Management Information Systems

Madni Cables

FEASIBILITY REPORT
for the

Database Management System

of

Madni Cables
Submitted to

Prof Zeshan Ahmer

Submitted by

Ismaeel Ali-55 Hamza-37 Nauman-17 Sohaib-38 Nadeem-29

Management Information Systems

Madni Cables

PREFACE
This feasibility report is part of our project work of MIS. In the project we covered the feasibility study of the production department of Madni Cables, a wire manufacturing organization. The factory has been running since 1972. Designing the feasibility for the database of its production department was a hectic and tiring job, but provided us with a chance of practical learning.

Management Information Systems

Madni Cables

ACKNOWLEDGEMENTS
We would like to thank Almighty Allah for providing us with all the strength, resources, courage, spirit and all that we needed to successfully complete this project. We would also like to thank our course instructor Sir Zeshan Ahmer for his guidance throughout the project. We would also like to extend our thanks to Mr. Mian Farooq Ahmed for letting us visit his premises and for providing us with all the necessary information and last but not the least our sincere thanks to our seniors and class fellows for their assistance.

Management Information Systems

Madni Cables

INTRODUCTION
MADNI CABLES is being manufactured by the Madni industries whose foundation was laid in 1971, but the regular production of the MADNI CABLES started in February, 1972. Although production of MADNI CABLES is being supervised and monitored by qualified Engineers, but special care is taken to produce cables exactly according to the specifications laid down in IEE (Institution of Electrical Engineers) regulations as BS standards. MADNI CABLES are being manufactured with 99.9% pure copper and insulated with imported PVC, which is flame retardant and has a resistance to Chemicals and Petroleum products.

Management Information Systems

Madni Cables

PROBLEM DEFINITION / REQUIREMENT DEFINITION

Madni Cables (PVT) Ltd has manual record system of order, suppliers, and purchases. It is difficult to handle on large scale. It causes unnecessary delays in the day to day functioning. As the company is progressing it becomes difficult to handle when to purchase raw material, depending upon the date of delivery of orders received.

Management Information Systems

Madni Cables

STUDY OF EXISTING SYSTEM (MANUAL / COMPUTERIZED)

The existing production system of Madni Cables is that all production is done through manual record systems. The dealings with suppliers, orders and purchases all are made through manual traditional register system. A lot of time and resources have been consumed in coordinating with a lot of suppliers, orders and purchase due to increasing number of clients and business with the passage of time. It is difficult to compare how much raw material was bought and how much output was created to increase efficiency, lessen thefts inside the company and insure optimal use of resources.

Management Information Systems

Madni Cables

REQUIREMENT ANALYSIS
Madni Cables (PVT) Ltd. requires a computerized management information system for their production department. They require a proper record of purchases made, orders received, labor worked, suppliers involved and deliveries made. They require records in forms of practical nature to make policies, increase efficiency and highlight issues to increase productivity.

Management Information Systems

Madni Cables

DATA GATHERING
Study of Manuals of Existing System (if any): There was no formally up to date documented manual or SOP available for the manufacturing department of Madni Cables (PVT) Ltd. The concerned authorities however informed us about their system verbally and showed us there registers which they use to keep records. . Study of Existing Reports: The existing reports comprised of registers. These registers showed us the details about the purchases made, suppliers involved, orders received and deliveries made. Due to the large number of registers it was not possible to find a certain production function to relating order. Most of the registers could not be used as they were so large, bulky and torn. Interviews with the Management and Users of the System: We conducted interviews with the CEO, Directors and clerical users of the system. We asked them about their present system. We convinced them regarding the computerized management information system for their production department. Told them about the increase in efficiency, productivity that there company will enjoy after the implementation of computerized management information system. Interview Report: The CEO had a vision that he wanted to enhance the internal control of his company. The Directors of the company wanted to increase efficiency of the company and wanted to get rid of old registers record keeping system as it was very time consuming for them to audit it after the clerks fill all details. They were convinced to do all production system computerized to meet there needs and increase productivity. Using Questionnaires: No formal questionnaires were used. All questions were asked verbally as it was a traditional business group so most of the questions asked were in verbal form.

