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University of Hertfordshire

Faculty of Engineering and Information Sciences


ASSIGNMENT BRIEFING FRONT SHEET
Assignment Information Systems for Mirage
Title Manufacturing
Module Title Manufacturing Information Systems

Dr S. Loke

Tutor

Date
submitted
Module MAAD0059
Code
GROUP or
INDIVIDUAL
Assignment

Group assignment- 2
students in a group

*****************************************************************************************************************************
FOR INVIDUAL ASSIGNMENTS STUDENT TO COMPLETE
(Comments on this assignment by students can be made on the back of the assignment briefing sheet).
By completing BOX A below, I certify that the submitted work is entirely mine and that any material derived or quoted from
the published or unpublished work of other persons has been duly acknowledged. [ref. UPR AS/C/6.1, section 7 and UPR
AS/C/5 (Appendix III)].
Please print your forename and surname in capitals, provide your; - ID number, the study year code (e.g. CS1, ASE1), actual
time spent on the assignment and your signature.

BOX A
Student Forename
(in CAPS please)

Student
Surname

Student ID
Number

Year
Code

(in CAPS please)

Actual Time
Spent by the
Student
(hours)

Signature of
Student

*****************************************************************************************************************************
FOR GROUP ASSIGNMENTS - STUDENTS TO COMPLETE
Group Name/Number (if allocated by module team)

(Student comments on this assignment can be made on the back of the assignment briefing sheet)
By completing BOX B below, we certify that the submission is entirely ours and that any material derived or quoted from the
published or unpublished work of other persons has been duly acknowledged. [ref. UPR AS/C/6.1, section 7 and UPR
AS/C/5 (Appendix III)].
Please print your forenames and surnames in capitals, provide your; - ID numbers, the study year code (e.g. CS1, ASE1),
actual time spent on the assignment and your signatures. By signing the submission you certify that this work represents
equal contributions from all team members. If this is not the case, the module leader must be informed before submission.

BOX B
Student Forename
(in CAPS please)

Student
Surname
(in CAPS please)

Student ID
Number

Year
Code

Actual Time
Spent by each
Student
(hours)

Signature of
Student

This sheet must be submitted with the assignment, signed and either BOX A or B filled in.
LATE SUBMISSION WILL ATTRACT STANDARD LATENESS PENALTY.
Guidance on avoiding academic assessment offences such as plagiarism and collusion is given at the URL:
http://homepages.feis.herts.ac.uk/~scs/PlagiarismAndCollusion.pdf* (* Schools to insert their own guidance notes where
relevant)

UNIVERSITY OF HERTFORDSHIRE
Faculty of Engineering and Information Sciences
ASSIGNMENT BRIEFING SHEET
ASSIGNMENT AIMS:

To perform Systems Analysis & Design for an Organisation.


MODULE LEARNING OUTCOMES ASSESSED:

1.
2.
3.
4.

demonstrate and explain the role of Information Systems within the manufacturing environment
apply analytical tools relevant to the design and implementation of information systems
solve problems of the structure, operation and management of integrated computer systems
develop an IT/IS implementation programme taking into account, resource, quality and cost issues.

SUBMISSION REQUIREMENTS:

Detailed requirements are as stated in the case study attached.


This is a group assignment. Each group will consist of a maximum of two students. Students are expected to work
as a team of two members to discuss the problems associated with this case study and to work out solutions. Students
must all fill in the peer assessment part of this briefing sheet to assess individual contributions.
MARKS AWARDED FOR:

Presentation:
Contents:

10%
90%
35

This assignment is worth 25


% of
the overall in course assessment for this module.
Date work
handed out

10th Nov 2008

Date to be
handed in

Typical (hours) required by the


student(s) to complete the assignment.

9th Dec 2008

Internal moderator
approval (signature)

Target date for the return of the marked Assignment


Marks Awarded %

Marks Awarded %
After Lateness Penalty

[Late submission will attract


standard lateness penalty]

A note to the Students:


1. For undergraduate modules, a score of 35% - 39% represents performance at non-honours level. Scores
above 40% represent performance at honours level.
2. For postgraduate modules, a score of 50% or above represents a pass mark.
3. Modules may have several components of assessment and may require a pass in all elements. For
further details, please consult the relevant Definitive Module Document, Module Guide or Module Leader.

