Amin Jewellers Ltd Information System

Origin of the Report

Our course instructor, Mr. Mohammed Rashed Uzzaman of MIS 205, assigned this report to us.

The title of the course is Management Information System (Managing the Digital Firm). The

objective of the course is to allow/enable the students the ability to develop, design and

implement Management Information Systems for an organization. This system development was

taught in the class but throughout this report, we got the opportunity to work on practical level

with the knowledge we gained from this course. While working on this report, we able to grasp

the reality of the concepts taught in the class and the report allowed us to apply the topics taught

in the class in the report to get a real view of how it works in real life. For all of us, it was a new

experience to work on practical level by looking at how organization works in a new world,

manager customers and conduct day-to-day business transactions with the help of information

technology.

Objective of the Report

The objective of this report is to develop, design and important an information system solution

based on organizational problems related to its current business processes. This whole process is

known as system development life cycle. In the report, at first, the problems that occurred in the

existing business system of “Amin Jewellers Limited” were identified and than a proposal was

created where the solutions of the problems were given through a proper system development.

Purposes for Choosing Amin Jewelers Limited

We chose the company “Amin Jewelers Limited” for variety of reasons. First, the company is

very reputed and well-known company, which continues to win the hearts of everyone through

its unique designs of Gold and diamond ornaments. In addition, when we visited the company

we identified that it actually is relatively slow and inefficient due to lack of any IT infrastructure.

This is why they we were unable to provide their customers with the best service. After

analyzing the system, we were very clear that how we can implement IT in these existing

business processes of the company so that it can run more efficiently. The staffs were friendly

and were able to share their ideas with us. We not only choose this company due to friendly

atmosphere, its unique business qualities and superior customer service but we choose that so

1 System Development of Amin Jewellers Ltd

that we can take Jewellery Business of our country to the next level with the implementation of

IT.

Limitations

We all tried our best to give the accurate presentation of data and facts in the report. However,

there were some limitations due to which we were unable to meet the best requirements of the

report. Some of the limitations that we faced are listed below:

There was no information available about the company as they had no website.

There were no financial annual reports available from which we can prepare the exact

correct budget analysis.

The period for writing this report was not enough. So we had to work hard to complete it

in due time.

According to the report its contents and size were also limited.

The staffs were not so cooperating at first and we had to visit many times to get some

information.

Source and Methodology

For this report, we used both primary and secondary sources, which are-

Primary Source: In order to carry out the project our two major primary sources were

the two sales executive of Amin Jewellers Limited who are Mr.Badal Saha and Mr.

Khokon Kumar Das.

Secondary Source:

Jewellery Websites.

Newspaper Articles.

Amin Jewelers Catalog

Books


Overview of the company

Amin Jewellers limited is one of the most prominent Jewelers shops of Bangladesh. In 1966,

the business was first open by Mohammad Sirajul Islam who is the founder of this company.

The first branch was open in Baitul Mukaram of old Dhaka. After that over the years, Amin

Jewelers has expanded its business by opening four more branches in Gulshan, New market and

Bashundhura City. Previously, it also had a branch in Price Plaza, which it relocated to

Bashundhura City Market. The company has expanded mainly due to the contributions and

hard work of the founder who however kept the business limited to family. Currently, the all

the branches of jewellery shop are run by the founder and his family members. The Jeweler

shop currently sells jewelries in two categories, which are Diamond and gold. Amin Jewellers

currently dominates the gold market due to its superior quality and design. It imports foreign

from Singapore, Dubai and India. On the other, its local Gold is handpicked form Tatibazar. The

tagline of the company is “A symbol of Aristocracy”. Currently, it has five branches in Dhaka

with 150 employees committed to provide superior and quality customer service.


List of Products

Amin Jewellers Ltd. sells jewelleries in two categories

GoldDiamond

The table below the items available in Gold for Amin Jewelers Limited:-

Product Category Weight(Grams) Price Range(Taka)

HeadCrown 8-30 30,000-112,500Tickly 10-20 37,000-75,000Tiara 30-50 114,000-190,000

Jhapta 20-30 75.000-115,000Nose Noth 6-12 22,500-45,000

EarEarrings 10-50 38,000-190,000Jhumka 20-48 75,000-180000Sagorika 2-15 7,500-57000

Neck

Necklace 12-115 45,000-43,000Sittahar 40-150 150,000-560,000Chikhar 15-35 57,000-135,000Chain 3-35 11,500-132,000

Mofe Chain 25-60 95,000-225,000Churi 12-40 45,000-150,000Chur 17-45 65,000-170,000Bala 12-100 45,000-375000

Hand Bangle 7-15 27,000-57,000Matasha 18-35 68,000-132,000Bracelet 10-28 40,000-110,000Wristlet 12-15 45,000-60,000

Rotanchor 30-45 115,000-170,000BajuBond 25-40 95,000-150,000

Finger Ring 3-8 12,000-35,000Waist Komor Bisha 30-60 115,000-230,000

Leg Payel 7-12 27,000-45,000

Other ItemsSpoon 5-10 20,000-38,000

Bati 20-35 75,000-135,000Cufflink 10-15 40,000-60,000Button 15-20 60,000-75,000


The table below the items available in Diamond for Amin Jewelers Limited:-

Product Category Weight (Carat) Price Range(Taka)Head Tickly 1.15-1.75 120,000-170,000Nose Nosepin 0.10-1 5,000-250,000

