Presentation Store and Purchase Management System

8/6/2019 Presentation Store and Purchase Management System

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Submitted By:

48, New Market

Rajshahi-6100

Contact # Mobile: 01710946428

Land (Res.) 0721 812007

Email: [email protected]

Proposal of

Purchase & StoreManagement

System(PSMS)

(A conceptual Idea )

February 28

2011

For

BCMCL(Barapukuria Coal Mining & Company Limited.)

(ACompany of Petrobangla)


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INDENTING

DEPARTMENTVENDORS

P U R C H A S I N G

Module

Store

Department

Packing Slip, Invoice, etc.

Accounts Module

Send Copies of PO, Clearance

Certificate, Invoice, Receiver

Report, QC Report To Account

Payable Department

Requisition

PO

PO, Packing Slip,

Invoice, Receiver

Report, QC Report

PO

G

o

od

s

PO

QCRequesting For

Quality Check

Receiving Bay

Goods

QC Report

Requesting a

Report Of

the RequiredGoods in a

specific

format


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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 KARDEXScrap Report

Annual Report Daily Report or Day to Day Report


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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 )


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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.


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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.


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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 SystemThe 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 StrategiesThe 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.


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Implementation ProcedureMTechnology is designing a Purchase & Store Management System (PSMS) forBCMCL. 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 DevelopmentIntegration

System Testing and Trial Run

User and Administrative Training

System Signoff

Maintenance (OP)


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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 ArchitecturalD

esignThis 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


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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


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System Signoff

This phase is the final of the development phase where the system is fully hand over to the client.

Maintenance & EnhancementThis is an optional phase. IfBCMCL 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

Phase Name Weeks Required

1 Requirement Specification 2

2 System Design 4

3 Object Design 4

4 Module Development 6

5 Integration 4

6 System Testing and Trial Run 3

7 User Administrative Training 1

8 System Signoff

Total Duration In Weeks 24

Implementation Timeline

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

summary.


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THANK You

FOR BEING WITH US

Presentation Store and Purchase Management System

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