Guidance on avoiding academic assessment offences such as plagiarism and collusion is given at the URL:
http://homepages.feis.herts.ac.uk/~scs/PlagiarismAndCollusion.pdf* (* Schools to insert their own guidance notes where
relevant)

STUDENT COMMENTS ON THE ASSIGNMENT (optional- for your continued academic and personal
development you are encouraged to review your achievement and reflect on your progress in your studies).

What did you do well?

What could you have done better?

What would have enabled you to do it better?

MARKERS COMMENTS (markers may elect to provide feedback or comments by alternative means on
students submissions, e.g. StudyNet, detailed marking plan, etc.)

Guidance on avoiding academic assessment offences such as plagiarism and collusion is given at the URL:
http://homepages.feis.herts.ac.uk/~scs/PlagiarismAndCollusion.pdf* (* Schools to insert their own guidance notes where
relevant)

APPENDIX A
Mirage Manufacturing Ltd (MML)
Mirage Manufacturing Ltd (MML) is a small subcontractor which produces machined components to customer
orders.
Mr Jones, the owner/manager, employs a Secretary, a Buyer and a Purchasing Clerk, a Production Manager, a
Storekeeper, an Accounts Clerk, and a number of machine shop setter/operators.
The company has over 100 customers, of whom 30% place regular orders. Mr Jones, the owner/manager, is a great
believer in teamwork and hence has organised the business processes accordingly.
The preliminary systems analysis shows 5 main business processes and details of sub processes as follows;
Customer Enquiries Management
All customer enquiries are initially handled by the Company Secretary. The company receives enquiries from
existing or new customers via fax, mail or e-mail for repeat orders - repeaters - or quotations. The repeaters are
sent to the Production Manager. Enquiries for quotations are either from the existing customers for new parts, or
new customers.
When an enquiry for quotation is from the existing customer is received, the Secretary pulls out the customer file
from the filing cabinet, and attaches the new enquiry for quotation in the customer folder. If the enquiry is from a
new customer, the Secretary creates a Customer Folder and attaches the enquiry to the newly created customer
folder. She then sends all enquiries to Mr Jones, who prepares the new quotation by examining the technical
drawings and deciding on the manufacturing steps, and the estimated manufacturing time per unit. Completed
estimates, with customer folders, are returned to the Secretary who then prepares a written quotation. A copy of the
quotation is placed in the customer folder and the master copy is sent to the customer.
The Secretary maintains a log of daily customer enquiries, repeaters and quotations alike, and sends a copy to Mr
Jones and the Production Manager.
Once an acceptance of the quotation is received, the Secretary updates the customer file, and sends a copy of the
requirements to the Production Manager for planning.
Production Control and Planning & Management
The Production Manager uses a two week time horizon for his planning. The existing customers know that the
repeaters are quoted a 3 week delivery from the date of placing an order and usually they get their orders on-time.
The Production Manager deals with urgent orders by checking the present production schedule and making sure
that a sufficient stock of materials and tooling is available. If deliveries cannot be scheduled within customers
specified time frames, the Secretary informs the customer of the earliest possible delivery date. She then informs
the Production Manager of the order as firm or declined. The Production Manager after allocating production
capacity, sends a copy of the scheduled orders to the Storekeeper.
Stock Management
Stock management is influenced by many factors. Mr Jones as a policy considers stock as waste. The Production
Manager knows that without stocks he cannot meet demands. The Buyer has devised minimum and maximum
stock levels so that stock management is optimum. His suppliers are aware of his requirements and most of MMLs
orders are delivered within 48 hours on a Just-in-Time basis.
On a weekly basis, the Storekeeper gets a copy of the production schedule 2 weeks ahead of the start of production,
from the Production Manager; he then allocates free stock from his records and reports potential shortfalls to the
Buyer as stock updates.
Purchased items, once delivered to MML, are initially handled by the Storekeeper. All deliveries accompany a
delivery note. The storekeeper, after a visual and quantity check of the items received, files the delivery notes in
the Goods-In folder.

