Haleeb Foods

Management information system

Group members: Hassan jamil Raheel hafeez Talal shakeel Hunain shahid Rehan farooq Abdul rehman Shahzaib elahi M.ahmad Ali Babar

To:

Miss Sabrina Afzal

The hierarchical system of Haleeb Foods Limited consist of chief executive, six head of departments following their managers and executive

Identification of hierarchical structure: Strategic management level consists only of CHIEF EXECUTIVE OFFICER (CEO) Imran Amjad. He is responsible for making the strategies of goals policies and objectives. They use the software for financial analysis and to make strategic decisions.

Tactical management level consist of those six head of departments which include head of supply chain head of IS, head of Human Resources, Head of Marketing, Head of Finance and Head of Sales. They are responsible for short term or medium term plans schedules budget specifying policies procedures allocate resources and monitor performance. They usually use application for the purpose of making monthly reports and managerial analysis.

Operational management level consists of subordinate managers and executives. They are responsible for the weekly production schedules, make directions and usage of resources within budget. They use their softwares for storing sales, purchase and first hand information e.g receipts and data entry

CHIEF EXECTIVE

HEAD OF MARKETING

HEAD OF SALES

HEAD OF FINANCE

HEAD OF SUPPLY CHAIN

HEAD OF HR

HEAD OF IS

BRAND MANAGER

MANAGER SALES

MANAGER FINANCE

HEAD PURCHASE

MANAGER HR

MANAGER IS

ASSIST MANAGER

MANAGER BULK SALES

MANAGER ACCOUNTS

MANAGER PURCHASE

ASSIST MANAGER NETWORK ADMIN BHP

EXECUTIVE MANAGER FOOD SERVICES

ASSIT MANAGER FINANCE

MANAGER PLANNING

EXECUTIVES

ASSIT MANAGER ACCOUNTS MANAGER SALES SERVICES ASSIT MANAGER TAX REGIONAL SALES MANGERS MANAGER FINANCIAL PLANNING

NETWORK ADMIN HQ

MANAGER WARE HOUSE

MANAGER LOGISTICS

Information System (IS) of Haleeb Foods Pvt. Limited: An information system can be defined technically as a set of interrelated components that collect or retrieve, process, store, and distribute information to support decision making and control in an organization. In addition to supporting decision making, coordination, and control, IS may also help managers and workers analyze problems, visualize complex subjects and create new products. IS contain information about significant people, places, and things within the organizational environment. The IS used by Haleeb Foods Pvt. Limited is the state of the art Oracle ERP (Enterprise Resource Planning) application. All operations functions of Haleeb are covered and integrated with Oracle ERP.

Software used by Haleeb: Business software is generally any software program that helps business increase productivity or measures their productivity. The term covers a large variation of uses within the business environment, and can be categorized by using a small, medium and large matrix. Oracle is the software which haleeb is using. Its enterprise version is urchased by them and they have a staff of trained employees who are running it.

Hierarchical structure of IS used by Haleeb:

ORACLE ERP

SUITS

ORACLE FINANCIALS

ORACLE PROCESS, INVENTORY AND MANUFACTURE

ORACLE HR MANGEMENT

ORACLE SUPPLY CHAIN PLANNING

ORACLE ORDER MANGEMENT SALES AND DEPOSIT

GENERAL LEDGER

PAYABLE S RECIEVABLES

DECRETE INVENTORY

FIXED ASSETS

OPM

The diagram shown above shows the hierarchy of the IS used in Haleeb. As already stated it contains Suits, modules, General Ledger and Sub Ledgers.

Usage of oracle in Haleeb: The usage of oracle in Haleeb is operational in different departments known as Sub Ledgers. These sub ledgers consists of information about different departments in Haleeb which are further integrated in a General Ledger. General ledger consists of consolidated data received from various Sub Ledgers of different departments. Different department are called the suites and the general ledger along with the sub ledgers are called the modules. The Oracle ERP system in the Haleeb assists in performing the following tasks: To keep check in the operational function: Oracle ERP system keeps a check of every possible functioning of Haleeb. For example, Haleeb defines a specific maximum or minimum level of its inventory, purchase order and distribution (dispatch statement). This min and max level provokes them automatically when to purchase or distribute etc. once min and max level is set system will alarm and facilities the exceptional cases. It uses the distribution management system (which is a suite) to check the distribution system for example a dispatch note with the truck loaded with stock is attached and entered in the DMS which matched with the receivers and senders of the stock. To keep balance in the operational function: The entire aspect of the Haleeb limited is balanced and maintained through its ERP system. For example, data is entered, order is booked, stock is then released, it is then sent to warehouse through shipments, the order is then closed and further goes to interface and goes to Oracle receivable modules where invoices are made inventory is updated and stock is purchased and functioning is balanced in between. In another example, also the requisition is entered, approved by system and sent to next hierarchical individual where he reviews it and make changes accordingly and maintains entire process. It balances the account payable by balancing, purchasing, costs and inventories.

