ASSIGNMENT NO.

INFORMATION AND COMMUNICATION

TECHNOLOGY

(SESSION 2018‐2022)

SUBMITTED TO:

DR. JAHANZAIB SULTAN

SUBMITTED BY:

DANISH SAJJAD (Roll # 19335), ZAIN UL SAAIMEEN (Roll #

19328), MUHAMMAD AHMAD (Roll # 19332), MUHAMMAD
UMAIR YOUNAS (Roll # 19321), ABDUL QADEER (Roll # 19346).

Class BBA EVENING (C)

Department of Lyallpur business school

Government College University Faisalabad.

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1. INTRODUCTION.
 PURPOSE:
We select “DAQUZ MILK & DAIRY FARM” to design its management information system
and the purpose of this project is to know the practical designing of information system that is
used in dairy forms.

 HISTORY:
“DAQUZ MILK & DAIRY FARM” was established in 1999 in Gujranwala.

It is located near the HBL Bank, College Road, Alam Chowk, Gujranwala.

It was started with the investment of 12 million, with more than 25 employees.

 VISION:
“Our goal is to provide the good quality of products made by milk or to make them satisfied or
providing them the necessities at a reasonable price”.

 MISSION:
“Providing the best quality of the milk and milk made products for the purpose of getting
customer loyalty”.

2. NEEDED FROM DATA BASE MANAGEMENT SYSTEM

(DBMS)?

Following items are needed from DBMS:

 Queries about record.

 Employee’s record.
 Customer invoice.
 Furniture record.
 Depreciation record.
 Sales record.
 Billing & expenses record.

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3. DEPARTMENTS.
1. Human Resource Department.
2. Finance Department.
3. Manufacturing/production Department.
4. Inventory/stock Department.
5. Sales Department.

1. HUMAN RESOURCE DEPARTMENT.

Human resource department is responsible for finding, screening, recruiting, training and
maintaining job applicants as well as administrating benefit programs.

 EMPLOYEE RECORD:
It contains name, ID, address, date of Joining, experience, date of Birth, qualification, photo etc.

 RECRUITMENT:
Recruitment process includes analyzing the requirements of job, attracting employees for that
job, screening and selecting applicants, hiring and integrating the new employee to the
organization.

 COMPENSATION AND BENEFITS:

Compensation refers to give something in monetary terms. Employees today are not willing to
work only for cash alone, they expect “extra”. This extra is known as employee benefits. For
example, health benefits etc.

2. FINANCE DEPARTMENT.
Finance department is responsible for managing money. It is responsible for managing financial
and accounting affairs including preparation and presentation of appropriate accounts.

 PAYROLL:
The total sum of money that a business must pay to its employees for a set period of time or on a
given date.

 PAYMENTS:
If an organization take loan to raise the finance then organization has to repay that amount of
loan and salaries of employees and other expenses.

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 FINANCIAL REPORTS:
Set of documents prepared by the organization. It records all the financial activities of a business.

3. MANUFACTURING/PRODUCTION DEPARTMENT.
Manufacturing department is responsible for extracting the milk and make different products
from milk and packing them and make milk and milk based products ready for sale. Following
are the products:

1. Yogurt.
2. Desi ghee.
3. Butter.
4. Cheese.
5. Khoya.

4. STOCK/INVENTORY DEPARTMENT.
Inventory department is responsible for overseeing, controlling of the ordering, storage and use
of components that a co. will use in the production of items it will sell as well as the overseeing
and controlling of finished products for sale.

 INVENTORY LEVELS:

Plan to receive the inventory as they are needed.

 ORDER PLACING:
If status of inventory is negative then purchase requisition is made to purchase department.

 STOCK CONTROL:
Control the quantity of stock received. It enables the business to have what it needs, and when it
needs, efficiently storage, production and distribution of business inventory.

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5. SALES DEPARTMENT:
Sales department of “DAQUZ MILK & DAIRY FARM” is responsible for selling goods of all
kinds.