Management Information Systems

Madni Cables

PROBLEMS IN EXISTING SYSTEM

1. Physical record keeping: Physical record keeping is done in registers and notes to keep records of the transactions related to all matters including orders, suppliers involved and raw material used to produce the required order. 2. Physical payment method: Workers and other stakeholders were paid In cash and their receiving signatures were to be made on papers which was difficult to keep as records as more chances of fraud were there. 3. Weak internal control: Due to physical record keeping the internal control of the company was weak. In case of any problem it was very difficult to find the concerned transaction out of thousands of transactions appeared in the list. 4. Difficult to audit: It was even difficult for the auditors to find and understand the transactions for audit purposes due to records not written in standard pattern. 5. Difficult to keep records for longer period of time: It was difficult for the record keeper to keep records for longer time as a large number of transactions were to be written therefore new registers were used day by day making it difficult to place the old ones for record keeping purpose. 6. Difficult to find a transaction: It was very difficult to find a certain transaction out of so many registers to see some desired results. 7. Time consuming: It was a time consuming task to record massive transactions like this. And also to find a certain transaction a lot of time and effort was required. 8. International standards: Company couldnt meet the international standards neither meet the increasing demand with old record keeping system.

Management Information Systems

Madni Cables

PROPOSAL FOR THE NEW / IMPROVED SYSTEM

The proposed new system comprises of computerized management information system. With this system all permitted managers of the company can have access to the details of the production department like purchases made, orders delivered, raw material required when and how much to complete upcoming orders etc. This system will keep records of all transactions made in the production department. All information can be made available within a few clicks. This electronic computerized data keeping will take very less space as compared to the old register.

Management Information Systems

Madni Cables

SUGGESTIONS FOR THE PROBLEMS IN THE EXISTING SYSTEM

The problems in the existing system can be minimized by recording the transactions of production department in a formally defined format. Purchases made against one order must be separately showed and the supplier to whom it is received also should be mentioned. The material required for certain orders, if recorded this could lead towards optimal usage of raw material and ultimately improving companys profitability ratios. Company can minimize cost and fraud by putting some checks on the employees. The record keeping can be done by each stake holder like the order department, suppliers, purchases department etc. In the way all transactions can be matched to reduce the chances of possible fraud or thefts.

Management Information Systems

Madni Cables

ORGANIZATION CHART
Chief Executive Officer

Director Sales

Director Production

Director Marketing

Sales Officers

Production Managers

Research and Development department

Orders

Workers

Management Information Systems

Madni Cables

LIST OF THE ENTITIES OF THE SYSTEM

1. Orders 2. Supplier

Management Information Systems

Madni Cables

LIST OF THE PROCESSES OF THE SYSTEM

1. Purchases 2. Drawing copper department 3. Annealing department 4. Stranding department 5. PVC coating department 6. Packaging department

Management Information Systems

Madni Cables

HARDWARE REQUIREMENTS
SYSTEM DESCRIPTION This part of a computer consists of the processor, storage devices, memory etc. This part of the computer is responsible for the overall processing and performance. MINIMUM REQUIREMENTS Processor 700MHz RAM 512 MB Hard-drive 10 GB Disk drives CD-ROM 48x PRICE Rs 10,000 required to buy a system WHAT I USED Processor Intel(R) Pentium(R) 4 Processor 2.40 GHz RAM 4 GB Hard-drive 1 TB Disk drives Samsung CD-RW 52x WHY I USED I used this high-performance system so that that my work will be processed quicker. Back-ups can be easily made on compact discs.

Management Information Systems

Madni Cables

MONITOR DESCRIPTION Monitor is a device connected to a computer that displays information on a screen. They can display a wide variety of information, including text, icons, photographs, computer rendered graphics, video, and animation. The monitor acts as an interface between the computer and the user. PRICES Rs 4000 MINIMUM REQUIREMENTS A coloured monitor that has a resolution of at least 800x600. WHAT I USED For this purpose I used Dell 40 LED. This screen gave me sharp images to attract the clients. WHY I USED This screen gave me sharp images to attract the clients and it meets the requirements needed for the project.

Management Information Systems

Madni Cables

KEYBOARD DESCRIPTION A keyboard is a keypad device with buttons or keys that a user presses to enter data characters and commands into a computer. PRICE Rs 400 per piece MINIMUM REQUIREMENTS A standard QWERTY keyboard. WHAT I USED For this purpose I used a 107 keys windows compatible keyboard. WHY I USED I used this keyboard because it is smooth and comfortable for typing and meets the requirements.

Management Information Systems

Madni Cables

MOUSE DESCRIPTION A mouse is used to select commands quickly by simply clicking. It makes it easy to produce drawings and graphics. DESCRIPTION Rs 250 per piece. MINIMUM REQUIREMENTS A two-button mouse. WHAT I USED I used an A4 tech SWW-25 mouse. Its a two-button mouse with scroll wheel. WHY I USED I used this because it was easily available and made my work comfortable.

