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CHAPTER ONE

INTRODUCTION AND THEORETICAL BACKGROUND

This chapter deals with the details about the industry as a whole, the particular
organization and the theoretical background of the study.

INTRODUCTION

When Indian economy is considered the services sector contributes the most to the
India GDP for it accounted for 53.8% in 2008. Among the services the software
industry forms the main part whose contribution to exports stood $ 40 billion which is
36% more growth. Enterprise Resource Planning (ERP) is the latest high end software
solution, Information Technology has lent to the world of business application. An
ERP software solution seeks to streamline and integrate operations, processes and
information flows in an enterprise, to synergize the resources of an organization
namely men, material, money and machine.

ERP market in India is steadily growing for the last few years and the main reason for
this enormous growth is that, the already existing clients acquire more licenses and
modules. The number of employees using the ERP system is increasing and the ERP
clients who have started with the basic modules are going for subsequent applications.
There is also a trend to replace customized system with standard application
packages, like an ERP system. The Indian ERP market experienced CAGR
(compounded annual growth rate) of 25.2 during the period of 2004-2009.

iSmart Business Solutions Private Limited, is a well established multinational


organization with offices in several international locations. They provide agri-
business with end-to-end solutions that would make the entire agricultural process far
simpler, more profitable and seamlessly integrated. The Company has built for itself a
global reputation of quality, dependability and profitability. It is also a rapidly
expanding Company with its products being deployed in more than 12 countries.

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THEORETICAL BACKGROUND

Most organizations across the world have realized that in a rapidly changing business
environment, it is impossible to create and maintain a custom designed software
package which will cater to all their requirements and also be up-to-date. Realizing
these requirements of organizations, companies have designed and developed ERP
software, which offer an integrated software solution to all the functional processes in
an organization

ERP software is designed to model and automate many of the basic processes of a
company from finance to the shop floor with the goal of integrating information
across the company and eliminating complex, expensive links between company
systems. ERP predicts and balance demand and supply. It is an enterprise wide set of
forecasting, planning and scheduling tools which links customer and suppliers into a
complete supply chain employs proven process for decision making and co-ordinates
sales, marketing, operations, logistics, purchasing, finance, product development and
Human Resource.

ERP software is the mirror image of the major business process of an organization. It
is a direct outgrowth and extension of MRP and as such, includes all of the MRP11’s
capabilities. Its goal includes high-levels of customer service, productivity, cost
reduction and inventory turnover. ERP uses multi-module application software for
improving the performance of the internal business processes.

ERP packages are becoming very important because they are targeting at everything
from small business to the largest organizations and it can be composed of a highly
flexible decentralized database and an information system cluster linked by a network.
Another added advantage is that improved efficiency and information integration that
will help in speedy decision making.

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Reasons for the growth of ERP market:

Industrial analysts are forecasting growth rates of more than 30% for at least the next
five years. Some of the reasons that lead to the growth of ERP are

1. Enable improved business performance

2. Support business growth requirements

3. Provide flexible, integrated, real-time decision support

4. Eliminate limitations in legacy systems

5. Take advantage of untapped mid-market

Advantages of ERP Systems

• A totally integrated system


• The ability to streamline different processes and workflows
• The ability to easily share data across various departments in an organization
• Improved efficiency and productivity levels
• Better tracking and forecasting
• Lower costs
• Improved customer service

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CHAPTER TWO

INDUSTRY, COMPANY AND PRODUCT PROFILES

This chapter mainly deals with the Industry as a whole and a brief description about
the company and the products they provide.

SOFTWARE INDUSTRY: A PROFILE

Software Industry consists of that part of computer programming activity that is


traded between software-producing organizations and corporate or individual software
consumers. The Indian Software Industry has brought about a tremendous success for
the emerging economy. The software industry is the main component of the
Information technology in India and has also helped the IT sector to grow at a good
pace backed up by India's pool of young aged manpower. In the present scenario most
of the countries over the world have relied upon Indian Software Company and firms
for the software development activities, as the country possesses a global competency
in the IT sector.

The growth of India as a software hub has also been facilitated by the initiatives taken
by the Union and State Governments. Many State Governments have set up Hi-Tech
Parks and implemented e-governance projects. Presently there are more than 500
software firms in the country which shows the monumental advancement that the
India Software Industry has experienced. India is emerging as a Global IT super
power. The software industry in India has shown a 58 percent increase in its revenues.
During the period of April-September of the 2009, this sector achieved revenues of
$3.8 billion, compared to $2.5 billion achieved for the same period by last year. The
success can be attributed to factor advantage of high quality of software human
resources. The Software Industry has succeeded in converting this comparative
advantage to increasing exports.

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Export of software and software services is heavily dependent on telecommunication
infrastructure. However due to modern advances in Internet access and satellite
communication has enabled Indian software firms to connect and communicate with
their foreign operations. The traded software industry consists of three main sectors:
programming services, enterprise software products, and shrink-wrapped software
products. Services regarding software such as training, consulting and maintenance
are a part of this ever-growing industry. Indian firms primarily offer IT services and
develop customized software for their clients. One problem that software companies
in India are facing is that of outflow of IT professionals. This can be looked into by
ensuring the conditions for investment and growth in the industry are safeguarded by
political stability.

iSMART BUSINESS SOLUTIONS PRIVATE LTD COMPANY: A PROFILE

iSmart Business Solutions Private Limited is a wholly owned subsidiary of Zoom


Developers. Soft systems was started in 1986 with a focus in agri-business providing
end-to-end solutions that would make the entire agricultural process far simpler, more
profitable and seamlessly integrated. Soft Systems Ltd has been renamed as iSmart
Business Solutions Private Limited since 2004.It is headquartered in CSEZ(Cochin
Special Economic Zone). iSmart employs over 300 top IT experts who are supported
by professionals with rich experience in all aspects of plantation management and
domain knowledge of different crops. The Company has built for itself a global
reputation of quality, dependability and profitability. iSmart's Business Solutions
financial strength and stability enables it to share commercial risk on key client
projects. iSmart has its presence felt globally with its offices established in London,
Singapore, United States, Middle-East and over 18 cities in India.

VISION
• To become the world leader in providing value added solutions for Agri-
business.

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About The Parent Company

The Zoom Enterprise is 14 years old and one of the fastest growing Business Groups
in India, with a well-established foothold in diverse business areas. As Project
developers, Zoom undertakes Business and Project Development works, involving
Process Plants, Industrial & Engineering Projects and Energy, Environment and
Infrastructure Projects. Zoom has similar presence in IT, ITES, Telecom, Embedded-
Cards, ERP and BPO Service Sectors. The Group’s quest for growth is driven by the
combined creativity, passion and dynamism of its Stakeholders, who have established
a reputation for developing challenging and complex projects, within its global
operations spanning USA, EU, Singapore, UAE, China and Zimbabwe.

PRODUCT PROFILE

PRODUCTS:

• HARVEST itTM :

TM
HARVEST it is a 'seed to sale' user-friendly enterprise solution for Agri-business.
It helps to increase and optimizes efficiency - whether operational, administrative or
managerial. It has been designed as a modular package spanning and integrating the
multiple tiers of plantations, right from the estate and factory level to the group and
corporate levels.

• HARVEST plus

HARVEST plus is specially developed and successfully tested on windows vista and
they have received the coveted “Certified for Windows Vista” logo for the product
from Microsoft.

• HARVEST liteTM

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HARVEST liteTM is ideally suited for single estate owners growing exclusive or multi
crops. All the business process in a single location will be covered, capturing the
required information for the effective management control. This product can also be
gainfully employed by cooperate enterprises that coordinate the agribusiness
operations of the group of farmers/growers within a commune. Using the rich domain
experience built up over the years, the package was designed as a ‘boxed – product’
that could be bought off the shelf and rolled out for immediate use. All the modules of
HARVEST liteTM are Windows – based and developed using the client – server
architecture.

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CHAPTER THREE

ORGANIZATIONAL STRUCTURE AND FUNCTIONAL AREAS

iSmart Business Solutions Pvt. Ltd can be mainly divide into 8 major departments.
Each department has got a separate head and the head is under the supervision of
CEO. Each department has got a scalar chain of operation.

