proposal of purchase & store management psms
TRANSCRIPT
Proposal of Purchase & Store Management System(PSMS)(A conceptual Idea )
February 28
2011
ForBCMCL (Barapukuria Coal Mining & Company Limited.) (A Company of Petrobangla)
Submitted By:
48, New Market, 1st FloorRajshahi-6100Contact # Mobile: 01710 94 64 28 | 0175 000 28 97
Email: [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
1. Software Designing With Client Server interface
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 2 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
INDENTING
DEPARTMEN
T
VENDORS
P U R C H A S I N G
P U R C H A S I N G
Store Departme
nt
Store Departme
nt
Packing Slip, Invoice, etc.
Send Copies of PO, Clearance Certificate,
Invoice, Receiver Report, QC Report To Account Payable Department
Requisitio
n
PO
PO, Packing Slip, Invoice,
Receiver Report, QC Report
PO
Goods
PO
QC
Requesting For Quality
Check Receiving Bay
Goods
QC Report
Requesting a Report Of the Required Goods in a specific format
HRMIS
Proposal of Store Management System (SMS) for BCMCL
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 3 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
Indenting Department
Requisition
S T O R E
Requesting a
Report of the
Required Goods in
a specific format
P U R C H A S E
Dept.
P
HRMIS
Proposal of Store Management System (SMS) for BCMCL
Store Information
Supplier Information (From Purchase Supplier Table)
Unit Information
Material Information
Local Purchase Order (LPO)
Foreign Purchase Order (FPO)
Invoice Information
Purchase Order Information (Local)
QC Sheet Information (Local)
Rejected Material Record
Material Receiving Report (MRR)- Local
Purchase Order Information (Foreign)
QC Sheet Information (Foreign)
Material Receiving Report (MRR)- Foreign
MRR (Cash Purchase)
Store Requisition – SR
Material Location Chart
Material Stock Level
Procurement & Consumption Rate
KARDEX
Scrap Receiving Memo – SRM
Scrap Requisition From
Scrap KARDEX
Scrap Report
Annual Report
Daily Report or Day to Day Report
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 4 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
Supplier Details Information
(ID, Name, City, State, Country, Contact Number, Fax, email, web address
etc.)
Product Catalog
(ID, Name, Type, Description, Drawing No. etc.)
MRP (Material Requirements Planning) Analysis Report
Purchase Order Information
(Supplier ID, Name, Lead Time, Qnt., Price, Place of Delivery etc. )
Requisition Information and Priority
(ID, Dept., Line#, Item, Qnt., Item Dsc., Delivery Date, Delivery Priority ,
Etc.)
Shipment Information
(ID, OP, Pick up Location, Load and departure time, weight, # of Packages,
Transport Mode, Freight Charges etc. )
Supplier Performance Report (Auto Generated )
– Such Lead Time Promised, exponential Avg. day late, % of rejected for
damages or poor quality etc.
Others Required Report or System. (My Vary to organization to
organization )
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 5 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
Client 1 8Client 1 8Client 1 8
Client 1 8Client 1 8
Client 1 8Client 1 8Client 1 8
SERVER
HRMIS
Proposal of Store Management System (SMS) for BCMCL
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 6 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
System Analysis of Purchase and Store Management System
At present, BCMCL inventory operations are done manually by the user. For
keeping a track of the equipments ordered, received & delivered to specific
indent. Records of the customers, stock information, roll out information
and customer invoicing information etc. is also maintained in this system.
This system in general reveals all information on type of equipments
ordered for specific indent, record of equipments which are received based
on what was ordered, order processing details for e.g. - details of indenting,
purchase order & the equipment dispatch details, scarp information,
KARDEX information, Product consumption report in period basis, Product
specification, product drawing, shipment details, lead time, MRP(Material
Receiving Report), estimation, supplier performance report, Market
analysis report and invoicing details based on each indent.
All these information are vital for the company. The reports are also
included to this system on each transaction made. The reports are to be
also made manually by the user which is a very tedious task. In addition,
they had to enter all the details of raw materials into the tables to get to a
conclusion whenever needed.
Moreover, in order to get a clear conclusion the user had to make reports on
each and every category of the equipment, which means creating different
individual reports for that particular category. In the existing system, the
user also had to make entries in as many tables as possible. If any
modification is to be made, it becomes tedious and cumbersome process,
which takes a lot of time and energy.