Ear Earrings 0.40-0.75 50,000-85,000Pasha 0.20-1.00 30,000-100,000

Neck Necklace 1-10 150,000-1,700,000Chikhar 8-12 1,000,000-1,5000,000

Hand Churi 3-10 400,000-1,500,000Bala 3-12 550,000-1,500,000

Bracelet 1-1.5 150,000-250,000Finger Ring 0.25-1.5 30,000-400,000

Other itemsWatch 2-3 600,000-1,200,000

Pin 1-1.5 150,000-250,000

Locket 0.50-2.00 30,000-300,000

Amin Jewellers Limited displays all its items in the showcases of the shops. There is only one catalog available for only special items and designs available in gold and diamond.


Organizational Hierarchy

Amin Jewelers limited is a store with approximately thirty employees per shop excluding the branch manager. Although, the main founder is the branch manager of the Baitul Mukaram branch but he also checks the performance of every branch. The branch managers oversee all the business functions and performance of their respective branch under the CEO. Under the branch manager, there are sales executives and cashier, which run the main shop of Amin jewelers Limited.


Organizational Hierarchy of Amin Jewelers Limited

Organizational Hierarchy of a Particular Branch of Amin Jewelries Limited

SWOT Analysis of Amin Jewelers Limited

The SWOT analysis is a useful tool, which will help to identify the strengths, weakness,

opportunities & threats of a company. A Company is more is likely to succeed if it uses its

strengths to full potential and know what its weaknesses are. These strengths and weakness also

help a manger to identify the opportunities and threats.

The company has much strength like having unique designs and quality products. It is also doing

the business for a long time therefore it dominates the market. However, companies don’t have

any information technology in its business system. This makes the existing business system very

slow and inefficient. Lack of information on internet also makes it tough to communicate with

others like customers, suppliers. If it doesn’t develop information system, it can face high

competition with other shops. Developing a website, also will help the company to do its

business globally and also gain a competitive edge.


Internal Analysis

Strength Weakness Opportunity

SWOT Matrix

External Analysis

Threat

Some of the Strengths of Amin Jewellers Limited are:-

Innovative Business Design

High Quality

Longtime Business Standing

Best Customer Service

Some of its weaknesses are-

No intranet and extranetsNo customer relationship managementSlow business system due to lack of IT.

Strengths of Amin Jewellers Limited Weaknesses of Amin Jewellers LimitedInnovative Business Design

High Quality

Longtime Business Standing

Best Customer Service

No intranet and extranets

No customer relationship management

Slow business system due to lack of IT.

Opportunities of Amin Jewellers Limited Threats of Amin Jewellers LimitedAble to develop Business globally

Able to expand customer base

Able to do business with other

companies.

Able to expand business through

ecommerce.

High Competition

Customer Turnover

Competitors have superior business

systems.

The System Development Life Cycle


The System development life cycle is the process of creating and altering existing systems through information technology. It is actually is a process used by a systems analyst to develop an information system, including requirements, validation, training, and user ownership. The result of this process is a high quality system, which either meets or exceeds customers’ expectations. The new system, which results from the process, is very effective and efficient which is inexpensive to maintain. Therefore, system development life cycle means creating solutions for organizational problems through information technologies.

The System development Life Cycle is a problem solving method consists of sequential activities, which are-

System AnalysisSystem DesignProgrammingTestingConversionProduction & Maintenance

The System Analysis


The figure above shows the process of system development life cycle. It is a sequential process, which also means that we have to follow these systems, and if there is anything wrong, we have to start from system analysis again.

In system analysis, the organization will try to analyze the problem, which would be solved

with the help of information system. It actually creates a road map for the existing organization

and it systems by identifying the primary owners and users of along with existing information

technologies. Therefore, in system analysis the organization tried to find problems in its

existing system, which can be solved better with information technology. This solution may

require building a new information system or improving the existing one. In case of Amin

Jewelers, the first step of system analyst is to understand the existing business processes of

Amin and from those finding existing problems to specify the solutions, which can be taken by

the Amin Jewelers Limited. Then from the existing solutions, the information requirements

need to be identified that must be met by the specified system solution. After that, a feasibility

study is conducted to make sure whether the proposed solution was good from a technical,

organizational and financial standpoint.

Legacy System

The first step of system analysis is to understand the current business process of Amin Jewelers

limited. If the system analyst does not know, what are current systems of the company then

they will have no idea from where to start.


Steps followed in System Analysis

1) Customer Relationship & Service- All employees and staffs of Amin jewelers limited maintain

relationship with customers through face-to-face communication and recognition. Email is used

only for some big corporate clients. Beside, for customer satisfaction there is a complain box

where customers can write their complains or share their comments.

2) Sales & inventory record- Whenever an item is sold in Amin Jewelers limited, it is recorded

manually without help of any Information technology. To record a sale three people are needed

the salespeople, cashier and the stock person.

When customer buys a thing, a cash memo is given to the customer and a copy of it is kept by

the salesperson. The customer takes his or her cash memo to the cashier to pay the money

back. However, the salesperson gives his cash memo to the stockperson who deducts it from

the inventory list. The same process is followed for when customer books an item and book a

memo is issued. So, two separate copies are kept for book memo and cash memos.