Management Information Systems

Madni Cables

PRINTER DESCRIPTION Printer is a computer peripheral that puts text or a computer-generated image on a paper. Forms and other data capture forms can be printed and used. User documentation as well as technical documentation can be printed and used for future reference. PRICE Rs 15000 Per Printer. MINIMUM REQUIREMENTS A laser printer of any make may be used for this purpose. WHAT I USED For this purpose I used Hewlett Packard Printers, HP Laser Jet 1300 and HP DeskJet 3744. WHY I USED I used this printer because of its high performance and reliability.

Management Information Systems

Madni Cables

BACKUP DESCRIPTION A backup is a copy of the information on the hard drive on some reliable and safe medium of data storage. In the event that the original data on the hard drive is accidentally erased or overwritten, or becomes inaccessible because of a hard drive malfunction, the copy can be used to restore the lost or damaged data. PRICE Rs 30 Each Compact Disk of 700MB. MINIMUM REQUIREMENTS A compact disc (CD) of a minimum of 500 megabytes storage capacity is required. WHAT I USED For this purpose I used a rewritable compact disc of 700 megabytes storage capacity. WHY I USED I used this CD because it has a large storage capacity and data can be written over again.

Management Information Systems

Madni Cables

UNINTERRUPTED POWER SUPPLY (UPS) DESCRIPTION An uninterrupted power supply, UPS, is a back up power source which provides continuous power supply. In case of an electrical failure the UPS immediately switches onto battery power. It can save the system from being corrupt as well as loss of data. PRICE Rs 20,000 for a UPS and Battery MINIMUM REQUIREMENTS A 1kW UPS. WHAT I USED For this purpose I used a 2kW UPS WHY I USED I used this UPS because it can operate the whole computer including the printer for a sufficient time.

Management Information Systems

Madni Cables

SOFTWARE REQUIREMENTS
OPERATING SYSTEM DESCRIPTION System (OS) is the basic software that controls the computer. The operating system has three major functions: It coordinates and manipulates computer hardware, such as computer memory, printers, disks, keyboard, mouse, and monitor; it organizes files on a variety of storage media, such as floppy disk, hard drive, compact disc, digital video disc, and tape; and it manages hardware errors and the loss of data. PRICE Rs 5000 only for one Compact Disk, it can be installed in one system only. Depending upon the number of systems price can be multiplied with number of systems. MINIMUM REQUIREMENTS A graphical user interface, Microsoft Windows 2000, Windows XP service pack 2. WHAT I USED For my project I used Microsoft Windows XP professional Version 2004. REASONS FOR SELECTION The operating system is a GUI and user friendly. It is capable of running many different types of programs. It was easily available and its easy to use. I had to select an operating system of a company which would be reliable and would not close down in the near future.

Management Information Systems

Madni Cables

DATABASE DESCRIPTION Database, any collection of data organized for storage in a computer memory and designed for easy access by authorized users. The data may be in the form of text, numbers, or encoded graphics. PRICE Rs 8000 only. MINIMUM REQUIREMENTS Microsoft Access 2000 WHAT I USED Microsoft Access 2007 REASONS FOR SELECTION COMPATIBILITY This software has been designed by the same company as Windows XP and has a good compatibility and runs smoothly. It gives full compatibility with the hardware and system software. It allows me to do my work in less time as compared to other soft wares. USER FRIENDLY The software is easy to use. In case of any difficulty the office help is really useful and easy to understand. QUERIES Queries can easily be created to search for information from the database. FORMS Forms can be made to make the entries in the database. These can be designed as required by the user and buttons for different commands can also be used. SECURITY The data in the software is secure and safe by a password facility. There are many other features in Access 2003 for which I selected this software.

Management Information Systems

Madni Cables

HUMAN RESOURCE REQUIREMENTS

Data Entry Operator:

Data Entry operator required for each department. Number of Employees Required: 6 Qualification: Sound computing skills. English understanding. Bachelors in Computing Studies Salary: 10,000 to 15,000Rs with food and communication allowance Timings: 9am to 8pm. Job Type: Permanent

Software and Hardware experts:

Software and Hardware experts required for maintenance of software. Number of Employees required: 2 Qualification: Masters in Computer Studies Experience: At least 3 years in relevant field. Salary: Rs 1000 per visit Timings: Not fix Job Type: Temporary, 1 visit after every 2 months.

Management Information Systems

Madni Cables

Activity Table

Management Information Systems

Madni Cables

Notes We had the whole 2nd semester to complete this project, so there was enough time and no need to crash the project. No cost was involved in designing the DBMS as this was part of our coursework and students didnt charge the company for the service. The part of approving and verifying the ERD was done by out Respected Courser Instructor. The one week gap between Activity 10 and 11 is of our Mid Terms exams of the 2nd Semester.

Management Information Systems

Madni Cables

Gantt Chart

Management Information Systems

Madni Cables

PERT Diagram