Proposal of Purchase & Store Management System(PSMS)

(A conceptual Idea )

February 28

2011

For

BCMCL
(Barapukuria Coal Mining & Company Limited.) (A Company of Petrobangla)

Submitted By:

48, New Market, 1st Floor Rajshahi-6100 Contact # Mobile: 01710 94 64 28 | 0175 000 28 97 Email: dipu_raj04@yahoo.com

Proposal of Purchase & Store Management System (PSMS) for BCMCL

1. Software Designing
With Client Server interface

MT e c h n o l o g y, 48 New Market, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) for BCMCL

Indenting Department

PURCHASE Dept.

Requesting a Report of the Required Goods in a specific format

Requisition
PO

STORE

MT e c h n o l o g y, 48 New Market, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) 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 Scrap Requisition From Scrap KARDEX Scrap Report Annual Report Daily Report or Day to Day Report SRM

MT e c h n o l o g y, 48 New Market, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) 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, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) for BCMCL

Client 1 8

Client 1 8 Client 1 8

SERVER
Client 1 8 Client 1 8

Client 1 8

Client 1 8

Client 1 8

MT e c h n o l o g y, 48 New Market, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) 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 entriesin 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, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) for BCMCL

Drawbacks of Existing System

The system is manual and very tedious to maintain and make reports since a the data ll 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, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) 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 requ irements 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, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) 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 highe All operation r. 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 reliab ility 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, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) 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, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) 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 Staff and management acceptance and adaptation with new system

MT e c h n o l o g y, 48 New Market, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) for BCMCL

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, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) for BCMCL

Implementation Timeline
Total project timeline from Requirement specification to System Signoff is 168 days. Here is a summary.

Phase Serial
1 2 3 4 5 6 7 8

Phase Name

Weeks Required

Requirement Specification System Design Object Design Module Development Integration System Testing and Trial Run User Administrative Training System Signoff

2 4 4 6 4 3 1

Total Duration In Weeks

24

MT e c h n o l o g y, 48 New Market, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) 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, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) 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. 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.

MT e c h n o l o g y, 48 New Market, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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Proposal of Purchase & Store Management System (PSMS) for BCMCL

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, 1
.
HRMIS

Floor, Rajshahi-6100 Contact : 01710 94 64 28 | 0175 000 2897 | Email : dipu_raj04@yahoo.com

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