 Supply chain management and Quality:

As described earlier the entire Sub Ledgers are integrated in a General ledger which is further used for analysis and as required by the managers. As stated above it is done automatically. Furthermore, while making purchase orders with the suppliers the systems helps in comparing historical quotations with the fresh quotations along with certain conditions Haleeb applies strict Quality Assurance controls over its suppliers of fresh food products which include milk and other dairy products. The suppliers of their materials are required to assure Quality Assurance department of Haleeb that they are fulfilling basic requirements of hygiene, sanitation and Good Manufacturing Practices. QA department pay surprise and regular visits to the processing units to check their operations. In case of any nonconformity, the QA department may reject the whole lot ensuring that only the healthy and hygienic products find their place. Suppliers also have to ensure that they shall abide by all temperature control protocols as defined by Haleeb, not only during production but also during transportation to retail stores. QA department has also engaged, recognized and highly reputable testing laboratories for testing the food products and samples are collected regularly from the processing units and are tested to check whether they are fit for consumption. Suppliers of Haleeb have to implement the HACCP requirements in their whole production process and encourage those potential suppliers who are HACCP certified and maintain their systems ethically and professionally. .

2.)Haccp:

HACCP stands for Hazard Analysis Critical Control Point. HACCP is a pro-active process control system by which food quality is ensured. This system has been adopted by haleeb and by its suppliers too. The HACCP process consists of seven principles: 1. Hazard Analysis 2. Identifying Critical Control Points (CCP) 3. Establishing Critical Limits for each CCP 4. Monitoring CCP requirements and using the data gathered to effectively control processes 5. Corrective Action 6. Record keeping 7. Verification.

The process starts with the identification and documentation of potential hazards. The range of hazards could include safety hazards such as toxins, contamination, foreign bodies, decomposition, microbiological and non-safety hazards such as product quality, product substitution, etc. The next step is to identify "critical control points" in the production process and establish critical limits. The key is to separate the important control issues from those that have no real impact. CCP's are those where the failure of the process would cause or contribute to the occurrence of a hazard. Critical Limits are then established for each CCP. These limits

may be determined by Government regulation and are used to establish that the HACCP system is working correctly.

Hardware used by Haleeb Foods: CPU: The CPU (Central Processing Unit) is the 'brain' of the computer. All instructions the computer will process are processed by the CPU. Dual Core by Intel: The core is where the data is processed and turned into commands directed at the rest of the computer leading to increased performance. LCD Monitor: Monitor is a video display screen and the hard shell that holds it. In its most common usage, monitor refers only to devices that contain no electronic equipment other than what is essentially needed to display and adjust the characteristics of an image. Liquid-Crystal Display, LCD is a flat display technology used in laptops, cell phones, calculators and flat screen displays Keyboard: a device to input text and characters by depressing buttons (referred to as keys), similar to a typewriter. The most common English-language key layout is the QWERTY layout. Fax machine: A fax machine is an electronic instrument composed of a scanner, a modem, and a printer. It transmits data in the form of pulses via a telephone line to a recipient, usually another fax machine, which then transforms these pulses into images, and prints them on paper. Printer: An external hardware device responsible for taking computer data and generating a hard copy of that data. Printers are one of the most used peripherals on computers and are commonly used to print text, images, and/or photos. Haleeb uses Laser printers as they require print jobs to be completed quickly and in large quantities. Mouse: The mouse allows an individual to control a pointer in a graphical user interface (GUI). Utilizing a mouse a user has the ability to perform various functions such as opening a program or file and does not require the user to memorize commands USB Flash Drive: A USB flash drive consists of a flash memory data storage device integrated with a USB (Universal Serial Bus) 1.1 or 2.0 interfaces. They are smaller, faster, have thousands of times more capacity, and are more durable and reliable because of their lack of moving parts.