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 7 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
Drawbacks of Existing System
The system is manual and very tedious to maintain and make reports since
all the data are stored in document form/files/registers. And being an
organization where all the details have to be kept confidential and so
maintaining them will be very risky. And to get the details of an indents or a
particular indent like PO, dispatch, supplier, or equipment details, we have
to search through the entire files and registers to get that particular detail.
The following are the lists of drawbacks:
• All are written document.
• The data stored in the document are not reliable.
• Reports are not sufficient and are very complex.
• Redundancy (Unstructured, Unnecessary, Mixed etc.) of data.
• Storing and retrieval of information is time consuming.
• Verification of data is tedious.
• Large volume of data cannot be maintained efficiently.
• Maintaining all the record in an orderly manner is a difficult task.
• Since all the details are stored in files & registers, which are not
computerized, it occupies a voluminous area.
• It is difficult to manually search for a particular item to obtain
information about them.
• Slow responding of the information registers.
• Very difficult to verify the stock label.
• And many more important quarries would very difficult to be made
and sometimes it is impossible.
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 8 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
Proposed System
In this phase, the concepts associated with the system will be analyzed and
how they are implemented in the project is dealt with. In this, the existing
system should studied thoroughly, the problem and the requirements
should identified, alternative solutions will be analyzed and the best solution
among them be selected.
Advantages of the Proposed System
The proposed system has been designed to eliminate the major
disadvantages of encountered in the existing system. There is no room for
errors in the proposed system. The error checking should be dealt
efficiently. The errors that could happen during date entry are also informed
to the user. At important point of the data entry, it has been ensured that
only valid data can be entered. Get easily many more sophisticated reports
with the complex quarries.
The proposed system will be designed in such a way to attract user by
being user friendly. With the key options in the data entry form and the
report generation, it helps the user & does not make him feel tedious
anymore.
This system give you an enormous flexibility to meet you demand with lots
of reports, and fully automations operation, it handled details of indenting
information, purchase order & the equipment dispatch details, supplier
details, scarp information, KARDEX information, Product consumption report
in period basis, Product specification, product drawing, shipment details,
lead time details, MRP(Material Receiving Report), estimation, supplier
performance report, Market analysis report, invoicing details and many
more which gives an organization completely complex free operation and of
course saving lots of time consuming.
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 9 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
Goals of proposed system
1. Planned approach towards working:The working in the organization will be well planned and organized. The data will be stored properly in data stores, which will help in retrieval of information as well as its storage.
2. Accuracy: The level of accuracy in the proposed system will be higher. All operation would be done correctly and it ensures that whatever information is coming from the center is accurate.
3. Reliability:The reliability of the proposed system will be high due to the above stated reasons. The reason for the increased reliability of the system is that now there would be proper storage of information.
4. No Redundancy: In the proposed system utmost care would be that no information is repeated anywhere, in storage or otherwise. This would assure economic use of storage space and consistency in the data stored.
5. Immediate retrieval of information: The main objective of proposed system is to provide for a quick and efficient retrieval of information. Any type of information would be available whenever the user requires.
6. Immediate storage of information: In manual system there are many problems to store the largest amount of information.
7. Easy to Operate: The system should be easy to operate and should be such that it can be developed within a short period of time and fit in the limited budget of the user.
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 10 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
Developing Solution Strategies
The proposed system is completely menu driven. Input screens are properly
arranged & designed in such a way that the user does not feel complicated
at any stage of using this system. Therefore it is very easy for the end users
to work with such a system. Data fields are in the normalized form thereby
avoiding data redundancy.
Implementation Procedure
MTechnology is designing a Purchase & Store Management System
(PSMS) for BCMCL. It requires an enormous effort in preliminary
requirement specification and design before the actual software
development starts. We divide the implementation into the following
definite phase.
• Requirement Specification
• System Architectural Design
• Object Design
• Module Development
• Integration
• System Testing and Trial Run
• User and Administrative Training
• System Signoff
• Maintenance (OP)
Requirement Specification
In this phase a team from both the client and vendor will carry out a detail
study on the exact procedure and requirement of the entire system. The
goals of this phase will be to extract
• Processes related to the system
• Entities related to the system
• Interaction among processes and entities
• Desired interface between processes and entities
• Desired management output requirement
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 11 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
System Architectural Design
This phase is the direct decomposition of the Requirement Specification
phase.