• Administration Department: Its purpose is to ensure that all the facilities


are provided for effective working of the staff.

• Business Development: Its purpose is to promote products and follow up


the client till the release of the purchase order.

• Product Development & Implementation: The function of this department


is to collect customer requirements, project planning, product
development, project implementation and support.

• Customer Support: Acts as a contact point for customers at IBSPL and


provide timely support.

• Quality Assurance: The purpose of software quality assurance is to provide


management with appropriate visibility into the process and the products
being built by the organization.

• Quality Control: The activities of quality control team are test planning,
test designing, executing the test phase like Unit testing, System testing,
Integration testing and reviews.

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• System Administration: The system administration department is
responsible in setting up a conducive network for maximum productivity,
maximum network uptime and performance, attend to all technical issues,
secure data from malicious attacks, safeguard data from disasters, execute
processes on schedule, align with user requirements, adapt and introduce
newer technologies on a continual basis.

• Human Resource: The Human Resource department is responsible for


managing the human resource requirements of iSmart: Business Solutions
Pvt. Ltd, from the time the requirements are identified till the time of their
tenure in the company.

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DIRECTOR & CEO

Finance

CFO &
Co.Sec

CUSTOMER SUPPROT
PRODUCTS
PRODUCTION DEV

IMPLEMNTATION
BUSINESS DEV
HR & ADMIN

QA/QC

IBSKL
GM-
DEV

SYSTEM
ADMIN

Sr.
system
admin

Source: Company Records

Chart I

ORGANIZATION STRUCTURE

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1. ADMINISTRATION DEPARTMENT

Purpose

To ensure all the facilities are provided for effective working of the staff.

Head HR & Admin

Administration Manager

Receptionist Office Assistant

Structure of Administration Department

Chart 1(a)

RESPONSIBILITIES

Head Administrator

• To review overall performance of customer support


• To fix targets for Manager
• To ensure adequate resources & support

Administration Manager

• He/she will be over all co-coordinator for Administration Department


activities and will report all activities to the Head – HR & Admin
• Monitoring of security in the office with the coordination from security
personnel

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• Monitoring and coordinating contract employees (admin persons) for
housekeeping and canteen services

Receptionist

She/he will be responsible for:


• Managing Reception area
• Courier and postal services
• Maintenance of office stationery

Office Assistant

• He/she will be responsible for library, opening and closing of


office, handling late sitting schedules, overall maintenance of the
office, and travel to town for official work assisting
• Administration Manager. Supervising of house keeping people

QUALITY OBJECTIVES

• To reduce internal complaints

The HR-Head & Administration fixes the targets for the above quality objectives
and action plan to achieve the target is proposed in consultation with CEO &
Director. The quality objectives are reviewed against the target every month. After
achievement of the target, either the target is updated or quality objective are
changed. The details of the target, action plan and review of the quality objectives
are maintained in quality objective monitoring record.

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Process Flow in Administration Department

Chart 1(b)

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Supplier Evaluation

Purchase

Printing & Stationary

Inventory Control and


Infrastructure Maintenance

Transportation

Housekeeping

Front Office

Tracking ID

Travel & Accommodation

Canteen Services

Supplier Evaluation

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Supplier Evaluation

List of items are prepared for all critical items. Identify the suppliers of critical items,
discuss with Head-HR & Admin at least once in a year and evaluate the Quality of the
product and decide on the approval of the supplier. Annual Maintenance
Contract/Services also undergo the evaluation process for the selection of the services.

Purchase

Administration department will check the requirement for each stationary, kitchen
items and cleaning materials as average one week consumption. Based on the
requirement, Manager – Admin will submit to Accounts, the Purchase Requisition
form duly approved by Head-HR & Admin, accompanied with the Inter Office Memo
for cash requirement.

Printing & Stationary

Printing of letterheads, visiting cards and other preprinted stationary will be done by
Administration Department. Purchase and issue of office stationary will be under the
control of Administration department. A Stock Register is maintained for the
materials in and issue to the employee.

Inventory Control and Infrastructure Maintenance

To make inventory control the Manager – Admin will do verification of all the
inventories (Cleaning items, Pantry items and stationery) belong to IBSPL on a bi-
weekly basis and will submit a report on verification to the Head–HR & Admin. For
Reorder: Purchase Order duly filled to be sanctioned by Head – Admin & Finance
Department.

Transportation

Administration Manager has arranged the transport to pick-up and drop staff from
specified points agreed with transport contractor. Taxi also arranged as per
requirement, with prior approval from Head-Admin & HR and Travel Policy followed
from time to time. Register is maintained in the case of taxi requirement for domestic
travel.

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Housekeeping

The general housekeeping is done according to a daily, weekly and monthly schedule.
The Janitors/Sweepers are responsible for performing the day-to-day cleaning
activities according to the applicable schedules.

Front Office

Front Office Executive is responsible for handling Reception Desk, i.e. sending the
visitors to the concerned person for their necessary work related activities; monitoring
the staff movement registers; handling incoming and outgoing telephone calls,
Postal/Couriers and parcel services; Maintaining Register; handling Public address
system.

Tracking ID

Admin personnel are intimated by HR personnel for arranging CSEZ ID cards for the
new employee joined to the company. ID card status will be tracked in the document
format for tracking the renewal status. Upon expiry of the cards employee should
submit their card to admin department for renewal and Admin department will
arrange for the new one ID card from CSEZ.

Travel & Accommodation

In the case of foreign travel, on receipt of travel requisition by e-mail duly approved
by HOD of concerned dept, forward the same to Finance head for approval from
CEO. In case of travel by train / bus / car, Finance head is the authority.

Canteen Services
It is the responsibility of Administration Manager to maintain proper contract between
Caterers normally for 3 months. The employees are required to send the menu
requisition to order for food, through an Online System.

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2. Human Resource Department

Purpose

The Human Resource department is responsible for managing the human resource
requirements of iSmart: Business Solutions Pvt. Ltd. from the time the requirements
are identified till the time of their tenure in the company.

CEO & Director

Head - HR

Structure of Human Resource Department


HR Chart
Executive
2(a)

Hart 2(a)

RESPONSIBILITIES

Chief Executive Officer& Director

• Overall responsibility for the organization


• Deciding directions and strategies for the organization
• Fixing the targets for the respective department
• To maintain good relations with the customers

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Head – HR

• Developing and Implementing HR policies and procedures to suit the Business


• Manage the HR Organization for IBSPL
• Provide support in functional areas of Human Resources

HR Executive

• Recruitment of personnel for the organization


• Responsible for recruiting quality candidates within specific time targets
• Responsible for first introduction of organization to the candidate
• Schedule, Conduct tests, Evaluate Test, Compute Test result and announce test
score
• Responsible for providing organization overview to candidates before the
interview

QUALITY OBJECTIVES:

• To reduce attrition rate

• To improve the performance goals of employees

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Sourcing

Selection

Induction

Training

Leave Procedure/Travel Policy

Performance Review Process

Resigning and Final Settlement

Process Flow in HR Department

Chart 2(b)

Sourcing

The Responsibility of Human Resource Department here involves identifying


different sources for resume sourcing depending on the required job description,
receiving and screening the resumes based on the specified job description and

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shortlist the candidate. The short listed candidates are then called for written test as
appropriate.

Selection

The Human Resource Department evaluates the written test and short listed
candidates will undergo different levels of interviews. The selected candidates is
issued offer letter and an appointment letter is issued after join of the candidate in the
organization.

Induction

Human Resource Department provides the new hires with Employee Code and
maintains the Personnel File of the Employee and also intimates System and
Administrative Department to provide the new joiners with E-mail ids, Workplace
allotment, System, ID card etc.

Training

Human Resource Department prepares the organizational training plan according to


the requirements from department heads/PMs. The list of trainers and trainees are
prepared and the training shall be conducted as per the plan. Training
sessions/refresher courses shall also be initiated by HR dept. itself.

Performance Review Process

Probation appraisal is done by the Human Resource Department and the Head of the
Department decides the probation period for extension or termination. The Head HR
then issues the Conformation Letter. The existing employees also undergo
Performance Review and Appraisal, which are usually conducted twice a year.