 POINT OF SALE:

Point of sale (POS) is a place where sales are made. It is Also known as point of purchase. It is
place where a customer makes a payment to the merchant in exchange of goods and services.

 INVOICING:

Preparation of invoice for the sale of goods and services.

 DISCOUNTING:

Discount offer on sale price called discounting

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4. FLOW CHARTS.
1. HUMAN RESOURCE DEPARTMENT.

 EMPLOYEE RECORD:
The HR department maintains the following items about employee such as, employee ID, weekly
pay, and overtime pays, deduct taxes, issue paycheck etc.

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 EMPLOYEE COMPENSATION AND BENEFITS:
Compensation and benefits (C&B) is a sub-discipline of human resources, focused on employee
compensation and benefits policy-making. While compensation and benefits are tangible, there
are intangible rewards such as recognition, work-life and development. Combined, these are
referred to as total rewards. The term "compensation and benefits" refers to the discipline as well
as the rewards themselves.

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 RECRUITMENT:
First we check whether we need employees if we need then we will check which department
needs employees. After this we will give advertisement, and then we will receive applications
from applicants. Then we will check whether these applicants are suitable for job or not. If
employees are not suitable for job, we will give thanks letter to him and employees who are
suitable, we will apply selection criteria on them, take interview and then provide job offer and
send letter by mail.

A Recruitment process flowchart template to visualize your hiring process. Because many parties
are involved in the recruitment and selection process it is important to visualize and document it.

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2. FINANCE DEPARTMENT:
 PAYROLL:
Well, payroll can mean a few different things:

 Payroll refers to the employees you pay, along with employee information.
 Payroll is also the amount you pay employees during each pay period.
 Or payroll can refer to the process of actually calculating and distributing wages and taxes.

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 PAYMENTS:
First we will check the status whether payment is in cash form or payable to bank. If payment is
in cash then cash will be paid. And if payment is either payable through bank or by cheque, we
will present the cheque in front of bank. And if it is payable online, we will deposit the amount
in a particular account.

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 CASH COLLECTION:
First we will check whether we receive cash from sale or others. In both we will receive invoice
and then check its status and made verifications whether it is cash invoice or credit invoice. If it
is cash invoice, we will receive cash and that’s it. If it is credit invoice then we will check its
date, if date becomes mature, we will send it for collection and receive cash. If date does not
mature/premature then we will hold it till maturity.

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 FINANCIAL REPORTS:
We will record transactions in the following manner, i.e. first we will record an economic
activity, verify it with record and then classify it first in journal/general, then posting in ledger,
then trial balance preparation, and then made adjusted entries and adjusted trial balance
preparation, then income statement, then cash flow statement, and finally balance sheet will be
prepared.

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3. MANUFACTURING/PRODUCTION DEPARTMENT.
The implementation of strategies to improve and strengthen milk process optimization is of vital
importance. The rapid deterioration of milk products forces dairy processors to critically
optimize and plan their production schedules.

The milk proteins contain the nine essential amino acids required by humans, making it an
important human food. The caseins are easily digested, while the whey proteins are relatively
less digestible in the intestine.

 MILK PROCESSING:
Milk arrives at the milk dairy processing plant over the weighbridge and the weight of milk is
automatically recorded. At the same time, data from an on-board computer is downloaded
wirelessly to a data capture system, which holds the records of the temperature and volumes of
milk collected from each farm. The temperature should be at 4–6°C. Milk samples using sterile
containers are collected automatically from each supplier at source and are delivered to a
laboratory technician for detailed analysis. Milk that deviates in composition, taste, and smell
from normal milk receives a lower quality rating. The technician also takes a composite sample,
from each compartment in the refrigerated truck, which is compartmentalized to reduce sloshing
of the milk. The samples from each compartment are tested for acidity, antibiotics, added water,
fat, and protein content. These analytical tests and methods are determined by international
standards.

