Business Process Analysis of

SEA & AIR FREIGHTERS (PVT) LTD

(Shipping Company)

By: Group 08

1
 Team Members of Group-08

NAME INDEX
NO

C.S.Hewawethana S 8204

I.S.W.Jayasooriya S 8206

K.L.C.D.Seneviwickrama S 8377

R.D.G.Sandaruwan S 8234

V.Meera S 8360

V.R.Sugithan S 8238

S.Kumuthini S 8236
(Leader)

2
 Table of Contents
TABLE OF CONTENTS..............................................................................................................................................3
HIGH LEVEL PROCESSES CURRENTLY AVAILABLE AT ...............................................................................5
SEA & AIR FREIGHTERS (PVT) LTD.....................................................................................................................5
2.1 ORDER FULFILLMENT PROCESS………………………………………………………9.............................5
2.2 OPERATIONAL PROCESS…………………………………………………………..10..................................5
2.3 ACCOUNTING PROCESS…………………………………………………………….11...................................5
CHAPTER 3 …………………………………………………………………………12.............................................5
INFRASTRUCTURE OF THE SEA & AIR FREIGHTERS AT CURRENT.........................................................5
CHAPTER 4………………………………………………………………………….17.............................................5
SUGGESTED INFRASTRUCTURE FOR SEA & AIR FREIGHTERS...............................................................5
4.1 WCA DIAGRAM FOR THE PROPOSED IS SUPPORTED SHIPMENT PROCESS……..….20..............5
4.2 UML MODELS SUGGESTED TO FULLY COMPUTERIZING THE SYSTEM IN FUTURE…......21...5
CHAPTER 5..................................................................................................................................................................5
CONCLUSION OF ANALYSIS…………………………………………………………......26...............................5
TABLE OF FIGURES..................................................................................................................................................6
CHAPTER 1: THE VISION AND THE BACKGROUND OF THE ORGANIZATION.....................................7
1.1 VISION OF THE COMPANY...............................................................................................................................7
CHAPTER 2: HIGH LEVEL PROCESSES CURRENTLY AVAILABLE IN THE ............................................8
SEA & AIR FREIGHTERS (PVT) LTD.............................................................................................8
.........................................................................................................................................................................................8
FIGURE 2.1 CONTEXT DIAGRAM FOR THE SHIPMENT PROCESS..................................................8
.........................................................................................................................................................................................9
FIGURE 2.3 TOP LEVEL DATAFLOW DIAGRAM FOR THE SHIPMENT PROCESS................10
2.1 ORDER FULFILLMENT PROCESS..............................................................................................................11
2.2 OPERATIONAL PROCESS..............................................................................................................................12
THIS IS THE DIVISION WHICH DO THE CORE AND REAL ACTIVITIES OF THE COMPANY.
THEY GET DOWN AT THE FIELD AND TAKE ACTIONS TO DELIVER OR SHIP THE STOCKS. ONCE
THEY GET THE CUSDEC AND DELIVERY ORDER FROM THE ORDER FULFILLMENT DIVISION,
THEY MAKE A TELEPHONE CALL TO LOCAL AGENT INQUIRING ABOUT THE ARRIVAL OF
STOCKS AT THE HARBOR. IF THE STOCKS ARRIVE TO THE HARBOR, THEY ARRANGE A
CONTAINER AND ASSIGN AN OFFICER WHO WILL TAKE OFF THE STOCKS FROM THE HARBOR.
THIS OFFICER WITH THE CONTAINER AND A DRIVER WILL TRAVEL TO HARBOR TO COLLECT
THE STOCKS. THIS OFFICER WILL BE IN CHARGE OF CLEARING THE STOCK FROM THE
HARBOR. OFFICER SUBMITS DELIVERY ORDERS FOR APPROVAL BY BOI (BOARD OF
INVESTMENT) ONCE AFTER THE BOI RESPONDS TO IT, THE OFFICER SUBMIT THE CUSDEC