Leave Procedure/ Travel Policy/ Attendance

All applications for leave must be made in advance using the online system and
approved by the supervisor and then passed to the HR Department. Travel Policy is
defined in HR based on the Employee Grading. HR Department monitors the
attendance, and records the late coming of Employees.

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Resignation and Final Settlement

Once the employee’s resignation is approved by the Head of the Department and
Project Manager, the HR Department circulates the Personnel Resignation Form to
System Administrator, Accounts/ Administration Department for No Dues approval.
After the above approval, Head-HR approves the Personnel Resignation form and
forwards it to the Finance Department for settlement of Accounts.

3. BUSINESS DEVELOPMENT

Purpose

To promote products and follow up with the client till the release of the Purchase
Order.

RESPONSIBILITY

GM - Business Development

• Prepare & Monitor the annual budget for sales and marketing expenditure
• Progress prospects to order closure through a well defined sales process
• Collect information on competitors
• Manage product positioning & pricing and sales activities
• Market Survey Report Reviews. New Domain Product Feasibility Analysis

GM /Sr. Manager/Manager/Asst. Manager/Sr. Executive – Business


Development

• Identify prospects
• Progress prospects to order closure through a well defined sales process
• Demonstration of the Product
• Preparation of Commercial Proposals, related Documents, PowerPoint
presentations, Demo Kits etc

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CEO & Director

GM – Business
Development (HOD)

Sr. Manager –
Business
Development

Manager / Asst.
Manager – Business
Development

Sr. Executive /
Executive / Mgmt.
Trainee

Structure of Business Development Department

Chart 3(a)

Executive/Management Trainee – Business Development

• Market Survey
• Identify suspect clients through Data Mining
• Follow-up with the suspect clients and establish contact with them
• Identify prospect clients from the suspect client list
• Preparation of Commercial Proposals, related Documents, PowerPoint
presentations, etc
• Update necessary files as per the processes and procedures

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Regional Representative

• Identify prospects
• Progress prospects to order closure through a well defined sales process
• Demonstration of the Product

Prospects Identification, Sales Call;


Request to PD for technical Demo;
Feasibility Study

Proposal preparation & Revision

Follow up

Order closure & Acceptance

Handover to PD SLA Preparation

Signed SLA to

Finance/Legal Dept.

Process Flow in Business Development Department

Chart 3(b)

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Prospects Identification, Sales Call, Product Demo and Feasibility Exercise

The main process under prospectus identification includes identifying prospects from
database. The background of the company is researched from available market
research report or web site. Brochures are sent and further contacts are done through
telephones and mails.

Proposal Preparation and Revision


In coordination with PD, the Implementation and Training effort in man months is
prepared. It must be prepared in consultation with HOD-BD. Proposals are reviewed
and approved by HOD-BD, CFO and CEO and are sent to the Prospects.
Order Closure and Acceptance

The price, modules, locations, training, the payment terms, mode of payment etc are
negotiated with client until accepted by both parties. The AMC terms should be
discussed with the client and agreed upon during negotiation. Then the Client will
send Purchase Order along with advance payment, if applicable.

Software License Agreement (SLA) Generation

Using the Purchase Order, Proposal, and SRS, BD generates a Software License
Agreement (SLA). Implementation & payment milestones are to be defined in the
SLA. Prepared SLA is reviewed by CEO, CFO and HOD – BD and approved. Two
signed copies of the SLA Document are sent to the Customer. The Customer signs the
documents and sends a copy back to IBSPL. The original signed SLA document
received from Customer is retained in the Finance dept.

4. PRODUCT DEVELOPMENT

Purpose

To support product design & development, product delivery to Quality Control (QC)
and deployment support.

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RESPONSIBILITIES

HOD - Products

• Oversee and manage the customization and development of the product as per
the client requirements

• Track department Quality goals

• Oversee the functioning of the Technical Writing Dept

CEO & Director

HOD-Products

System Architect (SysArc)

• Manage application design ownership Lead-TWD


Sr SysArc TL
• Identify the base version in order to prepare SRS and development

• Provide inputs to PM of Project Implementation (PI) dept to develop SDP


SysArc
TL Sr SE Sr Tech Writer
• Manage R&D operations

Ass. SysArc
Sr SE Tech Writer
Team Lead (TL) SE

• Development team-in-charge
Structure of Product Development Department
• Work allocation to the team members
Chart 4(a)

• Inter-group coordination – Interfacing with various depts. on Tech-writing,


testing and staging

• Responsible for coding, reviews, Unit Test

Sr. Systems Engineer

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• Responsible for detailed specs, coding, Unit testing, PR reviews

• Interaction with Quality Control (QC) department while Testing, error


correction

• Reports to TL

Systems Engineer

• Responsible for detailed specifications, coding, unit testing


• Reports to TL

Lead - Technical Writing Department (TWD)


• Manages the TWD team and their work

• Planning and tracking and monitoring of TWD activities

• Randomly reviewing the work of the technical writers

Senior Technical Writer


• Manages a project and its schedule

• Tracks and monitors the schedule of the allotted project

• Reports to Lead-TWD

Technical Writer
• Writing, reviewing, correcting, compiling and printing of Documents

• Reports to Lead-TWD

Software Design

Software Design
Software development and
Base Version is identified and the high level designs (like Process flow, Data flow
customization
diagram, ER Diagram and Prototype, optional in case of customization of an existing
module/Project) are prepared. All Support is given to the development team.
Release for testing and bug fixing to
Software development
Quality Control
Preparation of Software Development Plan (SDP) by the TL is carried out. Hardware
& Software resources required for project development are identified. Request for the

Technical Writing
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Process Flow in Product Development Department

Chart 4(b)
same is made using the email or ProMIS (Project Management and Information
System) and task is allocated. The Systems Engineer shall code the program and
create the Data Base.
Release For Testing & Bug Fixing
Release Note is created on completion of unit testing of an entire module. The TL
shall initiate the process of System Testing to Quality Control dept (QC) using a Test
Initiation Statement with Priority of modules & Client Release Date.

Technical Writing Procedure

On completion of Unit testing, TL or the person designated initiates the process of


Documentation using the DIS Form. Based on this, a Documentation Development
Plan is prepared by a Sr. Tech Writer, identified by the Lead-TWD. On receipt of all
inputs required for documentation, the Lead-TWD/Sr. Tech Writer carries out the
estimation.

5. PROJECT IMPLEMENTATION

Purpose:

To collect customer requirements, project planning and project implementation.

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CEO & Director

HOD-Projects

PM

PL

Software Engineer

Structure of Project Implementation Department


Chart 5(a)

RESPONSIBILITIES

HOD – Projects
• Oversee and manage the system requirement study and implementation of the
project as per the client requirements

• Oversee and manage the system requirement study and implementation of the
project as per the client requirements

• Track department Quality goals

Project Manager (PM)

• Manages the project and is overall responsible for the implementation of the
project; responsibilities include project planning, requirement management,
delivery & deployment of project at client site

• Preparation of the project plan, tracking of the project through the project
cycle

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• Risks management

Project Lead (PL)

• Work allocation to the team members

• Inter-group coordination – Interfacing with various depts. on development,


tech-writing, testing and staging

• Responsible for project implementation

• Reports to the PM

Sr. Software Engineer

• Responsible for implementation

• Interaction with client with day-to-day implementation issues

• Reports to PL

Software Engineer / Programmer/ Trainee Programmer

• Responsible for project implementation

• Interaction with client with day-to-day implementation issues

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Technical Demo & Feasibility
Study

System Requirement Study


(SRS)

Project Planning and Tracking

Implementation

Requirements Change
Management

Project Signoff & Closure

Project Handover to CSD

Process Flow in Project Implementation Department

Chart 5(b)

Technical Demo & Feasibility Study

Present the appropriate version of the product, which is available with BD, technically
to the client or prospective client and wait for the technical & functional
feedback/suggestions from the client. Prepare the consolidated technical & functional
feedback on demo version of product, if any.