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 DAIRY PROCESSING STAGES:
The raw milk in the milk container truck, having passed the preliminary analytical tests, proceeds
to whole milk intake bays and the milk hoses are connected up by the driver. The milk is pumped
into bulk storage tanks called milk silos (capacity can be up to 300,000 l, plus). The driver enters
the trucks identification number on the pump’s control panel or uses a key fob (a passive
wireless electronic device that usually uses radio frequency ID technology) to start pumping into
the whole milk silos. Unloaded milk is cooled automatically to 4–6°C with a heat plate
exchanger (HPE) while pumped into the silo. The offload time and setup time taken to couple
and decouple the milk intake hoses are areas where processing monitoring can be implemented.
The pumping time can be variable, indicating performance specific to each pump and the flow
rate represents a reasonable performance indicator. Other significant factors that can influence
pumping time include the volume of milk in the receiving silo, the number of bends and valves
in each pipeline, and the associated backpressure variations. At milk offload, process
optimization can be achieved by ensuring pumps are working effectively, efficiently, and
planning truck supply due to intelligent time slot management.

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4. INVENTORY DEPARTMENT:
 INVENTORY LEVEL:
We will check the status of inventory level, whether positive or negative. If positive then, we
will indicate to sales department to take action. If negative, indications will be given for
purchases and actions.

 STOCK CONTROL:
When we received goods from supplier, we will check whether goods are packed or not. If goods
are packed then we will give item code and then issue items to sales department. If goods are
unpacked, first we will pack items, and then give item code and then issue to sales department.

First we will check the status whether positive or negative. If positive, then hold the stock. If
status is negative then we will generate purchase requisition to purchase department. Purchase
department will get the approval from head office, then place order to supplier. When purchase

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department receive goods, then goods delivered to inventory department and payment will be
made to supplier.

5. SALES DEPARTMENT:
 POINT OF SALE:
At the POS a user is provided with various controls to effect and keep track of sales. Some of the
controls include a sales counter to keep track of the day’s sales while business is going on and
the shopping list which temporally holds the list of items a customer wishes to purchase. The
diagrams below show a use case of making a sale and restoring a sold item.

 INVOICING:
In invoicing process, customer arrives at counter with products, merchant will scan the barcode
of all products, then receive total amount from customer. If there is discount on products, then
deductions will be made and give change to customer, then generate invoice, and then issue
receipt to customer. If there is no discount, then no deductions.

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 DISCOUNTING:
In discounting when customer arrives at counter, the person who generate invoice will check the
membership of customer. If customer has a membership card then deductions will be made and
Then issue invoice. Then issue invoice.

5: ENTITIES AND ATTRIBUTES:

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 ENTITIES:
Entity is a person, place or thing about which data can be collected.

 ATTRIBUTES:
Each entity is made up of a no. of attributes which represent that entity.

1. EMPLOYEE:
Employee ID (primary key)
Employee name,
CNIC No,
Father/Husband name,
Gender: Male/Female,
Marital status: Married/Unmarried,
Date of birth,
Date of Joining,
Qualification,
Past Experience,
Employee Photo,
Copy of CNIC,
Designation,
Contact no: Mob/Res
Address: Permanent address & temporary address, Email Address.

2. CUSTOMER:
Customer ID (primary key)
Name,
CNIC,
Category: Walking, Member,
Account No,
Address: Permanent/Temporary address, Contact no: Mob/Res.

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3. Sales invoice:
Invoice No. (Primary key)

Item Name,
Customer Name,
Date,
Time,
Quantity,
Price,
Total.

4. FURNITURE RECORD:
Item Code (primary key)
Name of Item,
Quantity,
Price of Item,
Date of Purchase,
Type of Equipment Depreciation.

5. SUPPLIER:
Supplier ID (primary key)
Item Name,
Category,
From,
To,
Local purchase/Outlet
Contact no: Mob/Res.

6. PRODUCT:
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Item code (primary key)
Item name,
Vendor,
Manufacturer,
Quantity,
Category,
Sub Category,
Date of Purchase,
Expiry Date,
Per Unit Price.

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