3) Employee Payment System- Employees list, salary and names are recorded by the branch

manager in his or her register book. The branch manager updates this copy every month. In

case of overtime, the employees are given a printed copy of overtime sheet, which they fill up

and give it back to the manager. The supervisor is not always there to keep an eye on these

things.

4) Gold testing and weight- There are two machines, which are used for gold testing and gold

weight. These are usually kept in the storehouse with the exception of the weight machine,

which is displayed in the store.

5) Products and Services- The products of Amin jewelers are showcased in large showcases.

However, there is no catalog of the designs of these jewelries. Customers come and select the

design by themselves in the store. In cases of special designs, there is a small catalog from

where customers can choose their products and services

6) Branch and department communication - All departments of Amin jewelers limited actually

are dependent of each other. However, as the shop is small, the cashier, salesperson and the

inventory knows what happening to each other is but still they keep of record daily transactions

by hand. In case of branches, they are very independent of each other. One branch manager

has no idea what is happening to other branches. All the communications between branches

are done by telephones.

Existing Problems of Amin Jewelers Limited

Amin Jewelers limited actually has no information technology in its businesses processes.

Therefore, it has many problems in its existing system, which makes the business very slow and

inefficient. These problems are listed below-

No Record of Customer- Amin jewelers limited have no customers database to keep

track of their customers. Many customers frequently shop from Amin Jewelers Limited.

However, the staffs and manager just know them by face. Therefore, they are not given

even any privileges or special discounts.


Manual record of employee database- Amin Jewelers Ltd has five branches and in

which it has around 150 employees. These employees name and address are recorded

in a register copy. They are also paid manually and there is no record of previous

payments. Beside, in case of overtime, employees have to print out an overtime sheet

and fil it by hand every time. There is no supervisor to oversee these things and no one

to keep track of employees on daily basis. The employees also sign in and sign out by

signing in the register copy. Therefore, every month branch manager has to check the

daily activities and update this book. This is very time consuming and difficult to

maintain.

No information about the products- Amin jewelers limited has varieties of collections of

ornaments in gold and diamond. However, customers can just go to visit the shop to see

the actual design of the products. There are no catalogs or any information where

customers can see the designs of the products. This becomes very difficult and it also

decreases business for Amin Jewelers.

No record of sales- This is a bigger problem. Customers come and buy a product and

the sale is recorded in the sales invoice and deduced from inventory list. This is done on

a daily basis. These handwritten records can become obsolete and the writing may also

fade. it s also very time consuming and difficult to record daily transactions.

No centralization of data and communication between branches- Amin Jewelers

limited has four branches however one branch has no idea what is happening to other

branches. The CEO cannot access all the data and information about sales and records

anytime he or she wants. If there was a server, which connected all the data, then the

data could have flown easily and the existing system would have become more efficient.


No website- Amin Jewelers limited is among the best jewelries shops of the Dhaka.

However, people cannot go online and check it information out. It is also very difficult to

locate different stores of Amin jewelers limited through yellow pages. All this problems.

No online customer order or payment system- Nowadays the business has become

global but most importantly it has become online. Many customers do not like going to

shop and pay money. They like to sit home and order something. Also, paying online

saves time for both the customer and shop. It also decreases transaction cost.

No extranets & intranets- Customers, suppliers and others cannot connect with the

company online, which is the biggest problem a company can face in this 21st century.

Specified Solutions

Fully automated system- By implementing information technology, the new system will

become automated so that all tardily transactions are automatically updated by the

computer. This will reduce time and cost for the company.

New Website- The new website of the company can connect it with all its stakeholders

like customers, suppliers and other stores. This will also create increase business for the

shop and they can promote its products through online.

E-Commerce- Customers can shop online by credit card. This will decrease transaction

cost for employees and the shop itself. Besides, it is also easier to keep track of

customers through theit buying patterns and usage. Company will be also able to figure

out who are their top sales customers and recommend products to its customers.


Centralization of data- All the departments and branches of Amin jewelers will be

connected by a central server. In this way, information will flow easily and the existing

business will become more efficient and fast.

Online Catalog- There will be an online catalog and list of all products offered by Amin

jewelers limited so that customers and employees can access it anytime.

Customer Database- Amin jewelers will keep a record of customers which will have the

names of existing, new and potential customers.

Employee Identification Card- Employees will be provided with an identification digital

card, which they can used to sign in and out of the company.

Information Requirements of the new System

The information requirement usually determine who needs what information when, why and how. It actually creates a project timeline. By using, a Gantt chart we will able to show the start and finish dates of the terminal elements and summary elements of a project.

Activities, which are needed for the project, are-

Gathering information about Current process of Amin-

Prepared report based on the correct business process to specify solutions

Discussing the solutions with the Amin jewelers

Finalized reports send to the programmer

Website Development

Application design and database development

Testing done on prototype


Fixing the modifications-

Conversion of the system

Training users

Final version Installation

Warranty & Maintenance

The project starts when we start collecting information about the project from Amin Jewelers

Limited. After that, we prepared the report and discuss the solutions with Amin Jewellers

Limited. We send the finalized reports to the programmers. Then website and applications are

developed simultaneously. After that testing is done to fix any modifications. Finally, after the

training, the final version is installed. The warranty for the system is actually one year.

Therefore, the total time taken for the entire project is 1 year and four months.