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AND DELIVERY ORDERS TO SLPA (SRI LANKA PORTS AUTHORITY) AND CUSTOMS TO RELEASE
THE STOCKS FROM THE HARBOR. IN ADDITION, THE OFFICER WILL DO THE PAYMENT ALSO
TO THE SLPA AND CUSTOMS INCLUDING THE VAT (VALUE ADDED TAX) SO THAT THE HARBOR
AUTHORITIES WILL HANDOVER THE STOCKS TO THAT OFFICER WITH CASH PAYMENT
DOCUMENTS, CUSDEC AND DELIVERY ORDER OF AGENT COPY. THE OFFICER WILL DELIVER
THE STOCKS TO THE CUSTOMER, WILL FORWARD THE CUSDEC TO ACCOUNTING DIVISION
FOR ACCOUNTING PROCESSES AND WILL SEND ONE COPY OF DELIVERY ORDER TO LOCAL
AGENT ORGANIZATION. ....................................................................................................................................12
2.3 ACCOUNTING PROCESS.............................................................................................................................13
THIS DIVISION DO ALL THE ACTIVITIES RELEVANT TO KEEPING TRACK OF THE ACCOUNT
ABOUT THE SHIPMENT PROCESS, BILLING PROCESS AND OPEN THE SAME CUSTOMER
DETAILS DATA STORAGE, UPDATE THE ACCOUNT DETAILS ON IT. THEY SEND A FINANCIAL
STATEMENT STATING ALL THE EXPENDITURES TO THE ORDER FULFILLMENT DIVISION (THIS
DIVISION HAS THE ADMINISTRATIVE PEOPLE). .........................................................................................13
THE ADMINISTRATIVE PEOPLE WILL ADD A CERTAIN PERCENTAGE OF SERVICE CHARGES
(PROFIT PER ORDER TO SEA & AIR FREIGHTERS (PVT) LTD) ON THE EXPENDITURES IN THAT
FINANCIAL STATEMENT AND WILL SEND IT BACK TO BILLING PROCESS. THE OFFICERS AT
ACCOUNTING DIVISION WILL SEND THE INVOICE TO CUSTOMER, WILL RECEIVE THE
PAYMENT FROM THE CUSTOMERS, WILL SEND OFF THE CORRESPONDING RECEIPTS TO
THEM AND WILL UPDATE THAT CUSTOMER DETAIL STORAGE WITH NO PAYMENT
RECEIVABLE EXIST FOR THAT CUSTOMER. ................................................................................................13
CHAPTER 3: INFRASTRUCTURE OF THE SEA & AIR FREIGHTERS AT CURRENT..............................14
SEA & AIR FREIGHTERS (PVT) LTD USES LESS POWER COMPUTER BASED INFORMATION
SYSTEMS AND SOME TECHNOLOGIES (IT INFRASTRUCTURE)..............................................................15
THEY HAVE 5 PERSONNEL COMPUTERS WITH NO NETWORK CONNECTION. THE
SPECIFICATIONS OF COMPUTERS ARE AS FOLLOWS:..............................................................................15
PROCESSOR- PENTIUM II, PENTIUM III AND PENTIUM IV........................................................................15
HARD DISK CAPACITY – 60 GB EACH...............................................................................................................15
RAM SPEED- 128 MB EACH...................................................................................................................................15
MOTHER BOARD- INTEL......................................................................................................................................15
CD ROM DRIVE- SAMSUNG..................................................................................................................................15
MONITOR-17” VIEWSONIC, EACH.....................................................................................................................15
KEY BOARD- INTEX EACH...................................................................................................................................15
MOUSE- INTEX.........................................................................................................................................................15
THE SOFT WARES INSTALLED ON THOSE MACHINES...............................................................................15
WINDOWS XP ...........................................................................................................................................................15
MS OFFICE SUIT 2003.............................................................................................................................................15
TWO COMPUTERS OUT OF FIVE ARE INSTALL WITH EXTRA SOFT WARE PACKAGES CALLED
“QUICK BOOK” FOR ACCOUNTING PURPOSES, ANOTHER TWO COMPUTERS ARE INSTALLED
WITH A SPECIAL CUSTOMIZED MENU BASED SOFT WARE DEVELOPED IN FOXPRO TO
PREPARE THE CUSDEC AT ORDER FULFILLMENT PROCESS AND OTHER COMPUTER IS USED
AS GENERAL PURPOSE.........................................................................................................................................15
PHOTO COPY MACHINE.......................................................................................................................................15
FAX MACHINE..........................................................................................................................................................15
TYPE WRITER..........................................................................................................................................................15