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System Requirement Study (SRS)
On the introduction of HOD Projects BD will communicate to the client. System
Study Team should consist of HOD Projects, Project Manager, Project Lead, and
Team Lead & Software Engineers. The SRS schedule is briefed to the client and
takes the client through the base version. Then the requirements of the clients are
gathered.

Project Planning and Tracking


Defining the projects and identifying the objectives. Preparation of total Project
Plan comprising of SRS phase, Development phase & Implementation phase is
carried out. Identification of deliverables & definition of milestones is done. Then
it is reviewed and approval of project Plan by PFG takes place.
Implementation
Before releasing the product to customer the mock implementation is performed at
development center. Resource request is made using email or ProMIS by concerned
PM/PL to HOD-Projects and resource allocation is also through e-mail/ProMIS. The
master information is obtained from the customer and does the DTS prior to the
commencement of implementation at site.
Requirements Change Management
At Client site, Project Kick off Meeting is conducted. HOD- Projects/Products,
Project Manager, Project Lead & Implementation Engineers & Client Management
will be participated. Presentation & Approval of Implementation Plan will be
conducted.

Project Signoff & Closure

The customer signature on the Sign off Certificate is obtained. Post sign-off support
will be provided for a specific period (as per Proposal). Defects identified are tracked
to closure. Thus the Project is considered to be closed and advice CSD to initiate
AMC.
Project Handover to CSD
All the files & document (like Sign Off Certificate, SLA, PO, Mail communications
etc) related to that project also will be handed over to CSD. Project will be handed
over to Customer Support Department.

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6. QUALITY CONTROL
Purpose

The activities of Quality Control team are test planning, Test designing, executing the
test phase like Unit testing, System testing, Integration testing and reviews and
delivery of Tested Products

CEO & Director

HOD-QC

Test Manager/
Associate Test Manager

Test Lead

Test Engineer
Structure of Quality Control Department

Chart 6(a)

RESPONSIBILITY

HOD-QC

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• Overall responsibility for the functioning of the department

• Defining and implementing processes for proper functioning of the department

• Quality objective monitoring

• Ensuring effectiveness of corrective and preventive actions

Test Manager/ Associate Test Manager

• Test Plan preparation

• Test Estimation Review

• Test initiation

• Maintenance of configuration area

Test Lead

• Test Estimation

• Testing Schedule estimation and Environment setting

• Daily status, project status and Test status register updating

• Test Closure Preparation

• Checklist ,Test Scenario and Test case preparation and Review

Test Engineer

• Test case preparation

• Test Case Execution

• Bug reporting

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Test Indent

Test Planning

Test Execution

Product Validation

Test Closure

Module Maintenance

Process Flow in Quality Control Department

Chart 6(b)

Test Indent
List of upcoming project document is updated based on PIN.

Test Planning
The scope of the Test plan is to plan the actual test approach followed for the entire
test life cycle for a Project testing. This describes the appropriate strategies, process,

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and methodologies used to plan, organize, execute and manage testing of software
projects.

Test Execution
Test Initiation Statement is given by the design Team of PD and the test schedule is
reviewed. Test Scenarios Identification & Test Case preparation along with Test data
is carried out. Test case is reviewed and approved. Traceability Matrix preparation is
done.
Product Validation
QC verifies the testability of the specified requirements. Sanity testing is performed
to validate the client requirements. Test execution is carried out by using the
simulated client environment provided by the concerned PM of PD.

Test Closure
The Test is closed once all the testing phases are completed according to the Test
Plan. Test Closure statements are updated. If the test closure criteria’s are not met,
then the tested objects are released to PD along with the Test Closure Statement to
PD.

Module Maintenance
QC gives support for the rolled out modules till the project is signed off. Client
bugs /Implementation Team bugs will be posted in the bug tracker and QC is
responsible for verifying all those bugs. Client reported Bugs are retested in the new
build release.

7. QUALITY ASSURANCE
Purpose:

The purpose of Software Quality Assurance is to provide management with


appropriate visibility into the process and the products being built by the organization.
The activities involve reviewing and auditing the process and the products being built.

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CEO & Director

HOD-QA

Document Control
QA Analyst

Control of Records
Structure of Quality Assurance Department

Chart 7(a)

RESPONSIBILITY Quality objective monitoring

HOD-QA Software Quality Assurance


• Help the organization to define, develop, and implement Quality
Management System (QMS)

• Verifying the implementation of QMS


Internal Quality Audit
• Maintaining process Assets

• Analysis of metrics for the organization and maintaining process capability


baselines System Audit at Site
QA Analyst

• Assist in helping the organization


Management to define
Reviewand develop QMS

• Assist in verifying implementation of QMS

• Assist in the maintenance process Assets


Customer Satisfaction
• Assist in the analysis of metrics for the organization and maintaining
process capability baselines

• Corrective & Preventive Action

Document Control:
Process Definition and
improvement
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Process Flow in Quality control department

Chart 7(b)
The documentation structure at IBSPL will be as follows.
• Level 1 document: Quality Manual describes the scope of the QMS, and how
the QMS addresses the requirements of ISO 9001:2008

• Level 2 documents: Consists of department manuals/ project life cycle which


describe the applicable processes for departments within the scope of the QMS

• Level 3 documents: Consists of applicable templates, forms, checklists,


Guidelines, standards, etc. for L1 & L2 Documents

• Level 4 records: Are established and maintained to provide evidence of


conformity to QMS

A master list of documents is maintained indicating the current revision status/date of


the documents. Latest copy (both soft copy and hard copy) of all master lists is
available with the MR. The current version of appropriate document is marked as
‘Controlled’ in red font; documents without this marking will be considered as
‘Uncontrolled’. Documents of external origin such as ISO 9001 standards shall be
maintained by the MR.
Control of Records
Records shall be established and maintained to provide evidence of conformity to
requirements and of the effective operation of the QMS. Each department will
maintain list of records until their retention period. Records beyond their retention
period will be suitably disposed. The records can be maintained as hard copies or soft
copies.
Quality objective monitoring
The quality objectives are identified in the respective process documents. The target
for the quality objectives are fixed by HODs and rolled down to the respective
process owners for maintaining and achieving. The action plan to achieve the target
is proposed and taken by the respective process owners.

Software Quality Assurance

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The SQA group has a reporting channel to senior management. Senior management
periodically reviews the SQA activities and results. Adequate resources and funding
are provided for performing the SQA activities. Members of the SQA group are
trained to perform their SQA activities.
Internal Quality Audit
Internal Quality Audits are conducted as per an Annual Audit Plan. The MR releases
an Audit Schedule to inform the Auditors regarding the area(s) planned for the audit.
Standard Audit Checklists available with the MR are used a guideline for conducting
audits. The auditors may use the checklist as required.
System Audit at Site
The scope of audit is discussed with the concerned Department and the audit type is
identified. Audit plan is prepared taking into consideration the objectives and
procedures for audit and the functions to be audited. Schedule the audit as per System
Audit Plan at Site and the audit team is identified.
Management Review
Agenda is prepared by the MR for the meeting. The department heads make
presentations on the respective areas as per the agenda. Necessary decisions are made,
which may include improvement of the effectiveness of the QMS and its processes,
improvements of product related to customer requirement, resource requirements.

Customer Satisfaction
Customer feedback forms/questionnaires are sent by the QA Department to those
customers that are covered under AMC. The data is collected from the customer
feedback form. The QA department carries out necessary analysis and the same is
documented. The MR presents the analysis report of the Customer feedbacks to the
PFG.

Corrective & Preventive Action


Corrective Action

Corrective actions shall be appropriate to the effects of the non-conformities


encountered. The non-conformities are reviewed and causal analysis is carried out to
determine the causes of non-conformities.

Preventive Action
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Preventive actions shall be appropriate to the effects of the potential problems. The
potential nonconformities and their causes are determined. The need for preventive
action is evaluated to prevent occurrence of nonconformities and is determined and
implemented.

Process Definition and improvement

Required information is obtained from the verification of the effectiveness of existing


software process, informal interviews with department members, Audits, SQA review
reports, defect causal analysis, customer problem analysis, and project performance
analysis are collected and documented.

8. CUSTOMER SUPPORT
Purpose

Act as a contact point for customers at IBSL and provide timely support.