The figure above shows the Gant Chart of the project, which has broken down the project into several activities.

Feasibility Study

It is the measure and the study of how beneficial the development of the system would be to the organization. This is known as feasibility study. The measurement of the feasibility is known as feasibility study. There are number of characteristics which are taken into consideration in a feasibility study which the financial, technical and organizational standpoints. The feasibility study basically determines whether the new system will be a good investment, whether the technology needed for the new system are available and whether the firm could handle the new technology.

Budget Analysis

Whether the new system will be a good investment and then whether Amin jewelers Limited will be able to handle it can be determined only by analyzing the different cost complements of Amin Jewelers Limited.

The total cost classification is as follows:-

Computers

Based on the analysis will buy 5 new computers from IDB Bhobon. These computers will contain

core i3 processor, 2GB RAM, 300GB hard disk drive and Intel motherboard and other basic

accessories. Per computer, cost will be around 40,000 tk.

Therefore, total cost of the computers will be 40,000*5 = 120,000 tk.

Laser printer

We have decided to buy 5 printers for each branches of the Amin Jewelers Limited. Per printer,

cost will be around Tk. 20,000 So, total cost of the printers will be 20000*5 = 100,000 tk.

Server

We will use two servers to connect the computers in the system to bring all the computers

under a network. We are using two servers because if one of the servers fails other than

another can be used as a backup server. Each server will cost 100,000 tk.


Therefore, total cost of the servers will be 100,000*2 = 200,000 tk

Latest software

To enable the new system successfully we will require some latest software. The total cost for

the software is approximately Tk. 30,000

Website Development Cost

The total cost of domain registration is around Tk. 5,000 and website development cost is

around Tk.20, 000, there will be also web hosting costing which around Tk.3, 500.

Therefore, the total website development cost is Tk. 28,500.

Cost of trainers and designers

For designing our software, we will pay total 100,000 tk to 2 designers. To train the employees

about the new system we will need 2 trainers and we will pay them monthly salary of 25,000 tk.

So, the total cost of trainers and designers will be (100,000+300,000) = 400,000 tk

Employee and Customer Card

The total cost for the employee identification will be about Tk.50/employee and for 150

employees that totals Tk. 7,500 and customer card Tk.50/ customer.

Maintenance cost

Website update & maintenance cost-20,000/month

3 employee per month needed to maintain the system= Tk. 90,000 total

Therefore, the monthly maintenance cost is= Tk. 110,000

Network Cost

To set up serve and website, we will need Lan, Wan and Wi-Fi which cost around Tk. 3 Lakh.


Total cost

Total cost = Tk. (120,000 + 100,000 + 200,000 + 30,000+ 28,500 + 400,000 + 7500 + 54,000+100,000)

= Tk.1, 040,000

(*Customer Reward card has been estimated as Tk. 100,000 approximately)

Amin Jewelers budget has been around Tk. 12, 000, 00 for the project and so we are having a budget surplus of Tk. 160, 000. The maintenance cost is around Tk.110, 000 per month, which is affordable for Amin Jewellers limited who has net sales of more than Tk. 5 crore per month. Therefore, the above project is feasible from a financial standpoint.

From organizational and technical standpoint, the organization is benefiting from the new system so it makes sense to implement this new system. From technical standpoint, the technologies needed for the above system is available in the market.


System Design

In system analysis, user requirements within a specific set of technical, organizational, financial

and time constraints are described. Based, on this, a new system is developed. The system

actually gives the detailed analysis of the new system is designed. It shows how the organization

will fulfill its objectives by giving an overall model for the information system of the model.

However, most importantly it costs of the specifications that would give the system its form and

structure. Therefore, in system design by looking at the solutions of the Amin Jewelers limited

found in step 1, we will create system designs to make the system of Amin jewelers limited more

efficient.

The basic proposal of the New Information System of Amin Jewellers Limited is:-

Introducing a new website

Enterprise Resource Planning

Customer Relationship Management

Employee Identification Card

Transaction processing System

Backup Server


Creating a new Website

The main functions and the tabs of the website are described below:-

Domain name & URl-

A Uniform Resource Locator (URL) is a Uniform Resource Identifier (URI) that specifies where

an identified resource is available and the mechanism for retrieving it. The URL designates

where the webpage is located. For Amin Jewelers Limited, there will be also URL which is also

its website address that will be displayed in its company cards and also all other promotional

displays of the company. For Amin Jewellers, the domain name can be aminjewelersltd.com.

This Domain has to be register by Amin jewelers with a domain register company of

Bangladesh.

Domain Name- aminjewelersltd.com

URL- http ://www. aminjewelersltd.com .com/


Home Page

The home page is the initial or main web page of a web site, which is also known as the front page. It is the “first impression” the customer gets when they open a website. In case of Amin Jewellers limited, when the users will first click the URL, the home page will appear.

The tabs that will appear in the home page are-

About the companyProducts & ServicesTerms & ConditionsContact usStore LocatorOnline Customer Log in

In addition to that, there will be other three things in the home page, which are-

VideoSlideshow

In additional to the website, there will be also a video in the home, which will show the promotion of Amin Jewellers Ltd, and there will be a slideshow, which will show the one by one reappearance of the items of Amin Jewellers Ltd.