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SCREEN SHOTS OF THE CUSTOMIZED SOFTWARE DEVELOPED USING FOXPRO FOR THE
PURPOSE OF PREPARING CUSDEC....................................................................................................................16
.......................................................................................................................................................................................16
.......................................................................................................................................................................................17
FIGURE 3.1 SCREEN SHOTS OF INTERFACE ...............................................17
CHAPTER 4: SUGGESTED INFRASTRUCTURE FOR SEA & AIR FREIGHTERS ..................................19
FIGURE 4.8 CLASS DIAGRAM FOR PROPOSED ENTIRE SYSTEM....................29
CHAPTER 5: CONCLUSION OF ANALYSIS.......................................................................................................29
................................................................................................................................................................29
CHAPTER 2………………………………………………………………………….6
High Level Processes currently available at
SEA & AIR FREIGHTERS (PVT) LTD

2.1 Order Fulfillment Process………………………………………………………9

2.2 Operational Process…………………………………………………………..10
2.3 Accounting Process…………………………………………………………….11

CHAPTER 3 …………………………………………………………………………12

Infrastructure of the SEA & AIR FREIGHTERS at current

3.1 Infrastructure of SEA & AIR FREIGHTERS (PVT) LTD………………….….12

3.2 The current situation at SEA & AIR FREIGHTERS (PVT) LTD from
the perspectives Of Risks…………………………………………………….....15
3.3 WCA Diagram for the process of the Shipment Process…………………....16

CHAPTER 4………………………………………………………………………….17

Suggested Infrastructure for SEA & AIR FREIGHTERS

4.1 WCA Diagram for the proposed IS supported Shipment Process……..….20

4.2 UML models suggested to fully computerizing the System in future…......21

CHAPTER 5

Conclusion of Analysis…………………………………………………………......26

5
 Table of Figures

Fig 2.1: context diagram for the shipment process

Fig 2.2: Dataflow Diagram of the Shipment Process

Fig 2.3: Top level Dataflow diagram for the shipment process

Fig 3.1: Screen shots of Interface

Fig 3.2: WCA Diagram at current

Fig 4.1: WCA Diagram for proposed system

Fig 4.2: Use Case view of the suggested system

Fig 4.3: Sequence diagram for Customer Org

Fig 4.4: Sequence diagram for Administrator

Fig 4.5: Sequence Diagram for Operation Officer

Fig 4.6: Sequence Diagram for Accounts Officer

Fig 4.7: Sequence Diagram for Local Agent Org.

Fig 4.8: Class Diagram for proposed entire System

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CHAPTER 1: The Vision and the Background of the Organization

1.1 Vision of the Company

“Providing perfect services to customer organizations without delaying a minute”

1.2 History & Operations of SEA & AIR FREIGHTERS (PVT) LTD

SEA & AIR FREIGHTERS (PVT) LTD is one of the major Shipment Agency in Colombo
10(No. 40, Norris Canal Road, Colombo 10, Srilanka), providing shipping services to
major businesses in SriLanka. Specially, they provide vast services to the industries
in Colombo.

They act on behalf of Importers and Exporters, helping them to Ship the Stocks from
Harbor, Port or from an Airport.

That is, they provide services in the following cases:

1. Clearing the Stocks at Colombo Harbor and Shipping them to their Customer
Organizations(Importers)

2. Clearing the Stocks at Airport and Delivering them to their Customer

Organizations(Importers)

3. Packing the Stocks and sending off them to Abroad Agencies through the
Colombo Harbor on behalf of Customer Organization(Exporters)

4. Packing the Stocks and sending off them to Abroad Agencies through Airport
on behalf of Customer Organization(Exporters)

This Agency was established in 1986 by a person with four employees to provide
only the Service of Packing Stocks and now it is expanded to provide above
mentioned Services with Twenty five Employees.

This report contains only the Analysis of Business Process occurs

when clearing the Stocks at Colombo Harbor and Shipping them
to their Customer Organizations (Importers) due to complexity of
the whole Business Process.