 Web Cam: It is used to videoconference which is generally higher cost than a videophone and deploys greater capabilities. A videoconference allows two or more locations to communicate via live, simultaneous two-way video and audio transmissions. This enables the management of Haleeb to communicate over vast distances and faster decision making Magnetic tapes: Magnetic tape is a medium for magnetic recording, made of a thin magnetizable coating on a long, narrow strip of plastic. Haleeb uses these tapes for back storage of data because they are better suited to longer term data storage rather than daily use. These tapes are stored in their plant located in Bhai Peru and their head office located in Ferozpur road, Lahore. Communication Networks: A computer network is the infrastructure that allows two or more computers (called Hosts) to communicate with each other. The network achieves this by providing a set of rules for communication, called protocols, which should be observed by all participating hosts. Networks may use circuit switching or message switching. Each terminal in the network must have a unique address so messages or connections can be routed to the correct recipients. Haleeb Foods Pvt. Limited uses the services of VLAN to communicate with its business partners. A virtual LAN, commonly known as a VLAN, is a group of hosts with a common set of requirements that communicate as if they were attached to the same broadcast domain, regardless of their physical location. The broadcast domain of Haleeb is Mobilink network after they switched from Cybernet in 2008. A VLAN has the same attributes as a physical LAN, but it allows for end stations to be grouped together even if they are not located on the same network switch. Virtual LANs have long been used within enterprise networks to create logical workgroups, independent of physical location or LAN topology. VLANs are created to provide the segmentation services traditionally provided by routers in LAN configurations. VLANs address issues such as scalability, security, and network management. Routers in VLAN topologies provide broadcast filtering, security, address

summarization, and traffic flow management. VLAN assists Haleeb to communicate between Bhai Peru plant, head office and Rahim Yar Khan Plant. Extranet is also a part of communication network. An extranet is a private network that uses Internet technology and the public telecommunication system to securely share part of a business's information or operations with suppliers, vendors, partners, customers, or other businesses. An extranet can be viewed as part of a company's intranet that is extended to users outside the company. However, Haleeb has not implemented any extranets because the nature of their activities is such that outside communication is not required. Intranet Within Company, local area networks (LANs) effectively share data among users by keeping large amounts of transactions data on large central computers, while concerning personal computers to them. LANs facilitate data sharing such as e-mail messages, transactions, decisions, calendars, scheduling, teamwork, and access to the internet. Messages send through e-mail provide efficient organizational information to co-workers. Software programs as Groupware are used to share data for teamwork and authorship. Document Management Globally integrated, paperless documentation is being used by the company. Applicable groupware software such as QSET makes remote paperless assessment possible. The software must be capable of: Ensuring that audit trials track the history of all documents and actions and enable remote auditing Supporting multiple companies, customer and supplier sites and mobile users in multiple countries Reliably managing organizational knowledge by means of workflow between individuals and groups or teams Providing powerful security and access control features Integrating many kinds of information in mixed media Offering schedule management with alarm set to trigger when data approach Linking to other software, such as gauge management package

Data Mining Techniques and BI (Business intelligence) tools: Data mining is the process of extracting patterns from data. Data mining is becoming an increasingly important tool to transform this data into information. It is commonly used in a wide range of profiling practices, such as marketing, surveillance, fraud detection and scientific discovery. Business Intelligence (BI) refers to computer-based techniques used in spotting, digging-out, and analyzing business data, such as sales revenue by products and/or departments or associated costs and incomes technologies provide historical, current, and predictive views of business operations. Common functions of Business Intelligence technologies are reporting, online analytical processing, analytics, data mining, business performance management, benchmarking, text mining, and predictive analytics. Data Warehouse. A very large database with special tools used to extract and cleanse data from operational systems and to analyze data. Data from various online transaction processing (OLTP) applications and other sources is selectively extracted and organized on the data warehouse database for use by analytical applications and user queries. Data warehousing emphasizes the capture of data from diverse sources for useful analysis and access, but does not generally start from the point-of-view of the end user or knowledge worker who may need access to specialized, sometimes local databases.

