key feature of a hoodie provides protection

and warmth for the head, neck, and ears. It can
be adjusted with drawstrings to tighten or loosen
the fit.
2 Body The main structure or foundation of the garment
provides coverage and warmth to the upper
body. It offers a relaxed or loose fit for comfort
and ease of movement.
3 Kangaroo Pockets Located at the front of the hoodie and serve as a
convenient storage solution. They allow the
wearer to keep their hands warm or store small
items like keys, phones, or wallets.

4 Ribbed Cuffs Typically made of elasticized or ribbed fabric,

serve to keep the sleeves in place and prevent
them from riding up. They offer a snug fit
around the wrists, helping to retain warmth.
5 Ribbed Hem Similar to the ribbed cuffs, provides a snug fit
 No Component Function

around the bottom of the hoodie. It helps to keep

the garment in place and prevents cold air from
entering, contributing to overall warmth and
comfort.

6 Sleeves Cover the arms and provide additional warmth.

They allow for freedom of movement and
contribute to the overall style and functionality
of the garment.
7 Drawstring Located at the hood's opening and allows the
wearer to adjust the tightness of the hood. It
helps to secure the hood in place and provides a
customizable fit for added comfort and
protection.

8 Thread While not a visible component, thread is an

essential part of the construction of a hoodie. It
is used to stitch the various fabric panels and
components together, ensuring durability and
structural integrity.

3.1.3 Packaging
Coolmate Premium Fashion Box
At Coolmate Packaging, we understand the importance of protecting your products
during transit and storage. Our carton boxes are designed to provide excellent
structural integrity and durability, ensuring that your goods remain safe and
undamaged throughout the entire supply chain. Our carton boxes are customized to
showcase our brand logo, colors, promote brand recognition, and enhance the overall
presentation of your products. Moreover, by choosing our carton boxes, you can
contribute to reducing your carbon footprint and aligning your brand with
sustainability practices.
- Features: Corrugated Carton, Black and White, Offset Printing
- Style: Clasp Closure Box
- Sizes: Various sizes available
- Description: The packaging box is printed by multiple manufacturers with
relevant information regarding the sender, recipient, waybill number, delivery
date, COD amount, and status of the goods.
3.1.4 Materials
Table 6 Essential Men's Hoodie’s materials
3.2 Production and delivery process

Figure 2 Coolmate’s production and delivery process

Initially, customers search for a seller, the sales department will approach and
persuade customers to make a purchase. When customers place an order with
Coolmate, the sales department will create an order, receive customer information,
and order details. Based on the information and requirements provided by the
customer, Coolmate's sales department will check the inventory.
 If the product is "Available," the sales department will transfer the product to
the carrier or shipper for shipping.
 If the product is "Unavailable," the sales department will place an order with
the manufacturer. The manufacturing department receives the order from the
sales department. Then, the manufacturing department will check the raw
material inventory.
o If the raw materials are "Available," the manufacturing department will
make the product.
o If the raw materials are "Unavailable," the inventory management
department will place an order with the supplier. After receiving the raw
material order, the supplier will transport it to the manufacturing
department. Upon receiving the materials from the supplier, the
manufacturing department will make the product.
After making the product, the manufacturing department continues to inspect
and assess the product's quality.
o If the product meets the quality standards, it proceeds to the Packaging
stage.
o If the product does not meet the quality standards, it goes back to the
Make Product stage for further processing until it passes the quality test.
Then it proceeds to the Packaging stage.
After packaging, the product will be handed over to the sales department for
delivery to the carrier or shipper.
The shipper will deliver the product to the customer. Upon receiving the product, the
customer will inspect its quality.
 If the customer is "Satisfied," they will proceed with the payment.
 If the customer is "Not satisfied," the customer care department will receive
feedback and complaints from the customer. They will analyze the issues and
provide solutions. The process continues until the customer is satisfied, and
then the payment is made.
3.3 Forecast the expected demands

Figure 3 Coolmate Revenue 2019-2022 and Forecast 2023 (source: Cafef.vn)

Based on historical data, we will forecast customer demand for the next year 2024. By
using last year's sales growth, we calculated the revenue of Coolmate in the next year.
From the results obtained and based on the weather and seasonal climate
characteristics of three regions of Vietnam, we forecasted the demand of Coolmate
hoodie each month.
Table 7 Forecast Hoodie Demand for 2024
4 Managing operations
4.1 Management Information System (MIS)
4.1.1. Item
Table 8 Coolmate Hoodie Item

4.1.2. Bill Of Materials (BOM)

Table 9 Bill of Materials of Coolmate hoodie
4.1.3. Product Information Management
Table 10 Product Information

4.1.4. Selling order management

Table 11 Selling order management

4.1.5. Customer
Table 12 Customers bought products
4.1.6. Staff
Table 13 Staff of Coolmate

Figure 4 Organizational Structure

4.1.7. Order detail
Table 14 Order detail

4.2 Material plan

We want to produce 3 sizes (S, M, L), so that we demand for 3 sizes of sheet of cotton
fabrics which are 4000 cm2. 5000 cm2, 6000 cm2 with quantity of 100, 200, 150
respectively. Our supplier gives us a standard size is 10000 cm2. So we have
calculated a effective solution to minimize the waste, which is shown below:
Table 15 material plan