The video that will appear in the website

Products Categories

When customers click on the Products, the first page will Page which will contact the items found in Gold and diamond.


How a home page will appear when someone click in either the Home tab or the designated URL.

Slide show that will appear in the home page.

After that when customers click on diamond and on gold. When customers click on diamond, the list of products found in diamond can be seen. In addition, when customers click on gold the list of items found in gold can be seen. After that when customers click on each tab, from head to toe, the items that fall under this category will come. Like when customer clicks on Neck, he or she will be able to see what are the different types of ornaments fall under that category, the price rangers and so on.


The first Page that appears when Customers Click on Product Categories

The first Page that appears when Customers Click on Neck

The first Page that appears when Customers Click on Head.


The first Page that appears when Customers Click on Diamond under Product Categories. The

same kind of page will appear under gold.

The page that will appear when customer click neck on neck

The page that will appear when people click on leg.


The page that will appear when people click on nose.

The page that will appear when people click on nose.


The page that will appear when people click on ear.

The page that will appear when people click on waist.

The page that will appear when people click on other items.

Description of the Product

When customers click on a product they can see the following things.

Product CategoryProduct ClassificationItem NameItem CodeAvailability StatusPrice

When an item is available, they can order it diectly,if it is not avialable, they can sill order it Amin Jewelers Limited has it in stock or designs it for its customer.



The page that appears when an item is not available

The page that appears when an item is available

Store Locator-

When people click on this tab, they are able to see the addresses of different branches with phone numbers

About US

Amin Jewellers Limited has no information about its company in its website. When people lcik on about us tab, they will get the information about a company.


The page that appears when people click on store locator.

Customer Log in/Sign up


The page that appears when people click on about us.

Customers can log in by opening an online account and giving their information to the company. To purchase items online customers will need a login account.

Terms & Conditions

When people click on this tab, they will be able to view all the terms and conditions they need to follow while visiting the website. In addition, terms and conditions related to return policy, pricing and purchasing online are given.


The page that appears when people click on Login/Signup.


The page that appears when people click on Terms & Conditions

Contact us

Customers can share their complains or comments by clicking on the contact us tab. A technician will solve the customers’ queries overnight. This will help to increase customer satisfaction.


Online Contact form of Amin Jewellers Ltd

Introducing the Customer Relationship Management

Customer Relationship Management (CRM) refers to the methodologies and tools that help businesses manage customer relationships in an organized way. It involves using technology to organize, automate, and synchronize business processes through sales activities, marketing, customer service, and technical support.

Amin Jewelers Limited can use the following tools to implement customer relationship Management:-

Customer CardCustomer DatabaseOnline CatalogOnline customer contact forum

Customer Card & Reward System

Amin Jewelers limited will provide all customers in Amin Jewelers limited who shop frequently with an exclusive “Amin jeweler’s limited customer card”. Therefore, whenever customers will buy from Amin jewelers limited there information will be stored in Amin jewelers system and they will earn points from each purchase. This will encourage customers to buy more in Amin Jewelers Limited and earn rewards or discounts through points

Customer Database

Amin Jewelers limited sells expensive gold and diamond jewelleries to its customers. The customers who buy frequently from one jeweler shiop they also become loyal customers. Beside, loyal customers also give referrals whch results in new and potential customers. Amin Jewellers limited can track its customer database thorugh customer reward card system. Also, people who maintasin online customer accounts AMin jewelers cn track their buying patterns and their names in heir system. This will help AMin jewelers limited to keep track of exisint loyal and other customers, also new and potential customers

Online Catalog

There were lot of customers previously who couldn’t browse gold and other items online. The would have oto comeot the store to select a design or call to know ehether an item is available.


Contact Form of Amin Jewelers Limited

With the introduction of new wbsite, customers can easily go online and check the list of all items that are available. Customers can also choose designs they like to biy and recommended their friends. This will result in increase business for Amin jewelers limited na dbetter customer setvice

Online Contact Form

Customers are not always satisfied, they have queries, they have things to share and they also have complaints. Previously, Amin jewelers limited had a book in from of f their store, where customers can write down their complaints, queries and comments . It was time consuming and late. With the introduction of new website, customers can send their comments online directly which will be replied by an employee soon. In this way, customer is getting an automatic message and it is also making communication a two way process.

Customer Online Account & Payment System

Customers can open an online account of Amin jewelrs Limited. They can also purchase things online thorugh this account. This reduces the time to go to shop choose and pay things. Also, many people like to pay online for things. However, customers have to come to shop to pick up things.

Benefits for Amin Jewelers Limited:-

Keep track of Customer SalesProvide Rewards & discounts to valuable customersIdentify who are the top and bottom sales customers of Amin Jewelers LimitedIntroduce new products and services by through customer buying patterns and choices.Manage Customer Database through Reward Card.


