Proposal of Purchase & Store Management System(PSMS)

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

February 28

2011
Submitted By:

House # 150, Hetemkhan Lichubagan Rajshahi-6000 Contact # Mobile: 01710 94 64 28 | 0175 000 28 97 Email: dipu_raj04@yahoo.com

INDENTING VENDORS DEPARTMENT

Requisition PO PO

PURCHASING
G o o d s

PO
Send Copies of PO, Clearance Certificate, Invoice, Receiver Report, QC Report To Account Payable Department

PO, Packing Slip, Invoice, Receiver Report, QC Report

Requesting a Report Of the Required Goods in a specific format

Purchasing System Not Included

Packing Slip, Invoice, etc. Goods Receiving Bay

Store Department
QC Report
Requesting For Quality Check

QC

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

Supplier Details Information (ID, Name, City, State, Country, Contact #, Fax, email, web 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
(Req. ID, Dept. Name, Line Number, Item, Qnty., Item Descrip., 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. (My Vary to organization to organization )

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 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.

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.

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 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.

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 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 User and Administrative Training In this phase training will be provided to three levels. Management training to Purchase & Store personnel

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

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 Total Duration In Weeks

2 4 4 6 4 3 1

24