CEO & Director

HOD - CSD

CSD Team

Structure of Customer Support Department


Chart 8(a)

RESPONSIBILITY

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HOD-CSD

• Supervise the working of customer

• Report to Top management

• Attend Management meetings

• Co-ordinate with other department heads

CSD TEAM/HELP DESK

• Receive problems from Customers

• Deliver the solutions provided to Customers

• Update and maintain Support History

• Co-ordinate with other departments in providing timely support to Customers

Project Takeover

Verification of copy of the sign off letter and fully filled up Project Takeover Request
documents provided by PM of Project along with takeover request:

Annual Maintenance Contract


AMC agreement is prepared and generated as per Software License Agreement and
agreed terms recorded in minutes of meeting. Original signed document to be
deposited with Accounts Dept and photocopy to be retained with CS is also
maintained.

Help Desk-Client Interface


AMC Status is verified and updates the Bug Tracker as and when support request is
received from a customer by mail/phone/chat. Acknowledge the receipt of support
request from Customer by allocating the Bug Tracker registration number. Monitor
the status of issue resolution from the Bug Tracker and interact with PD and QC as
and when required.

Bug registration/RCP (Request Change Proposal) registration

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Feasibility of the request will be checked. Record relevant information and forward to
PD Dept to facilitate preparation of the Impact Analysis. Upload to Bug Tracker.
Request PD Dept to estimate the effort required to incorporate the same in the present
system. CSD will send the estimate to the customer by email. After the confirmation
from the customer, CSD will raise a formal Request Change Proposal (RCP). .

Site Visit
In impact analysis provision for onsite support resource is to be made. If resource is
required rather than CSD team, a request is sent to PD or Implementation Dept for
resource. The customer requirement must be studied and support the customer in
resolution of the bugs.

AMC Renewal
Update internal Records when AMC renewal intimation is received from customer
and provide or Deny support to customer, based on the AMC status.

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Project Takeover

Annual Maintenance Contract

Help Desk-Client Interface

Bug registration/RCP
registration

Delivery of Issue/RCP to Client

Site Visit

AMC Renewal

Process Flow in Customer Support Department

Chart 8(b)

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9. SYSTEM ADMINISTRATION

Purpose

System Administration Department is responsible in setting up a conducive network


for maximum productivity, maximize network uptime and performance, attend to all
technical issues, secure data from malicious attacks, safeguard data from disasters,
execute processes on schedule, align with user requirements, adapt & introduce newer
technologies on continual basis.

CFO & CS

Sr.System Administrator

System Administrator
Structure of System Administration Department

Chart 9 (a)

RESPONSIBILITIES:

Sr.System Administrator

• Manage the System Administration Dept activities

• Formulate standards, policies, and procedures for the maintenance and use of
corporate information

• Research and evaluate new server technologies and prepare plans to introduce
new technologies into the environment

• Responsible for establishing and managing capital and expense budgets that
ensure the Dept's ability to provide the requisite level of service

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System Administrator

• Maintain the Local area network and troubleshoot network issues

• Install and Maintain Servers and workstations hardware and troubleshoot


issues. Monitor the servers and network devices for the optimum performance

• Install and configure networked workstation client software’s. including


assigning and configuring IP addresses at networked workstations and Servers

• Apply operating system/software updates/patches and configuration changes


in corporate as and when required

Jr. System Administrator

• Maintain local area network and troubleshoot network issues


• Install and maintain servers and workstations hardware and trouble shoot
issues
• Install and configure networked workstation software. Including assigning
and configuring IP addresses at networked workstations and servers
• Apply Operating System/software updates/patches and configuration
changes in cooperate as and when required

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Structure of System Administration Department

Chart 9(b)

PROCESS
Business Continuity
Plan
OUTPUT
Network
INPUT
Administration & Network and System
Requests from Maintenance services to the
various dept. HODs Network Security employees of the
Inventory organization
Management
Supplier Evaluation &
Purchase

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Business Continuity Plan
Prepare, communicate and update the disaster recovery plan. Make appropriate
measures as explained in Guidelines to ensure that Minimum problem resolution time
is taken. Analyze the disaster recovery recorded online, and share the data analysis
among SA team and take appropriate corrective and preventive measures to ensure
maximum uptime of Network Equipment.

Network Administration and Maintenance

Cascaded networking devices are monitored periodically for Collision Detection.


Monitoring of leased lines from the Service Provider is done. Major network
maintenance/up gradation will be notified to all employees prior to initialization to
prevent loss of data. Configuration changes and Incidents are recorded in appropriate
registers namely ‘Configuration Chart’ and ‘Incident Report’.

Network Security
Data Security: Access to specific information is granted to members as per request
from the departmental heads. The product source files are securely maintained in
Microsoft Visual Source Safe. User rights to projects are managed by the SA.

Security of Source Code: Any request to send source code to client sites either
through CD/FTP or copying to laptop should be filled by the Project Manager. Project
Manager should inform PFG through a mail about the request and CFO-CS could
approve the same. The approval mail or signature on the request form should be
attached.
Physical Security: All servers, networking devices, CDs, media’s and registers are
maintained in SA Dept Room. The registers are further secured in a locked cabinet.
Laptops are stored in locked steel cabinets outside the server room for better safety.
Daily backups of all project source files are taken on tape disks. Weekly full backups
are stored in remote locations at Bank Locker as part of the Disaster Recovery Plan
(DRP).
Inventory Management

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Purchase of consumables is done as and when required after sanction from the CFO-
CS. The Purchase Order form available with the Administration Department is used
for the purpose. The configuration details of all Servers and desktop computers in the
organization are maintained by the SFM.

Supplier Evaluation & Purchase


List of all critical items are prepared. Identify the suppliers of critical items, discuss
with CFO & CS at-least once in a year and evaluate the quality of the product and
decide on the approval of the supplier. AMC/Services are also undergoing the
evaluation process for the selection of the services.

CHAPTER FOUR

RESEARCH METHODOLOGY

Statement of the problem

A study was conducted on the ERP product Harvest itTM to know about its
workability, efficiency and flexibility, and also analyzed the feasibility of the product
in various aspects.

Literature review

All organizations, in any size, small to enterprise organization need software to get
day to day business operational more efficient and effective. . Enterprise Resource
Planning (ERP) is a way to integrate the data and processes of an organization into
one single system and unify it for easy access and work flow. Usually ERP systems

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will have many components including hardware and software, in order to achieve
integration.

The ERP market was about $ 16.67 billion in 2005 and is forecasted to be over $ 21
billion in 2010. This field of technology is being increased drastically. The company
iSmart mainly focuses in providing the ERP solution to plantation industry. The
company acts as both the developer and service provider in this field. They are
developing products and updating it in match with the new technological
advancements.

Implementing an ERP system is not an easy task to achieve, in fact it takes lots of
planning and consulting. Implementing an ERP system will ultimately require
significant changes on staff and work practice. Once the processes of a company are
integrated, the costs involved with maintenance and transfer of information will be
low. It is important to understand that ERP tools must be customized to meet the
needs of the clients.

Significance of the study

The study mainly focused on the working feasibility of the ERP Harvest it TM which
helped to know about the actual working of the product thereby analyzing the
efficiency. The flaws identified are suggested for correction to a greater extend.

Scope of the study

The main areas covered in this study are the performance of the product and
feasibility on various aspects. Thus the company can able to know about the real
working of the product and the additional features that should be incorporated is also
analyzed.

Objectives of the Study

The main objective of the study into “iSmart Business Solutions Pvt. Ltd.” is to
familiarize with the HARVEST itTM . The other objectives are:

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i. To understand the working of the ERP product HARVEST itTM

ii. To analyze the feasibility of the HARVEST itTM

Methodology

Design- The research methodology adopted in this study is of descriptive in nature.

Data Sources

For this study the secondary sources of data are the company manuals and the
discussion with the company managerial personnel, official staff and workers. A
study of the related literature also made for collecting secondary data.

LIMITATION OF THE STUDY

Following are the limitation encountered during this study.

i. As the time available for the study was only three weeks in depth study cannot
be done.

ii. Busy schedule of the employees and management.

iii. Feasibility of the product is analyzed from the view point of developers.