Data Mart . A focused subset of a data warehouse that deals with a single area of data and is organized for quick analysis. The data is usually stored in data cubes. The emphasis of a data mart is on meeting the specific demands of a particular group of knowledge users in terms of analysis, content, presentation, and ease-ofuse. Users of a data mart can expect to have data presented in terms that are familiar.

However, Haleeb does not use these techniques because it deals with business to business transactions and at the end of the day the data collected is not vast and is automatically analyzed by ORACLE. Moreover, they do not want to implement these techniques in order to avoid extra costs. Data mining can be used to uncover patterns in data but is often carried out only on samples of data. The mining process will be ineffective if the samples are not a good representation of the larger body of data. Data mining cannot discover patterns that may be present in the larger body of data if those patterns are not present in the sample being "mined". Inability to find patterns may become a cause for some disputes between customers and service providers.

Backup Plans Of Haleeb:

All the operational functions are recorded and updated by the ORACLE ERP No break downs since the inception of ORACLE. The company has arranged for back up The data is copied in the forms of tapes. Sent to the major loactions of Haleeb Ltd. No need for data warehouses and data marts.

Security Frame work for Haleeb: Antivirus (or anti-virus) software is used to prevent, detect, and remove malware, including computer viruses, worms, and Trojan horses. Such programs may also prevent and remove adware, spyware, and other forms of malware. Kaspersky Business Space Security provides high-quality protection for corporate information assets from all types of contemporary computer threats. Haleeb uses Kaspersky antivirus software and network firewalls. Kaspersky Business Space Security offers an umbrella of protection to workstations, smart phones and files servers from all types of computer threats, prevents epidemics of malicious programs, and keeps information secure and fully accessible to users of network resources. The

product was expressly designed to meet the increasing demands of servers operating under heavy loads. Network firewalls prevent unknown programs and Internet processes from accessing the system protected. They may protect against infection from outside the protected computer or LAN, and limit the activity of any malicious software which is present by blocking incoming or outgoing requests on certain TCP/IP ports. A firewall is designed to deal with broader system threats that come from network connections into the system and is not an alternative to a virus protection system. The type of network firewall used by Haleeb is Juniper. The Juniper Networks integrated security devices are purpose-built to perform essential security functions. Optimized for maximum performance, they are controlled by a security-specific, real-time operating system called Screen OS. This operating system has been designed from the ground up to perform security functions without the overhead that can create vulnerabilities in other security products that rely on general-purpose operating systems. These integrated devices can protect the network from all manner of attacks and malware while simultaneously facilitating secure business-tobusiness communications.

Haleeb using E-commerce: Ecommerce or e-business consists of the buying and selling of products or services over electronic systems such as the Internet and other computer networks. The amount of trade conducted electronically has grown extraordinarily with widespread Internet usage. The different types of Ecommerce conducted between business is referred to as Business-to- business (B2B) Business- to- Commerce (B2C) B2B can be open to all interested parties (e.g. commodity exchange) or limited to specific, prequalified participants (private electronic market). Electronic commerce that is conducted between businesses and consumers, on the other hand, is referred to as business-to-consumer.

Haleeb Foods Limited use Business to business (B2B) mode of ecommerce as they have a direct link with the retailers and farmers. The use of their website is very little as the farmers are uneducated and illiterate and they dont know how to use the computers. Besides this as Haleeb products are perishable so it is not possible to use ecommerce.

Vulnerabilities : 1. 2. 3. 4. 5.
Haleeb does not have an extensive security department, hence it may not be able to protect from a denial of service attack. Haleeb does not communicate with its distributors and suppliers through the internet hence there might be inconsistencies in supply. The milk processing is heavily dependent upon the obsolete UHT technology. The investment in IT is not adequate enough, while competitors like Nestle and engro foods are using modern technology. At one point in time, Haleeb had 54 percent of the market share however with investment in technology Nestle and engro foods have been able to gain a lot of haleebs market share.

Recommendations :
The use of oracle based ERP does help Haleeb in efficiency information , the productivity and operational efficiency have also been enhanced however Haleeb needs to develop digital links with its distributors , so the distribution can be more cost effective. Data mining techniques should also be used by Haleeb in order to extract patterns from data and find out useful information. Moreover Haleeb should make a separate department for data security and protection of intellectual property.