Table 16 process alternatives

5. Improvement
Topic 2: What are the factors affecting scheduling management of a firm?
- Definition of Scheduling management of a firm: Scheduling management
refers to the process of planning, organizing, and controlling the timing and
sequence of activities within a project, operation, or business. It involves
creating a timetable or schedule that outlines when specific tasks or events will
occur, how long they will take, and the resources required. Scheduling is a
critical aspect of project management and operational planning, helping
 organizations optimize their resources, meet deadlines, and achieve their
objectives efficiently.
- Scheduling management in a firm can be influenced by various factors. Here
are three key factors that can affect scheduling management:
o Resource Availability Policy:
To ensure effective schedule management, resource management plays a pivotal role.
Shortages in skilled personnel, equipment malfunctions, or conflicts in facility usage
can adversely impact the planned schedule. Improvement strategies involve
implementing efficient resource management systems for tracking resource
availability and intelligent resource allocation. Additionally, regular equipment
maintenance is crucial to prevent unforeseen breakdowns, and cross-training
employees helps mitigate the impact of skill shortages.
Coolmate makes sure everything runs smoothly with its Resource Availability Policy.
This plan covers different areas like staffing, keeping track of items, using technology,
handling deliveries, helping customers, and advertising. They focus on training staff
well and talking openly in the team, using smart systems to manage their products,
and making sure their equipment doesn't break unexpectedly.

Coolmate invests in a strong website, partners with reliable delivery services, and
plans ahead for any issues that might happen with the delivery process. They put a lot
of effort into helping customers, with well-trained staff and chatbots to quickly solve
problems. In their ads, Coolmate plans promotions based on what they think people
will want, and they use data to manage the number of people visiting their website.
o Market Demand and Customer Priorities Policy:
Adapting to customer needs and market dynamics is paramount in schedule
management. Changes in customer orders, urgent requests, or shifts in market demand
necessitate flexibility in scheduling. Fluctuations in demand may require adjustments
to production or service schedules, and a failure to promptly respond to changes in
customer priorities can lead to missed opportunities or excess inventory. Improvement
strategies include employing agile scheduling practices for quick adjustments based
on customer demand, establishing clear communication channels with customers to
anticipate changes, and utilizing forecasting tools for better predicting market trends.
Coolmate really cares about being flexible and putting customers first, they can
quickly change things based on what customers want, They make sure to talk clearly
with customers to figure out what they like or if they need something urgently.
Coolmate also uses smart tools to predict what people will want in the future.
o Technology and Software Systems Policy:
The effective use of technology and software systems is critical for schedule
management. The efficiency of scheduling tools, software reliability, and integration
with other business processes can significantly impact scheduling efficiency. Outdated
or inadequate scheduling software may result in errors, miscommunication, and
inefficiencies. The lack of integration with other systems can lead to data silos and
difficulties in coordinating various aspects of the business. Improvement strategies
encompass investing in modern scheduling software with advanced features such as
real-time updates, automation, and integration capabilities. Ensuring user-friendly
scheduling tools that provide clear visibility into ongoing projects is essential.
Integration of scheduling software with other relevant business systems, such as
inventory management or CRM, is recommended for seamless information flow.
Coolmate uses smart technology and software to manage our schedules effectively.
We invest in modern scheduling tools that provide real-time updates and automate
tasks, making things easier and less prone to mistakes. CoolMate also connects our
scheduling software with other important systems, like inventory and customer
management, to ensure smooth information flow. By keeping things user-friendly and
integrating different aspects of our business, we provide a modern and efficient online
shopping experience for guys who love fashion.

6. Conclusion

Through this report, managers can better understand Coolmate company as well as
product manufacturing processes, product management and other issues in the
company's management system. Coolmate, under methodical and systematic
operations management, has been operating smoothly and achieving much success. At
the same time, managers will also observe challenges and risks that Coolmate may
encounter to prepare solutions to resolve them. Thanks to this report, we can have the
most general view of Coolmate's operating system to organize the supply chain and
manage inventory in the most effective way.

7. References

1. Túc, T. (2023) Coolmate Sau Làn ‘gió đông’ TỪ shark bình: Tăng Trưởng
bằng Lần Mỗi Năm dù đánh Cùng Ngách Với Uniqlo, Zara..., Doanh SỐ 2023
dự đạt 500 tỷ, Kênh thông tin kinh tế - tài chính Việt Nam. Available at:
https://cafef.vn/coolmate-sau-lan-gio-dong-tu-shark-binh-tang-truong-bang-
lan-moi-nam-du-danh-cung-ngach-voi-uniqlo-zara-doanh-so-2023-du-dat-500-
ty-20230126144059952.chn (Accessed: 27 December 2023).
2. (No date) Áo Hoddie Nam CÓ mũ trùm classic thời trang - coolmate. Available
at: https://www.coolmate.me/product/ao-hoodie-nam-co-mu-trum-classic
(Accessed: 26 December 2023).
3. Tú, A. (2020). A Brand’s Story: Coolmate — A Smart Solution For The Male
Wardrobe. [online] Vietcetera. Available at: https://vietcetera.com/en/a-brands-
story-coolmate--a-smart-solution-for-the-male-wardrobe.
 4. ‌Coolmate. (n.d.). CEO sáng lập Coolmate Phạm Chí Nhu: Câu chuyện về
startup triệu đô. [online] Available at: https://www.coolmate.me/post/CEO-
Coolmate-la-ai.
5. ‌Coolmate. (n.d.). Câu chuyện về Coolmate. [online] Available at:
https://www.coolmate.me/cau-chuyen-ve-coolmate.

8. Contributions
Name Works Percentage of contribution
Do Quynh Trang Part 1: Introduction 33.33%
Part 2: Operational Issue and
Risks facing the company +
Conclusion
Nguyen Yen Nhi Part 3: Managing Product 33.33%

Ta Phuc Thanh Part 4: Managing Operations 33.33%

Part 5: Improvements
Total 100%