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CHAPTER 2: High Level Processes currently available in the

SEA & AIR FREIGHTERS (PVT) LTD

Figure 2.1 context diagram for the shipment process

8
 Figure 2.2 Dataflow Diagram of the Shipment
Process

9
Figure 2.3 Top level Dataflow diagram for the shipment process

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2.1 Order Fulfillment Process

All the activities needed to provide services to customer organization

with delivering or sending off stocked, including related customer
services. This includes back-office operations such as logistics and
administrative that support fulfillment of Order Processing and front-
office operations such dealing with Importers and Exporters and
Communicating with their Agencies that are visible to customers.
Orders are taken from customers through telephones and fax.

The officers at this division keep the track of their customers in EXCEL
Sheets as a specified format. They prepare a document called CUSDEC
(Customer Declaration) on the basis of the documents submitted by
the customer organization such that COMMERCIAL INVOICE, PACKING
LIST AND BILL OF LADDING while making order request. At the same
time they make a telephone call to Local Agent, asking for DELIVERY
ORDER. They validate DELIVERY ORDER & CUSDEC and make the final
copies of them. This validated CUSDEC and DELIVERY ORDER is then
passed to Operations Division for further process. The officers at this
division uses a customized MENU BASED Interface developed using
FOXPRO to prepare the CUSDEC.

(Local Agent is the organization which resides at Sri Lanka on behalf of

Exporters in Abroad.

DELIVERY ORDER is prepared at Local Agent in Sri Lanka by

communicating with Abroad Exporters. SEA & AIR FREIGHTERS
(PVT) LTD has no direct contact with Abroad Exporters.)

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2.2 Operational Process

This is the Division which do the core and real activities of the
company. They get down at the field and take actions to deliver
or ship the Stocks. Once they get the CUSDEC and DELIVERY
ORDER from the Order Fulfillment Division, they make a
telephone call to Local Agent inquiring about the arrival of
Stocks at the Harbor. If the Stocks arrive to the Harbor, they
arrange a container and assign an officer who will take off the
stocks from the Harbor. This officer with the container and a
driver will travel to Harbor to collect the stocks. This officer will
be in charge of clearing the stock from the Harbor. Officer
submits DELIVERY ORDERS for approval by BOI (Board Of
Investment) once after the BOI responds to it, the officer
submit the CUSDEC and DELIVERY ORDERS to SLPA (Sri Lanka
Ports Authority) and CUSTOMS to release the stocks from the
Harbor. In addition, the officer will do the payment also to the
SLPA and CUSTOMS including the VAT (Value Added Tax) so that
the Harbor authorities will handover the stocks to that officer
with cash payment documents, CUSDEC and DELIVERY ORDER of
Agent copy. The officer will deliver the stocks to the customer,
will forward the CUSDEC to Accounting Division for accounting
processes and will send one copy of DELIVERY ORDER to Local
Agent Organization.

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2.3 Accounting Process

This Division do all the activities relevant to keeping track of

the account about the shipment process, billing process and
open the same customer details data storage, update the
account details on it. They send a financial statement stating
all the expenditures to the Order fulfillment Division (this
division has the administrative people).

The administrative people will add a certain percentage of

service charges (Profit per order to SEA & AIR FREIGHTERS (PVT)
LTD) on the expenditures in that financial statement and will
send it back to billing process. The officers at accounting
Division will send the invoice to customer, will receive the
payment from the customers, will send off the corresponding
receipts to them and will update that customer detail storage
with NO payment receivable exist for that customer.

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CHAPTER 3: Infrastructure of the SEA & AIR FREIGHTERS at current

This describes that how effectively and efficiently the infrastructure being
made use of and does it enable or constrain opportunities for improvement.

Shipping process makes use of infrastructure such as Electricity, water

supply, telephone connection and of service infrastructure such as police, fire
brigade, transport, courts to perform its activities well.

If the process performed manually, there won’t be more need of electricity or

line connections. In order to make the process easy, feasible and technically,
these infrastructures must be used more effectively and efficiently. At the
same time the service infrastructure is being made use by the company
effectively.

Infrastructure may effect as obstacles for the efficiency and effectiveness of

an IS used in the process of shipping.