CHAPTER FIVE

A THEORETICAL SYSTEM STUDY

This chapter mainly deals with working of each module of the product in details with
the help of screen shots and also included the feasibility study of the product.

HARVEST itTM: An Overview

TM
HARVEST it is a 'seed to sale' user-friendly enterprise solution for Agri-business.
It helps to increase and optimizes efficiency - whether operational, administrative or

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managerial. It has been designed as a modular package spanning and integrating the
multiple tiers of plantations, right from the estate and factory level to the group and
corporate levels. The solution encompasses all functional areas like payroll
management, stores management, production, workshop, nursery, and bookkeeping of
TM
estates, purchase, sales and financial activities of the head offices. HARVEST it
can be customized to the needs of any crop, currency and location. It can provide
highly specialized solutions for Tea, Coffee, Rubber, Cotton, Jute, Sugarcane, Oil
Palm, Tobacco, Vineyards, Floriculture, and Horticulture. Multi-crop plantations and
other single crop organizations are also covered in the system. Activity Based Costing
and seamless integration enables the CEO to 'drill down' to the garden level and view
every transaction on every activity.

TM
HARVEST it standardizes practices across the entire organization. It also enables
bench marking and consolidation thereby reducing the menace of ghost labour
resulting in substantial savings in cost of production. All the modules of
HARVEST itTM are Windows – based and developed using the client – server
architecture. The HARVEST it modules can be mainly divided into two estate module
and head office module. The estate module includes administration system, financial
system, inventory control system, payroll system and unit management information
system. The head office module includes bills management system, executive
information system, order processing system and executive payroll system

Module Details

This product can be mainly divided into 3 parts:

(i) Masters

Masters are the most significant part of any HARVEST itTM module. It captures the
basic information essential for the module to function correctly. Generally, masters
are entered during implementation and they rarely require modifications. Information
entered through Masters Form the basis for processing the daily activities in different
systems.

(ii)Tools

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Tools are initial settings required for the module to function. They are usually a one-
time entry and it is based on these entries that the working of the module is defined.
They are essential for the smooth functioning of any HARVEST it Module.

(iii)Reports

Reports are the presentations of the business details entered into the module. Reports
facilitate analysis of daily work details entered through Masters and to identify the
status of an activity. Reports are generated in preformatted sheets or as per selections
made by the user.

ESTATE MODULES

Administration System

HARVEST it Admin System may be aptly defined as the ‘Gateway to HARVEST it’.
It may be defined so, as it acts as the entrance into every other system of ‘HARVEST
it’. The main functions of this system are user management, security management and
housekeeping. HARVEST it Admin System accepts certain general settings that are
needed for the routine operations of other systems and takes care of the user
identifications and user rights. Through this system one can set the time period during
which each user can login.

MASTER DETAILS

Regional

The Regional option is used for defining general details that are required for the
smooth functioning of all the other systems of HARVEST it installed. This option is
used to enter the general details of the country, currency, location, financial period to
be applied with respect to the installation location. The asset category and crops used
through other systems can be tagged through this option. The minimum length of
password and the type of password that can be used by the user while logging in to
the system can be specified in this option.

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Screen Shot of Regional

Figure 1

System

The System option is used for defining the path of each system of HARVEST it in the
client site, at the time of Installation of HARVEST it Systems. Consolidated Financial
Accounting System, Budget, Payroll, Executive Payroll etc are different systems of
the package HARVEST it. The name of the person who installed the systems and the
version number of the systems can be specified. The path at which the systems has to
be installed and date on which the systems were installed can be specified. The type
of the system and the expiry date of the systems can also be specified through this
option.

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Screen Shot of System

Figure 2

Module

The Module option is used to restrict users from accessing any specific option of a
system. This option is used to define the access of various options under each menu of
the selected system. The system administrator grants the rights to access these
options, which helps one to maintain the system security.

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Screen Shot of Module

Figure 3

Company

The Company option is used to define all details relevant for a company. The
installation of HARVEST it can be either for a single or multiple companies. All
operating companies coming under HARVEST it are defined through this option. The
license number and the equity face value of the shares owned by the companies can
be specified. The address of the companies and the value added tax number of the

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companies can also be specified. The company which holds the shares and the
percentage of these shares held by the companies can be noted.

Screen Shot of Company

Figure 4

Logon Hours

The Logon Hours option is used for defining the login time period for each user. The
logon timings can be set for specific hours of a day and for each day of the week. The
settings can be marked in a tabular form where each box represents an hour.

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Screen Shot of Logon Hours

Figure 5

Each box in the grid indicates an hour.

The boxes in blue indicate the logon permissions are


granted for the specified user during these hours.

The boxes in white indicate that the users are denied logon
permissions during these hours.

Activity

The Activity option is used to define the different activities performed in the various
HARVEST it systems. One can group the similar type of activities under the specified
activity group through this option and can also specify the account under which the
expense related to this activity is to be posted.

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Screen Shot of Activity
Figure 6

The spelling mistakes should be avoided and due importance must be given to
languages.

REPORT
Audit Trail
The Audit Trail option is used to generate a report containing the access details of all
users to those modules of HARVEST it System that have been specified in Masters/
Settings/ Audit Trail. This report gives a list of operations done by the user to any
system. This system allows generating system wise sub reports for any system at any
time and a list of all the modifications can be generated module wise and user wise.

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Screen Shot of Audit trail

Figure 7

Data Transfer Details

The Data Transfer Details option is used to generate a report which contains the
details of the data to be transferred from the selected module and can generate this
report for the specified period of time.

Screen Shot of Data transfer Report

Figure 8

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TOOLS DETAILS

Dos Print Setting


The Dos Print Setting option is used to set the printer to take the print of the report to
be generated. Through this option one can specify the name of the printer to be set for
this system and can set the paper quality and layout selection through this option.

Screen Shot of Fast Print Settings

Figure 9

Backup

The Backup option allows taking the database backup. Backing up of valuable data is
of immense importance since the loss of data can cause serious damage to the
functioning of the organization.

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Screen Shot of Backup

Figure 10

Transfer Data

The Transfer Data wizard simplifies transferring of data towards higher levels as well
as to other modules of HARVEST it located in different locations of the estate.

Screen Shot of Data transfer wizard

Figure 11

Some features of the Admin system as a whole are:

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• It has a unique intruder locking system. After three failed login attempts, the
system will automatically shutdown to the unsuccessful login user.
• The next time a successful login occurs; all the attempted login ids and
passwords entered by the users, before the previous successful login user, along
with the login time will be displayed.
• The system has a password expiry checking facility that checks for the expired
number of days. The system allows one to set the number of days for accessing
the system, for each user, with a valid password. If the number of days crosses
the predetermined expiry days, the user will be warned of an impending
password expiry.

FINANCIAL ACCOUNTING SYSTEM

HARVEST it Financial Accounting System takes care of all the accounting needs at
the unit level. The system offers features like account grouping up to a level specified
by the user, besides regular accounting functions. Unlimited number of documents
may be created and maintained using this system. The system allows reconciliation of
bank, debit/credit note and inter-location documents. The system also has an infallible
method to prevent manipulation of accounts. Users can be defined under sanctioning
authorities with the authority to sanction specific amounts of money. Special features
of this system are that this system supports multi-location and multi-currency.

MASTERS

Accounts

The Accounts option is used for defining various accounts to which the amounts
related to financial transactions are to be recorded. All other systems of HARVEST it
are linked to the Financial Accounting System through the accounts created here.
Each account must be grouped under an account group. Through this option one can

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specify the balance type, default account group and the location corresponding to the
account to be defined.

Screen Shot of Accounts

Figure 12

Account Group

An Account Group is a collection of similar account heads. Account groups are


created for easy cost analysis and to view a single report for similar accounts. Several
account groups may be grouped under a parent group. The Account Group option is
used for defining these account groups and parent account groups.

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Screen Shot of Account Group

Figure 13

Document

Documents are books of accounts in which transactions related to the accounts are
maintained. The Document option is used for defining such documents. Through this
option one can define the type, currency, print style and voucher sequence type of the
documents. The different types of documents that can be defined in HARVEST it
Financial Accounting System are Bank Documents, Cash Documents and Journal
Documents.