Enterprise Resource Planning

Enterprise Resource Planning is based on suite of integrated software modules and a common central database. In a particular organization, the database collects the information from different departments and divisions then store the data is a central location system, which can be accessed by the CEO of the company. This information helps to make the data available for nearly all the organizational internal business processes and helps to connect all the departments of an organization together. In Amin jewelers Limited, there are no separate departments in a location however, the different branches of the stores can be connected by an enterprise reresourcee system. In this way, Mr. Sijaul karim can access the data once to know what is going on in all the branches. Through this enterprise resource system, other departments can also know what is going on in their


New Market Branch

Sales record

Inventory Record

Customers Record

Customer Record

New Market Branch

Sales record

Inventory Record

Customers Record

Customer RecordBashundhura Market

Branch

Sales record

Inventory Record

Customers Record

Bashundhura Market Branch

Sales record

Inventory Record

Customers Record

Baitul Mukarram Branch

Sales record

Inventory Record

Customers Record

Baitul Mukarram Branch

Sales record

Inventory Record

Customers Record

Gulshan 2 Branch

Sales record

Inventory Record

Customers Record

Gulshan 2 Branch

Sales record

Inventory Record

Customers Record

Baitul Mukarram Branch 2

Sales record

Inventory Record

Customers Record

Baitul Mukarram Branch 2

Sales record

Inventory Record

Customers Record

Centralized Data

Centralized Data

Enterprise Resource System of Amin Jewelers Limited connecting all the branches together

Transaction Processing System

A transaction processing system keep track of elementary activities & transaction of the organization such as sales, receipts, cash deposits, payroll, credits decisions and the flow of materials in a factory.

For employee payment system

Amin jeweler limited doesn’t have any electronic record of its employers. Therefore, the first thing to do is to create employee identification card. Through this employee identification card, employees can sign in and sign out which will be automatically recorded the computer. No separate worksheet also needed to keep for overtime schedules.


Employee

database

Employee

database Payroll

System

Payroll

System

Management reports

Management reports

Government Agencies

Employee Paychecks

Government Agencies

Employee Paychecks

Employee Name

Address

Pay rate

Tax rate

Earnings

Employee Name

Address

Pay rate

Tax rate

Earnings

Employee Identification cards

With the help of employee identification cards, employee can automatically sign in and sign out of the store. It also helps to eliminate the need to record employee working hours every day and employee. Employee schedule will appear everyday which will show how many hours an employee has worked everyday including overtime schedules.

Backup Server- A backup server is created so that system doesn’t lose it data and can restore

its preview session. The Backup server should be able to take-over if the Primary Server fails (in

case of server crash, disaster/fire, etc). As when the Primary Server starts to work again, it should

automatically synchronize with the data on Secondary Server. This is to avoid the lose of data

stored in the system by employees about customers sales, products and other times.


System specifications

All the above system applications will connected by one service however there are some

system specifications which everyone need to follow:-

Everyone can view Amin jewelers website

No one can edit any content of the website

Customers can browse the information and access any information without logging in.

Customers need to open a login account to sign in and purchase items online..

Only the company can access customer reward card for customer databse.

Employees can use employee identification card to sign in and sign out.

Sales executive and cashier will get updated details about sales with each transaction.

Information about customers will be recorded in the database recorded each time they

use their card.

Information about employees will be recorded in the database recorded each time they

use their card.

Discounts given to customers who buy items of more than Tk.50,00 0 per month by

online.

Information about products and services is automatically updated in website and

inventory database simulatenouslsly.


Programming

The next step is programming where the system design needs to be implemented to make it a

workable system. Programming is instructing a computer to do something for you with the help

of a programming language. This demands the coding of design into computer understandable

language or translated into software program code like programming language. It is an

important stage where the defined procedures and specifications developed in the earlier

stages are transformed into control specifications by the help of a computer language. The

programs coordinate the data movements and control the entire process in a system.

The role of a programming language can be described in two ways:

Technical: It is a means for instructing a Computer to perform Tasks

Conceptual: We organize our ideas about things and processes within a framework.

For the programming purpose, we will choose Java, HTML and Oracle. The functions of these

three programming languages are-

HTML- HTML also known as HyperText Markup Language is a language called “marking”

from “structuring” whose role is to formalize writing a document with formatting tags.

The tags can indicate how it must be submitted on paper, and establish links with other

documents. HTML allows reading documents on the Internet from different machines,

with the help of the HTTP protocol, allowing network access to documents identified by

unique addresses known as URLs. The HTML is needed to design the Web site of Amin

Jewelers Limited, which will be used by programmers to connect and link the various tab

and web pages of the company website. With the help of HTML, users will be able to

brown the web page of AMin jewelers limited in a through the instructions on the HTML

page.


JavaScript -JavaScript is a prototype-based, object-oriented, scripting language that is

dynamic, weakly typed and has first-class functions. It is also considered a functional

programming language and is implemented as part of a web browser in order to provide

enhanced user interfaces and dynamic websites. Due to enhanced user interface, users

will be able to connect and view the pages of Amin Jewelers limited very easily. On the

other, the website will be dynamic due to use of videos, slideshows and pictures.

Oracle-The Oracle Database is an object-relational database management system

produced and marketed by Oracle Corporation. . Oracle 11g database refers to a

collection of records or files that are stored in a logical and sequential manner, which

helps user to quick retrieve and access the data. Besides, it also helps to eliminate idle

data and data redundancy. It maximizes the availability and eliminates idle data center

redundancy. It also compresses data onto low cost storage partitions for faster

performance, secures information, enables compliance, doubles productivity and lastly

reduces the risk of change. The oracle database will be helped to create the customer

and employee database for Amin Jewelers Limited. It will be also helpful to create the

database and list of Jewelries stored in stock house. Employees will be able to know

helpful which products are available and which are not.