3.1 Infrastructure of SEA & AIR FREIGHTERS (PVT) LTD

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SEA & AIR FREIGHTERS (PVT) LTD uses less power computer based
information systems and some technologies (IT Infrastructure)

• They have 5 personnel computers with NO Network connection. The

specifications of computers are as follows:

- Processor- Pentium II, Pentium III and Pentium IV.

- Hard Disk Capacity – 60 GB each
- RAM speed- 128 MB each
- Mother Board- Intel
- CD ROM Drive- Samsung
- Monitor-17” viewsonic, each
- Key Board- Intex each
- Mouse- Intex

• The soft wares installed on those machines.

- Windows XP
- MS Office Suit 2003

Two computers out of five are install with extra soft ware packages
called “Quick Book” for accounting purposes, another two
computers are installed with a special customized MENU BASED
soft ware developed in FoxPro to prepare the CUSDEC at Order
fulfillment process and other computer is used as general purpose.

• Photo copy machine

• Fax machine
• Type writer

15
Screen shots of the customized software developed using FoxPro for the
purpose of preparing CUSDEC.

16
 Figure 3.1 Screen shots of Interface

3.2 The current situation at SEA & AIR FREIGHTERS (PVT) LTD from the
perspectives of Risks.

This describes that how the risks are being managed so as to avoid loss
in effectiveness and efficiency.

A number of risks are being faced by the company. It often happens

when they clear the stocks at Harbor. It becomes complex if the name
and the number code of Exporter differs even by an Alphabet. To come
out of this problem, the officer from the organization waits for long time
in Harbor and pay extra for the Harbor Authority.

Then hiring and hands over back the containers too a bit difficult
activities for the Operations officers. They pay more in case any damages
to container even it is slightly rubbed.

Since there is not a proper database for the moment, the company faces
difficulties in training new employees.

Some of the above risk factors can be avoided making use of IT

infrastructure well.

17
3.3 WCA Diagram for the process of the Shipment Process.

Customer
Org.

Business Process

Major Steps Basic

Approach

1. Placing Order Request 1. Inquiring about

Stock Arrival
2. Preparing CUSDEC 2. Arranging
Containers
3. Verifying CUSDEC with 3. Clearing Stocks at
CUSTOM
DELIVERY ORDER 4. Deliver Stocks
4. Getting Approvals from BOI,

18
 Information Technology
Participants
1. Order Details 1. Computer
1. Customer Org.
2. Customer program to
2. Admin Officers Details prepare
3. Employee CUSDEC(Using
3. Operational Details FOXPRO)
Officers 4. Payment Details 2. computer program
to maintain
4. Financial Officers Accounts(Quick
Book)
5. Transport 3. Data
Supplier storage(Excel
Sheet)
6. Local Agent Org,
4. Fax
Figure 3.2 WCA Diagram at5.
current
Photo copy

CHAPTER 4: Suggested Infrastructure for SEA & AIR FREIGHTERS

Currently the strength of the IT available at SEA & AIR FREIGHTERS (PVT) LTD
is very much less. They can make better use of IT equipments what they
have now by accompanying some more IT equipments. Since they are eager
to invest more on IT, we suggest the following to improve the IT at SEA & AIR
FREIGHTERS (PVT) LTD.

• We advice them to set up a small network with in the company using

the five computers, keeping that general purpose machine as sever
and other four machines as clients, so that they can implement a
central data base at sever and a proper interface at the Clients. A LAN
set up will appropriate for this.
• It advised to replace that Menu based interface developed using
FOXPRO with the user friendly inter face develop using Visual Basic 6.0.
• Since they are need of a data repository, we ask them to replace the
Excel sheets with Microsoft SQL sever, so that the data base can be
kept at the sever and the data can be retrieved at the clients using
nice VB interface (the data they are having about their customer
organization is not that much critical, there IS NOT NECESSARY to

19
 have a data base with the facilities such as GRANTING and REVOKING
the privileges to subordinates)
• Its better if they get an internet connection (ADSL office package) so
that they can communicate with their Customer Organization and Local
Agent Organization through E-mails in case of the stakeholders
(Customer Organization and Local Agent Organization) too having the
internet connection. This will avoid wasting the human hours by direct
meetings.
• Since it’s very much cheap to by an Inkjet printer we ask them to
remove that type writer from the office.