Screen Shot of Document

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Figure 14

TRANSACTION

The daily or periodical activities of the company can be recorded through the
Transaction options of the module. The details entered through the transaction menu
will be recorded in the storage space of the system and will update the various entries
and accounts if necessary. The Reports of the module are generated mainly based on
the details entered through the transactions screen.

Document Maintenance
The Document Maintenance option is used to enter the transaction details
corresponding to a document. Through this option one can enter the debit and credit
amounts for the vouchers corresponding to a transaction location.

Screen Shot of Document Maintenance

Figure 15

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Reconciliation - Bank

Bank Reconciliation is the process of adjusting the bank document balance with the
balance statement sent from the bank. The Bank option allows one to tally the entries
in the company's account book with that of the specified bank book. This option also
allows one to make new entries into the bank books.

Screen Shot of Bank reconciliation

Figure 16

Cash Book
The Cash Book option is used to generate a report containing the details of cash
transactions done for a specified period and location. Through this option one can
generate either a location wise or consolidated report. The details generated in this
report are based on entries made through Transaction/ Document Maintenance.

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Screen Shot of Cash Book

Figure 17

Journal

The Journal option is used to generate a report, which contains the details of the
transactions recorded into the journals for the specified period and locations. This
report contains the details such as Scroll Number, Scroll Location, Date, Bill Number,
Bill Date, Account Code, Account Name, Auxiliary, WSM, Party, Narration, Debit,
Credit, Daily Total, Monthly Total and Grand Total.

Screen Shot of Journal

Figure 18

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General Ledger
The General Ledger option is used to generate a report, which contains the details of
all the transactions posted to the selected accounts in the specified locations, during
the specified period. This report contains details such as Scroll Number, Voucher
Date, Scroll Location, Voucher Number, Batch Number, Bill Number, Bill Date,
Particulars, Debit, Credit, Balance, Opening Balance, Daily Total, Monthly Total,
Account Total, Group Total, Grand Total, Opening Balance, Transaction Balance and
Closing Balance.

Screen Shot of General Ledger

Figure 19

Trial Balance

The Trial Balance option is used to generate a report, which contains the debit and
credit balances of various transaction entries, posted to different accounts for the
specified locations and period.

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Screen Shot of Consolidated Trial Balance

Figure 20

TOOLS
Notify

The Notify option is used to view the transaction details corresponding to the
documents that are not yet verified or sanctioned by the sanctioning authority.

Screen Shot of Notify

Figure 21

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Change Process Date

The Change Process Date option is used to change the process date of the HARVEST
it Financial Accounting System without exiting the system. Through this option one
can specify a date to be set as the new process date.

Screen Shot of Process Data

Figure 22

INVENTORY CONTROL SYSTEM

HARVEST it Inventory Control System is a stock material control system, which


facilitates receipt, issue and adjustment of stock materials. It keeps track of purchase
requisitions, local purchase orders and store issue requisitions from different
locations. The location wise stock details can be maintained through this system on
the basis of issue or transfer of items, issued items that are returned, the goods receipt
note return and by stock adjustment options. The details regarding goods receipt note,
supplier invoice details, transfer receipt, issue and transfer of items etc can also be
maintained on a daily basis through this system. This system produces all the desired
reports required for monitoring and controlling the system.

MASTERS

Item
Items are commodities that are stored in stores. The Item option is used for defining
various items for which a record is to be maintained. Through this option one can
specify the item details such as item name, short name, class, rate, tolerance
percentage etc. The stock control level details and the conversion units corresponding
to the items can be defined through this option.

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Screen Shot of Item

Figure 23

Manure Factor

Various manures used in the field have a different combination of ingredients in it.
The Manure Factor option is used for defining percentage of each factor in a
particular item that may be used for the plant’s growth.

Screen Shot of Manure Factor

Figure 24

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TRANSACTION

Stores Issue Form

The Stores Issue Form option is used for entering the details of the issue requisitions
of the items from different divisions of the logged in location. Through this option
one can enter the store issue requisition details such as the quantity of items required,
division and field to which the item is requested, account to which the expenses are to
be posted, purpose of the item requisition etc.

Screen Shot of Store Issue Form

Figure 25

Local Purchase Order

Local Purchase Orders (LPO) is particularly useful when the stock of the item in the
store needs to be urgently replenished. The Local Purchase Order option is used to
enter the details of the purchase orders that are to be generated locally. Through this

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option one can enter the details such as supplier from whom the items are to be
purchased, purpose and quantity of items to be purchased etc.

Screen Shot of Local Purchase Order

Figure 26

Issue Return

The Issue Return option is used for entering the details of goods that are returned after
being issued or transferred. Through this option one can enter the quantity and
purpose of issued items that are returned corresponding to a particular location and
division.

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Screen Shot of Issue Return

Figure 27

PROCESS

Stock Valuation

The value of the items that are in stock may change as time pass by. Therefore, a
stock valuation process is performed for a month to get the actual value. The Stock
Valuation option is used to perform the valuation of stock as on the process month.

Screen Shot of Stock Valuation

Figure 28

Inventory Closing

The Inventory Closing option is used to set the closing date for the transactions taking
place in a particular location. Once a closing date is set for a location, transactions for
the previous dates will not be allowed for that particular location.

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Screen Shot of Inventory Closing

Figure29

REPORT

Stock Statement

The Stock Statement option is used to generate a report containing the details of the
opening stock and closing stock of the items for a particular location. This report can
be generated either for a specified month and year or for a period.

Screen Shot of Stock Statement

Figure 30

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Issue of Items

The Issue of Items option is used to generate a report containing the details of the
items issued to a specified estate. This report contains the details such as Item,
Quantity, Issue Rate, Issue Value, Class, Class Total and Total.

Screen Shot of Issue Of Item

Figure 31

HEAD OFFICE MODULES

Bills Management System

HARVEST it Bills Management System is a system that is capable of automating all


the tedious processes involved in the processing of payables and receivables in an
organization. It keeps track of all the supplier invoices and related documents,
creditors & debtors’ balances right from their generation to the final payment or
receipt.

MASTERS

Consumable Group

The items consumed by the employees can be grouped in to different groups. The
Consumable Group option is used to define such groups of items. The account to be
tagged to this group and the type of the group can be specified through this option.

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Screen Shot of Consumable Group

Figure 32

TRANSACTIONS

Bill Receipt Register

The Bill Receipt Register option is used to enter the details of the bills that are
received from the suppliers and can specify the party for whom the bill receipt register
has to be entered. Also the amount of the bill can specified through this option.

Screen Shot of Bill Receipt Register

Figure 33

REPORT

Checklist – Transaction - Advance Payment


The Advance Payment option is used to generate a checklist which contains the
details of the advances paid to the suppliers. This checklist is generated for the

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specified year and month or for the specified period and is based on the entries made
through Transaction/ Advance/ Payment.

Screen Shot of Advance Payment Entry Report

Figure 34

EXECUTIVE INFORMATION SYSTEM

HARVEST it Executive Information System provides the management at the


corporate level with the information required to control the cost and increase the
productivity of the company which will help to increase the profit of the company.
The system provides the management with various reports that will give the details of
the various expenditures, the productivity, the efficiency of the different resources etc.
These reports help the management to have a better control on the resources of the
company.

FINANCIALS

Remittance – (Monthly Remittance- Details)

The remittance details of each estate have to be transferred in to the head office in
each month. The Monthly Remittance- Details option is used to generate the report
which contains the details of the monthly remittance of the specified estates for a
particular month and year. The details generated in this report are based on the entries
made through Financial Accounting System / Transaction.

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Screen Shot of Monthly Remittance-Details

Figure 35

Fixed Cost – Estate Fixed Expenditure Report

The Estate Fixed Expenditure option is used to generate the report which contains the
details of expenditure that comes under the fixed type accounts. This report shows the
actual cost incurred under various fixed cost heads along with the budgeted &
previous year actual figures.