• Module internal process design, data structure and data flow
• User interface format and conventions
• Report design and structure
Object Design
This phase will act upon the module level design (package design) generate
from the earlier phase.
• Business Logic behind each module
• Command flow among objects
• Database schema, replication and sizing specification
• Database objects like table, views etc. specification
Module Development In this phase each module will be developed as per system design report.
Module validation, verification and unit testing will be integrated into the
development process.
Integration
At this phase modules developed so far will be integrated according to the
subsystem specification described in the system design report.
System Testing and Trial Run
After the integration is complete, the system will go through site testing
through trial run. Both the vendor and client will actively take part in this
trial run and accurate testing. The following objects will be achieved
through this phase
• Bug checking and bug fixing
• Finalization of technical documentation
• Finalization of user materials (manuals, help files etc.)
• Future enhancement exploration
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 12 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
• Staff and management acceptance and adaptation with
new system
User and Administrative Training
In this phase training will be provided to three levels.
• Management training to Purchase & Store personnel
System Signoff
This phase is the final of the development phase where the system is fully
hand over to the client.
Maintenance & Enhancement
This is an optional phase. If BCMCL is willing (which is highly
recommended) they can enter a per call maintenance contract with the
MTechnology. The maintenance contract will ensure further modification
and enhancement of the system, which the MTechnology does in process
of his product enhancement or the client feels necessary.
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 13 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
Implementation Timeline
Total project timeline from Requirement specification to System Signoff is
168 days. Here is a summary.
Phase
Serial
Phase Name Weeks Required
1 Requirement Specification 2
2 System Design 4
3 Object Design 4
4 Module Development 6
5 Integration 4
6 System Testing and Trial
Run
3
7 User Administrative
Training
1
8 System Signoff
Total Duration In Weeks 24
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 14 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
2. Analyzing & Preparing Various Relevant Past (2005-2009) Information of Purchase & Store Department
For generating lots of reports and fully automations operations, from the
very beginning to use this system more than 5000 (Five Thousand)
product information and relevant information (Previous) should be
collected. Such as –
Indenting and requisition information
Purchase order & the equipment dispatch details
Quotation information
Supplier details
Scarp information
KARDEX information
Product consumption report in period basis
Product specification
Product drawing
Shipment information
Supplier lead time details
MRP (Material Receiving Report)
Estimates
Supplier performance report
Market analysis report
Invoicing details
Tender Information and many more
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 15 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
3. Client Server Installation
The client-server model has become one of the central ideas of network
computing. Most business applications being written today use the client-
server model so as PSMS. Server was another computer that can participate
in a client/server network, as opposed to a peer-to-peer network. A server is
used to hold resources and items that other computers would need:
In most cases, a client-server architecture enables the roles and
responsibilities of a computing system to be distributed among several
independent computers that are known to each other only through a
network. This creates an additional advantage to this architecture:
greater ease of maintenance. For example, it is possible to replace,
repair, upgrade, or even relocate a server while its clients remain both
unaware and unaffected by that change. This independence from change
is also referred to as encapsulation.
All the data is stored on the servers, which generally have far greater
security controls than most clients. Servers can better control access and
resources, to guarantee that only those clients with the appropriate
permissions may access and change data.
Since data storage is centralized, updates to that data are far easier to
administer than what would be possible under a P2P paradigm. Under
P2P architecture, data updates may need to be distributed and applied to
each "peer" in the network, which is both time-consuming and error-
prone, as there can be thousands or even millions of peers.
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 16 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]
HRMIS
Proposal of Store Management System (SMS) for BCMCL
Many mature client-server technologies are already available which were
designed to ensure security, 'friendliness' of the user interface, and ease
of use.
It functions with multiple different clients of different capabilities.
4. Conclusion
This digital system helps to perform all the transactions of an Inventory
system for the organization in a smooth and effective way. It takes care of
all the transactions of an Inventory system for an organization and capable
to provide easy and effective reports related to the organizational activities
through Inventory Management System. It generates many essential
reports which may vary to organization to organization.
Real Time Transactions based system assures that the integrity of the data,
especially in a multi-user situation.
As a result using this system Organization’s Operations will become hassle
free and lots of Reports will enhance the overall performance.
MT e c h n o l o g y, 48 New Market, 1st Floor, Rajshahi-6100 17 | P a g e . Contact : 01710 94 64 28 | 0175 000 2897 | Email : [email protected]