At present Excel sheet is used to keep track the customer details at

Administrative Division. The officer from Accounts Divisions also goes to
Administrative Division computers and updates the detail of the customer
organization. The Excel sheet is very much difficult to retrieve data for our
queries and it consists of update and inserts anomalies, we suggested to
maintain a Data Base Management System (Microsoft SQL sever)

Since this is an Agent company for shipping they are not interested now Excel
sheets but they will generate reports (CUSDEC) and will have the following
to keep track about the stocks which they supply so they will keep the
Stock Details as now in tables using DBMS (Microsoft SQL sever).

The suggested specifications for the Personal Computers.

1. For the server machine:

Motherboard Intel S3000AH 1066MHz Bus

2.4GHz Core 2 Duo,1066MHz
Processor Intel FSB, 4MB L2
RAM Kingston DDR2, 2GB
HDD Maxtor SATA, 160GB
Samsun
ROM g DVD RW, 24X
view
Monitors sonic CRT, 17"
Cases Mid-Tower , ATX

2. For the client machines:

Motherboard Intel

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 1.8GHz Core 2 Duo,800MHz FSB,
Processor Intel 2MB L2
RAM Kingston DDR2, 1GB
HDD Maxtor SATA, 80GB
Samsun
ROM g Combo 24X
View
Monitors sonic CRT, 17"
Cases Mid-Tower , ATX

3. For Internet connectivity and networking:

ADSL SLT Up to 2048 kbps(Down)/ Up to 512 kbps(Up)

Router D-Link DSL-302G > ADSL Combo Modem
Twisted Pair
Cable Amp 10/100Mb

Table Names and there structure for initial stage Implementation now

1. They are interested to keep track their customer detail.

CUSTOMER_DETAILS.

CUS_I CUS_ORG_NA CONTACT_ PREMIS STREE C TEL_N

D ME PERSON_NA ES _NO. T_ ITY O.
ME NAME

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 CUS_ID is the Primary Key of the Table.

2. They will use the following table to keep track about the orders which
they handled.
ORDER_DETAILS.

ORDER_ID CUS_ID ACCEPTED_DAT

Customer DELIVER_DATE
Org. E

Business
ORDER_ID and CUS_ID (COMPOSITE KEY) together Process
will serve as Primary
Key. The stock
Major Stepsdetails for each Order will be kept in the Excel sheets. The
Basic
CUS_ID is a Foreign KeyApproach
for this table.
Placing Order Request
3. We suggested
Rejecting the following table to keep track of their
or Accepting 1. Employee
Inquiring about Stock Arrival
Details.
Preparing CUSDEC 2.
Arranging Containers
EMPLOYEE_DETAILS
Verifying CUSDEC with 3. Clearing
Stocks at CUSTOM
EMP_ID is theDELIVERY
Primary ORDER
Key of the Table.
online 4.
EMP_ID Deliver
EMP_FNA StocksEMP_LNA DOB HOME_N STREE CITY TEL_
ME ApprovalsME
Getting from BOI, O. 5.TGiving some NO.

Initially we suggested the above tables and advice them to computerize

Participants Technology
Information
other data too in future. The CLASS DIAGRAM which we have attached shows
1. Customer
the data of entire organization that will be computerizedComputer
Order later.
Org. program to
Details
2. Admin prepare
Customer
4.1 Officers
WCA Diagram for the proposed IS supported ShipmentCUSDEC(Using
Process.
Details
3. Operational VB 6.0)
Employee Details
Officers DBMS(MS SQL
Payment Details
4. Financial Server)
Salary Details
Officers computer
Shipping schedule
5. Transport program to
Supplier Details
maintain
6. Local Agent Delivery Details Accounts(Quick 22
Org, Book)
Data storage(Excel
Sheet)
Internet
 Figure 4.1 WCA Diagram for proposed system

4.2 UML models suggested to fully computerizing the System in future.

23
 Figure 4.2 Use Case view of the

Payment

Customer Order
Customer Org.
Administrator

Prepare CUSDEC

Verify CUSDEC & DELIVERY Decide Profit

Local Agent Og.
ORDER

Prepare DELIVERY ORDER Prepare Expenditure Statement &

update data

Handles Accounts

Prepare Invoice, Bill & Receipt

Accounts Officer

Check Stock Arrival

Arrange Containers & Ready Operation Officer

Documents

Deals with BOI

Deals with SLPA & Customs

Clear Stock

Deliver Stock

suggested system

24
Customer Org.

Order Payment Database

: Customer Org.