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Screen Shot of Estate Fixed Expenditure

Figure 36

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FEASIBILITY STUDY OF THE PRODUCT
Feasibility mainly deals with analyzing how beneficial or practical the development
of an ERP will be to an organization. The overall feasibility of the product can be
analyzed by dividing it into two major subparts:

1) Technical Feasibility

2) Operational Feasibility

TECHNICAL FEASIBILITY

The technical feasibility deals with the technical compactness of the product.

Customized Product

The most important feature of the Harvest itTM is that it is customized product in
which modules can be added and deleted depending upon the requirements of the
client. BD will send a questionnaire to the customer to study the requirements of the
project. Depending on the questionnaire filled by the customer, PI will review the
questionnaire and does study, if necessary, at onsite. The high level designs (like
Process flow, Data flow diagram, ER Diagram and Prototype, optional in case of
customization of an existing module/Project) are prepared.

Front-end and Back-end of Harvest itTM

Windows platform using VB as the front end and MS SQL as the backend increased
the technical feasibility of the product because VB is not only a language but
primarily an integrated, interactive development environment and it is particularly
easy to develop graphical user interfaces and to connect them to handler functions
provided by the application. When the back end is considered, MS SQL is more
compatible and is highly scalable.

Debugging

During development unit test was conducted to remove the bugs at each stage which
increased the feasibility of the product. Client bugs /Implementation Team bugs will
be posted in the bug tracker and QC is responsible for verifying all those bugs. Client

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reported Bugs are retested in the new build release. QC Test Lead /TM will
coordinate with the PD and Customer for analyzing and resolving these bugs.

Flow chart 1

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OPERATIONAL FEASIBILITY

It mainly deals with how well a proposed system solves the problems, and takes
advantages of the opportunities identified during scope definition and how it satisfies
the requirements identified in the requirements analysis phase of system development.

Documentations given to clients

In requirement study phase a common understanding about the customer requirements


are established. The requirements definition document is prepared and signed off by
the customer. Each project will have a set of requirements that will be documented.
The requirements will cover both technical and non-technical requirements (delivery
dates, costs, etc.) and other contractual requirements.

Once the implementation phase is over the project gets signed off and an Annual
Maintenance Contract is maintained with the client for the continual support for the
product. A helpdesk register is maintained to cover the post sign off support to the
customer at the earliest. After sign off the project will be coming under maintenance
if the same has been intimated for AMC. The maintenance team in co-ordination with
CSD will handle the issues as per the procedures.

Training given to users

After the successful implementation proper training is given to each and every
employees of the organization. A thorough training about the features of the product
is given. In addition to that clients will be given a complete user manual which
describes the functionality of different modules and the options. To make it more user
friendly each modules are explained with the help of screen shots also.

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Managing change request from clients

When a request for change in the system is received, the feasibility of the request will
be checked.CSD will record relevant information and forward to PD Dept to facilitate
preparation of the Impact Analysis and request PD Dept to estimate the effort required
to incorporate the same in the present system. CSD will send the estimate to the
customer by email. After the confirmation from the customer, CSD will raise a formal
Request Change Proposal (RCP). If resource is required rather than CSD team, a
request is sent to PD or Implementation Dept for resource. The customer requirement
must be studied and support the customer in implementing the changes.

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CHAPTER SIX

FINDINGS, CONCLUSIONS AND SUGGESTIONS

This chapter mainly deals with the important findings, the SWOT analysis of the
company and suggestions.

FINDINGS

ERP referred to how an organization planned to make the optimum utilization of its
resources. ERP's main goal is to integrate data and processes from all areas of an
organization and unify it for easy access and work flow. The ERP software package
HARVEST itTM can also able to attain its goal as a seed to sale solution for agri-
business. When each and every module is analyzed, it is clear that it satisfies almost
all needs of a plantation company. But it lacks some modules which if added will
surely help in the better integration of resources.

The one of the important modules that the HARVEST itTM must possess is a Factory
Module. When the administration module is analyzed it has a company module which
deals with different details about the particular company but each plantation
organization has different factories but there is no option to enter their details.

The managers have different roles and responsibilities and the access to different
modules depends upon their rights. So before giving the access right the person must
know everyone’s rights and roles. But when analyzed there is no option for the same.

The bills management system has no option to deal with pending bills. Thus the
managers find it difficult to analyze the bills.

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Even though the executive information system provides reports about the fixed cost
expenditure there is no option for generating the report which shows the actual cost
incurred under various fixed cost heads.

The spelling checks was not done with the product which will reduce the user friendly
nature of the product.

The system study of the product helped to analyze the feasibility i.e., technical as well
as the operational feasibility of the product as a whole.

The product Harvest itTM is platform dependent thus reducing the flexibility of the
product. The product will work only on windows 98, windows 2000 and windows Xp.
It will not work on windows vista thus making the system more inelastic.

During the development of the product proper unit testing is done to remove the bugs
but which does not mean that the product is free of bugs. The implementation team
bugs and client’s bugs will adversely affect the feasibility of the product

SWOT ANALYSIS

The SWOT analysis of an organization includes the strength, weakness, opportunity


and threats of the organization.

Strength

1. Reliable
2. Employees with expertise knowledge in various domains
3. Highly loyal customer base
4. ISO certified
5. High quality product

Weakness
1.Work pressure faced by employees

Opportunity
1. The company has the opportunity for further expansion.

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2. Lack of competitors
3. The advancements in technology
4. Government Policies

Threat
1. High budget requirement
2. Dynamic environment of technology

SUGGESTIONS

Some of the features that can be added into the system in order to improve the
efficiency and better working of the module are:

The administration system must include an extra module called FACTORY which
will help to include the details about different factories of that particular organization
and thereby enable the proper tracking of the working. In the factory system options
like factory name, location of the factory, multiple production type and main
production can be included.

Another addition that can be made is including a user rights module. The access to
different system depends upon the role and responsibilities of a person. Thus now the
system administrator has to check with each and every department and grant the
access rights which are really a time consuming process. Thus by incorporating a new
system called user rights the processing of granting right can be fully automated.

The bills management system must include an option to deal with pending bills.
Pending bills option will help the better processing of the bills. The details about the
pending bills can be maintained and can able to keep track of the period.

The executive system can also be modified by adding modules that deal with different
types of cost. Thus one can easily analyze the efficiency of their work and needed
modifications can be made by simply analyzing the repots.

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The product should be modified in such a way that it will be platform free. The
advancements in technology necessitate the need for a platform free system. Even
though the company developed another product named Harvest plus for Vista the
problem with the same is not resolved. Thus the coding of the base version should be
adjusted in such a way that it will work in any platform. The Windows platform using
VB as the front end and MS SQL as the backend make the product more feasible but
each SQL code should be coded with the front end which make the system more
complex thus replace the VB with Windows access.

The Implementation Team bugs can be easily avoided by giving proper guidelines
while implementation and the team should be given training before they go for
implementation. Client bugs can be reduced by providing them proper assistance and
giving them appropriate training.

The processing of change request should be made fast and the customer should be
made aware of the new updates about the products.

CONCLUSION

iSmart Business Solutions Private Limited is really introduced a revolutionary phase


in Agri-business by providing seed to sale solutions. The ERP product HARVEST
itTM helped a large number of organizations to automate their activity.

• The speed of deployments of Harvest itTM at the client location is ensured with
the experience gathered in this industry

• Flexibility in accommodating specific requirements is very high with the


presence of technical and domain experts during the system requirement study.

Harvest itTM comes with best practices developed over years in the industry. The client
therefore gains maximum benefit from this along with the incorporation of specific
requirements relevant to their business functions

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BIBLIOGRAPHY

• Kothari,C.R (1985). Research Methodology Methods and Techniques. second


edition, New Delhi: Wishwa Prakash.

• Wagner, Bret and Ellen Monk (2006). Enterprise Resource Planning.

• Norris, Grant and James R (2000). E-business and ERP: Transforming the
Enterprise.

• Leon, Alexis (2008).ERP Demystified. second edition, New


Delhi:TataMcGraw.

• Sheikh Khalid (2001), Manufacturing resource planning with introduction to


ERP, New Delhi:TataMcGraw

• http://www.erpwire.com.

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