Employee DatabaseCustomer DatabaseProducts and inventory list

Designing websiteBrowse PagesVisit the home page

User InterfaceDynamic WebpageVideos and pictures

User interfaceVideo and slideshowsOrder and browse proucts

Testing

After the system has been programmed, testing need to be done to make sure that the new system

has produced the desired results. System testing is considered a part of implementation process.

Implementing the new system into operation, a test run of the system is done for removing the

problems in new system. It is an important phase of a successful system. A test plan is

developed which includes three different types of testing which are implemented on the testing

date.

Testing is an information system can be broken down into three types of activities, which are-

Unit Testing- In unit testing, each program is tested separately in the system. It happens

to guarantee that program are error free so that undesirable happening must be noted and

debugged .When the systems that we have been specified, each program of the new

system like website browsing, employee database, customer database, each of the activity

is tested before the new system is run. Any undesirable happening must be noted. In unit

testing, testing is done individually to make sure whether the programmers designers,

database management workers all have done their works properly or not.

System Testing: System testing carries out the test for each of the programs of the

information system as a whole. In this test, the errors in the particular programs is

identified and fixed so that output is better. After carrying out the system the errors are

found and removed, and then system test is done. At this stage, the test is done on actual

data. When the results or output of the system is analyzed, it may be found that the

outputs are not matching the expected output of the system. In such case, the errors in the

particular system are identified and are fixed for a better and more efficient system.

Finally, when it is ensured that the system is running error-free, than users like

employees, customers are called with their own actual data so that they can make sure

that the system is running as per their requirements and software meets the organization’s

requirements.


Acceptance Testing: This test provides the final certification of systems that they are

ready to be used. Therefore, when new systems are tested and evaluated by the users by

using real data of all the systems and demonstrate that system is giving satisfactory

performance than the new system is installed by Amin Jewellers System

Some of the testing principles are -

1) Testing shows presence of defects which shows and if no defects are, present it gives the proof of accuracy.

2) Exhaustive testing is impossible which involves testing all combinations, inputs and preconditions. Therefore, testing will be based on some risks & priorities.

3) Testing should start as early as possible in the life cycle of a project after system analysis, system design and programming has been done.

4) Testing can find a defect that exist in a cluster and fixing of a defect introduces another or many more defects. S, If Amin Jewellers Limited new website customers cannot access their account, and then company will not get information about customers, which in turn will affect customer relationship management.


5) If the same tests are repeated, they will no longer find any new defects This should be overcome and new tests to test different paths and parts should be created which will uncover more defects. So, Amin Jewelers limited should not do tests only on their website design and format but also in their employee database system management,, transaction processing system.

6) Testing is context dependent so each software is tested differently depending on what is being tested. So, whether Amin Jewellers database is working or not will be tested differently than its website as database is built on Oracle and website on HTML and Javascript.

Conversion


Conversion is one of the most critical and expensive activities in the system development life

cycle. The data from the old system is converted to operate in the new format of the new system.

The database needs to be setup with security and recovery procedures fully defined. The

following four main conversion strategies are followed for change over the system.

Parallel strategy: In parallel run both the old system used as a backup and its

potential systems are run together for a time until everyone is assured that the new

one function is correct. This strategy is less risky but more expensive however,

we will follow this strategy as Amin Jewellers Limited is introducing its new

system for the first time and if the new system crashes than there will no existing

system to backup.

Direct cutover strategy: In this stage, the old system is replaced by the new

system on a specified date. It is a risky approach if serious problems with the new

system are found because there is no other system to fall back on. We will apply

this strategy only after we are done with parallel strategy.

Pilot study: In this type of strategy, the new system is introduced in a part and

then introduced to other units. Finally, after completing pilot version it is installed

throughout the organization either simultaneously or in stages. It makes no sense

to use it in Amin Jewellers limited, as it has no separate departments.

Phased approach: This means introducing the new system in stages by the types

of business functions. This helps to understand the system and permit changes to

be made in the existing system to satisfy new user needs. As Amin Jewellers

limited has never used information technology before, it makes sense to use this

strategy. At first, we make sure that employees can use their card, than cashier

can record sales transactions, warehouse can view product updates and users can

view website updates. We go stage by stage so that everyone can learn what they

are doing and adapt to the new system.



Conversion techniques by Amin Jewellers Limited

Conversion techniques adopted by Amin Jewelers Limited

Production and Maintenance:

When the conversion is complete and new, system is installed than the new system is in

production. In this stage, end users and technical specialists will use the new system and based

on its performance there will be any revisions and modifications. A formal Post implementation

audit will be also prepared. Maintenance is also necessary to eliminate errors in the system

during its working life and to tune the system to any variations in its working environments. The

activities included in maintenance are changes in hardware, software, documentation, correct

errors, meet new requirements, improve processing efficiency are termed maintenance.

In this stage, the approved system will be installed in all the branches of Amin Jewellers Ltd.

First, the CEO will announce a scheduled date on which the new system will be setup. After that,

an orientation is held for all the employees of the company to introduce them about the new

system end users, which include sales excetuve, cashier and stockperson, are also provided with

enough training so that they can use the product. All the users are also notify of any

responsibilities and duties they will held while using the new system. When the product is

installed, organizations should monitor its performance for few days and then gives the results

back to technical specialists for any modifications. Management and the company should also

make sure all the data, configurations, information and documents related to the security of the

system are valid and reviewed.