Place Order()

Make Payment()

Update()

Figure 4.3 Sequence diagram for Customer Org

Administrator

CUSDEC OfficerOperatio Database

: Administrator
n

PrepareCUSDEC()

Verify_withDELIVERY_ORDER()

PassCUSDEC()

Update()

Figure 4.4 Sequence diagram for Administrator

25
Operations Officer

Stock Documents BOI SLPA &

: Operation
CUSTOMS
Officer
CheckArrival()

Verify

PrepareDocuments()

Submit()

Verify

Approaval()

Submit_ApproavedDOC()

StockReport & Payment Doc()

Figure 4.5 Sequence Diagram for Operation Officer

Accounts Officer

Accounts Financial DataBase PaymentDocu

Statements ments()
: Accounts
Officer
PrepareAcc()

Prepare_FinStat()

Update()

Profit_report()

PrepareInvoiceBillReceipt()

Figure 4.6 Sequence Diagram for Accounts Officer

26
Local Agent Org.

DELIVERY Database
: Local Agent
ORDER
Og.
PrepareDEL_ORD()

Verify with CUSDEC()

Update()

Figure 4.7 Sequence Diagram for Local Agent Org.

27
 Order Request
Customer Org. Exporter
Name For account & risk of messers
Address Notify party
Business Type Port of Loading
CUS_ID final destination
1 Carrier
Placing Orders() 1..* Sailing on about
Marks and numbers of PKGS
Description of Goods
Financial Statement Quantity/Unit
Attributes from Receipt&Bill Unit-Price
Amount
OREDER_ID

1..*

Payment
Packing List Commercial Bill of Lading
Profit
Net-weight Invoice Pre-Carriage by
Gross-weight Uantity/Unit Place of Receipt
Measurement Unit-Price Ocean Vessel
Amount Port of Discharge
Place of Delivery
Marks and No.
No. of Pkgs or units
Description of Pkgs&Goods
Freight and Charges
1 Revenue Tons
Operations Accounts Administrative Rate
Prepaid
1 Collect
Freight payable at
No. of original B/L
Place of Issue and Date

Employee 1..*
CUSDEC
Declaration
Exporter
Pages
Lists
Items
Total pack
Declaration Sequence No.
Consignee
Person responsible for Financial Settlement
City of Last Cons/first Dest
Trading Country
Value Details
Representative
Country of Export
it goes on......

Delivery Order
Local Agent Org.
CUSDEC's No.
Name
Agent's DO No.
Address
Serial No.
Contact No.
Voyage No/Data
1 Contact Person
Vessel/Delivery Agent 1..*
SLPA DO No.
Prepare Delivery Order()
Warehouse No.
It goes on

28
 Figure 4.8 Class Diagram for proposed entire
System

CHAPTER 5: Conclusion of Analysis

By analyzing only the process of Clearing the Stocks at Colombo Harbor and
Shipping them to their Customer Organizations (Importers) at SEA & AIR
FREIGHTERS (PVT) LTD, we could learn well about Business Process of an
Organization.

We identified both the physical and IT Infrastructures of the organization and

realized the importance of the infrastructure for an organization.

We could found that an improvement in IT infrastructure can increase the

performance of the Organization, can decrease the human hours of workers and
reduce the supervision of Divisional Heads.

To achieve the high performance, we suggested them some changes in IT

infrastructure.

They agreed to implement some of them in near future. For the moment they asked
us to computerize the Database using the Data Base Management System MS SQL
Server. We showed them some Database developers to Computerize their Database
due we were busy of our final Semester Examination.

Even though the company runs well, our analysis revealed that an improvement in
IT infrastructure will make their works easier and reduce the work time

The soft wares used to make this Reports are as Follows:

• Microsoft Word 2003, 2007

• Microsoft Visio 2007

• Rational Rose

29