Guidance on avoiding academic assessment offences such as plagiarism and collusion is given at the URL:
http://homepages.feis.herts.ac.uk/~scs/PlagiarismAndCollusion.pdf* (* Schools to insert their own guidance notes where
relevant)

Supply and Purchasing Management


The Buyer has developed a close working relationship with a number of key suppliers. Standard items are delivered
within 48 hours, specials items vary in delivery lead time according to complexity, though usually no longer than
10 days.
The Buyer, daily, spends an hour examining all new customer orders for special items. A request for quotation
RFQ - is sent out by fax to the suppliers for estimates, and a copy is held in the Supplier file. Once the RFQs are
returned, the Buyer selects a supplier based on delivery lead time and price, then places his selected supplier RFQ
in the special orders tray.
The stock movements are reported on a daily basis by the Storekeeper, as stock updates. Once every two days, the
Purchasing Clerk reviews the stock updates submitted by the Storekeeper and the special orders tray, and then
prepares purchase orders. Before sending the orders to the suppliers, the Buyer allocates a budget code from his list
of codes and signs the purchase orders. Orders above 2,500 also require the signature of Mr Jones.
A copy of authorised purchase orders is kept in the supplier folder and the master sent to the supplier(s).
A Supplier file folder is maintained an alphabetic order. The Purchasing Clerk files on regular basis, the RFQs,
the purchase orders and invoices from suppliers.
Accounts Management
Cash flow management is the number one priority for the company. The secretary collates all the payments
received by post, enters them in the Accounts Receivable spread sheet, produces a summary report of total CashIn, and updates the Overdue Accounts list. Customer cheques are collated and paid in to the company bank by
10.00 am on the next day.
Invoices from the suppliers are marked for the attention of the Buyer. The Purchasing Clerk collates the invoices on
a daily basis, checks the invoices against the delivery notes and the original supplier estimate, enters the
information in the Accounts Payable spreadsheet and sends a hard copy to the Secretary.
The Secretary files the Accounts Payable and Accounts Receivable reports in a single folder MML
Accounts.
The company employs an external accountant for cash flow analysis. The accountant collects the MML Accounts
folder every Friday morning and submits a Cash Flow Forecast (CFF) for the next 2 weeks every Monday morning
to the Secretary. A copy of the CFF is sent to Mr Jones, who uses the information for settling supplier accounts,
and reminding the customers with outstanding payments. The Master copy of CFF is then filed in the MML
Accounts folder.

Guidance on avoiding academic assessment offences such as plagiarism and collusion is given at the URL:
http://homepages.feis.herts.ac.uk/~scs/PlagiarismAndCollusion.pdf* (* Schools to insert their own guidance notes where
relevant)

APPENDIX B

Mirage Manufacturing Ltd

PURCHASE ORDER

Unit 7 Priory Industrial Estate


Nottingham

Purchase Order No:


Date:
Delivery Required By:

Supplier

Delivery Address

CMML Tools Ltd


UNIT 10 Dallaw
Road
Bedford
MK 1 9AB

Unit 10 Priory Industrial Estate


Nottingham

Please supply and the deliver the following

Item

Quantity

001
002
003
004
005

8
4
2
1
2

Settlement Terms

PORD/000519
12-Jan-02
19-Jan-02

Technical queries to: 0119 - 700X

Description of the goods

Priced as

Unit Price

3 MM Tap Plug
3MM Tap Second
3 MM Tap FST
2.0 MM Drills
6.5 MM Drills

Each
2.41
Each
2.41
Each
2.41
PKT 10
3.74
PKT 10
7.50
Total of Goods
Delivery
Total EX VAT

Item Total

19.28
9.64
4.82
3.74
15.00
52.48
5.25
57.73

30 Day Terms

APPENDIX C
Given the importance of on-time delivery of goods ordered, the Buyer maintains a detailed account of all his
suppliers and the Purchase Orders sent out. These are
Supplier ID
Supplier Name
Supplier Address
Supplier Contact Name
Supplier Telephone Number
Purchase Order Number
Purchase Order Date
Delivery Required By
Delivered on-time (Yes/No)
Order Line
Part Description
Quantity
Unit Price

Guidance on avoiding academic assessment offences such as plagiarism and collusion is given at the URL:
http://homepages.feis.herts.ac.uk/~scs/PlagiarismAndCollusion.pdf* (* Schools to insert their own guidance notes where
relevant)

Submission requirements:
A hard copy of the report should be submitted in essay format containing the following:

1. List the problems of the order processing system of the company.


(10 marks)
2. Draw a flow chart of the current order processing system
(20 marks)
3. Draw the data flow diagrams (context level, levels 1) for the current physical
system.
(40 marks)

4. Propose a new system. Perform data modelling and prepare entity relationship
diagrams for the new order processing system.
(20marks)
5. List and discuss the benefits of the proposed new system.
(10 marks)

Guidance on avoiding academic assessment offences such as plagiarism and collusion is given at the URL:
http://homepages.feis.herts.ac.uk/~scs/PlagiarismAndCollusion.pdf* (* Schools to insert their own guidance notes where
relevant)