The maintenance of the new system includes making changes to hardware, software, and

documentation to support its operational effectiveness. To maintain the software, hardware and

other compliances, our maintenance programmers will work on the system for-

Corrective maintenance- The objective of corrective maintenance is to remove errors or

bugs from the software, the procedures, the hardware, the network, the data

structures, and the documentation. Corrective maintenance activities include both

emergency repairs and corrective repairs. In this stage, , maintenance programmers are

concerned with such tasks as removing software bugs, improving the function ability of


the website , improving the integrity and reliability of the programs, streamlining and

tightening data validation routines, and minimizing downtime.

Adaptive maintenance- The point of adaptive maintenance is to enhance the system by

adding features, capabilities, and functions in response to new technology, upgrades,

new requirements, or new problems. Therefore, whenever new technologies are

available, Amin Jewellers will change its existing system; enhance its website with more

advanced designs to interact with the customers to survive in the tough competitive

market.

Perfective maintenance- The point of perfective maintenance is to enhance the system

by improving efficiency, reliability, functionality, or maintainability, often in response to

user or system personnel requests. Perfective maintenance is proactive. The idea is to

fix the system before it breaks. One way to maintain is by creating a backup server by

Amin Jewelers Limited so that no data is lost when system fails.

Managing maintenance- Maintenance can be very expensive. The elements of a system

often interact in unexpected ways, and any unexpected bugs or new errors caused by a

change intended to fix an initial problem can be devastating. Sometimes, apparently

unrelated maintenance problems are tightly linked. Consequently, maintenance must be

carefully managed by developing formal maintenance procedures. Amin Jewellers

Limited will have to pay fees to the employees it will hire to maintain its website,

upgrade its database, interact with customers online to run the new system properly.


Advantages Due to implementing IT

Due to the implementation of the new information technology, the business is becoming more efficient and flexible. The various degrees of organizational changes, which are occurring due to implementing information technology, are-

1) Automation- The business is becoming fully automated and daily transactions are recorded automatically.

2) Database Management- It helps to create customers and employee database.

3) Saves time and money- It will save time needed to record daily transactions and cost of keeping extra copies.

4) Business Reengineers- By fully reengineering the business process, the business will become more efficient and fast.

5) Increase customer satisfaction- The company will be able to provide better customer service through better customer service through contact form etc.

6) Paradigm shift- The organization will change the way it do business, it can think of even now of itself as a global company due to development of e-commerce.


No customer recordNo customer record

No branch communicationNo branch communication

No employee recordNo employee record

Manual record of daily transactions

Manual record of daily transactions

No catalog & Online Payment System

No catalog & Online Payment System

Customer DatabaseCustomer Database

Centralization of dataCentralization of data

Employee Database

Employee Identification card

Employee Database

Employee Identification card

Fully automated SystemsFully automated Systems

Online Customer Catalog and E-Commerce

Online Customer Catalog and E-Commerce

The transformation of existing system to new system due to implementation of IT.The transformation of existing system to new system due to implementation of IT.

Conclusion

The project “System Development of Amin Jewelleres Limited has been on making the existing

business system of the shop digital. Our group has done a wide research on the business

proposals of Amin Jewellers limited to come up with solutions that will take care of all the

activities, requirements and problems occurred in the old system. Overall, throughout this

report, we tried to formulate various solutions like a new website, customer database & reward

cards, employee identification card & database, backup server, Transaction processing system

and enterprise resource planning so that existing system can be more efficient. After that, once

the system has been developed and programmed, it is necessary to maintain the integrity of

software, hardware functions and protection of data through backup server. It has been very

clear at the end of the project, that due to implementation of IT the existing system has

become more powerful and creative. Lastly, due to the new proposed system, Amin Jewelers

limited will be helped to improve its services, lowering the cost, optimize its resource properly

and run all its branches better.

In conclusion, we believe our new proposed system will help “Amin Jewellers Limited” to

achieve its milestone. Lastly, if Amin jewelries limited accepts our proposal we would like to

help them to fulfill their objectives through this new proposed system.


Bibliography

Books

1. Kenneth C. Laudon, Jane P. Laudon. Management Information System- Managing

The Digital Firm. 10th Edition.

Personnel Assistance:

Interview:

1) Mr. Badal Saha, Amin Jewellers Limited, Personal Interview, 31 March 2011.

2) .Mr. Khokon Kumar Das, Personal Interview, 23 March, 2011.

Website Assistance

1) Wix Development for developing website.

<www.wix.com>

<http://www.wix.com/mishu127/amin-jewellers-ltd-2>


Appendix


Group Photo


From Left to Right: M Redwan Hossain, Mohona Dutta, Rumana Majid Purba, Sumaiya Afrin and M.M. Kamruzzaman.

Group Picture with Sales Executive


From Left to Right: Mohona Dutta, M Redwan Hossain, Mr. Badal Saha (executive), Sumaiya Afrin and Rumana Majid Purba.

Some Pictures of Amin Jewellers Limited


Customer Complain and Comment book

Jewellery showcase of Amin Jewellers Limited

Some Pictures of Amin Jewellers Limited( Continued)


Sales executive selling to customers thorough cash memo

Amin Jewellers Ltd Information System

Documents

Transcript of Amin Jewellers Ltd Information System