Project Report Group No4

8/14/2019 Project Report Group No4

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Project report on business process analysis by

group No 4

Contents

Introduction2


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Group details..3

Business process Analysis..4

It infrastructure Analysis..20

Results..23

Acknowledgement24

1 Introduction


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This is a study report of the project, identifying problems and introducing solutions for a

software system which is handles the business processes of a particular company. The

study is done by Group No 4 group of 3rd year students in faculty of Science ofUniversity of Colombo.

The company selected by Group No 4 for this study is Orient Electrical Company (Pvt)

Ltd.A Company which manufactures and supplies electrical appliances such as switches,

trip switches, bulbs etc. The company issues their products to the market with a brandname Orange. The head office is situated at Maharagama and there are Branches of the

company in three places namely Pettah, Ganagaramaya and Barns Place. The factories of

the company are situated at Maharagama, Boralesgamuwa and Meegoda. The business

processes going on in those factories and branches are monitored and executed by theEnterprise resource planning software named ERP ln.

The objective of this particular study is to identify business processes handled by theabove mentioned software and then identify the problems and errors which might occur

when those tasks are operating. The system keeps all the different departments andoffices placed at different locations interconnected.

Following are the business processes which can be identified as operating under thecurrently installed system at Orient Electrical Company (Pvt) Ltd.

Sales order handling sales Department

Accounts handling

Attendance handling Human Resource Department Works for Manager Marketing Department

Warehouse handling Storage Department

This study report gives an insight to the practical problems encountered when the above

operations are in operation and by analyzing those problems and issues carefully, somepractical solutions can be inferred which will be very effective in overcoming these

problems.

2 Group details


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Leader- M.D. Pasan 8215

Members

W.C.S. Rodrigo 8231

T.W.A. Piris 8364

M.C.S. Kumari 8309

R.S. Atukorala 8193

G.L.T. De Silva 8155

R.I.P. Wijerathna 8248

V.S. Fernando 8158

3 Analysis


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The following business processes was identified in the organization. These business

processes was categorized according to departments.

1. customer order handling-Sales department2. warehouse handling-storage department

3. attendance handling-human resource systems

4. handling accounts -accounting department5. marketing campaign management-marketing department


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3.1 Customer order handling

There two type of customer orders which is been handled by the system.

1. Direct sales for distributors.2. Sales for construction projects.

The main sales order process will be carried out as follows.3.1.1 Business process model

Salesorder

Inventory check If available

Send request toManufacturing,

Orderingdepartments

Release invoice

Yes

No

Contact customerend

The Sales for projects always be given preferences since the customers will be keeping

always ordering.

The actors are as follows.Customer

AccountantWarehouse manager

System user who handles the order

Resources are as follows.

Warehouse database


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3.1.2 Sales order use case

handle sales order

system user

inventory check

*

*

warehouse manager

*

*

System

extends

send order

uses

accountant

Release invoice

uses

*

*

contact customer*

*

customer

*

*


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3.2 Warehouse handling

The warehouse has three main business processes as follows.

1. Processing received items update database.

2. Processing issuing of items updating database.3. Counting units available and validating with the system.

3.2.1 Processing received items

InvoiceProcess Invoice

Countunits

received

Unitsreceived

Update databaseend

The actors are as follows.

Warehouse manager

Warehouse workersSystem user who handles the invoice

Supplier

System resources are as followsWarehouse database

Warehouse

3.2.2 Received Items use case


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System

send invoice

proces invoice

count units

update database

system user

warehouse manager

supplier

**

uses

uses

**

worker

*

*

*

*

*

*

3.3.1 Processing issuing items


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InvoiceProcess Invoice

Unitsavailable

Release items

Check database warehouse

Update database

The actors are as follows.Warehouse manager

Warehouse workers

System user who handles the invoice

Customer

System resources are as follows.

Warehouse database

Warehouse

3.3.2 Issuing items use case


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System

send invoice

proces invoice

check database

system user

warehouse manager

customer

**

uses

uses

*

*

worker

*

*

*

*

update database

*

*

release items

uses

*

*


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3.4 Counting units and validating with the system

This process is carried out by the warehouse manager who is responsible for items inthe warehouse.

3.4.1 Business process for validating

Count items inthe warehouse

Manual count=Database count

Validate with the

warehousedatabase

warehouse

Inform themanagement

No

Updatewarehousedatabase End the process

Yes

The actors are as follows.Warehouse manager

Warehouse workers

System resources are as follows.

Warehouse database

Warehouse

3.4.2 Marketing campaign request handling use case


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System

handle campaignrequest

Marketing manager

*

*

approvement

Head of the department

*

*

uses

send request tofinance

uses

finance department

**

allocate cahce

**

3.5 Attendance handling


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The attendance of every person is being checked by barcode card which is given to

every worker in the organization.

3.5.1 Business process for handling attendance

Bar codeBarcode reader

Process barcodenumber

Information

about the

worker

database

Validate

information withthe database

Attendancedata

Processattendence

end

Update database database

The actors are as follows.

Worker

System resources

Barcode card

Barcode readerSystem database

3.5.2 Attendance handling use case


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System

workerhandle attendance

*

*

check database

uses

update database

uses

interact barcodereader

uses

3.6 Handling accounts


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There are three types of accounts are handled by the system

The account types are as follows.

1. Accounting Receivable

2. Accounting payable

3. General ledger

The above accounts are handled manually entering data to the system which is

done by personnel in the accounting department.

The distributors, project customers, suppliers have accounts in the system.

Also the system generates balance sheets, profit-loss accounts for management

Purposes.

3.7 Marketing campaign management


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Marketing management is introduced to carry out marketing campaigns in the

organization.

3.7.1 Organizing a marketing campaign

Request for thecampaign

Marketingmanager sendsrequest to the

head

Head approvesthe request

Marketingmanager sends to

financedepartment

Financedepartment

allocates cahce

After completionsupplier is paid

End

yes

No

Actors are as follows.

Marketing manager

Head of marketing Department

Finance department head or finance manager

3.7.2 Marketing campaign use case


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System

handle campaignrequest

Marketing manager

*

*

approvement

Head of the department

*

*

uses

send request tofinance

uses

finance department

**

allocate cahce

**

3.8 Structure of the organizationThe workflow management is managed through the organization as follows.


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Accounting

Accounts Payable

Accounts Receivable

$

Bank

MICROSOFTCORPORATION

Finance Management

Board of Directors

Customer Service

Inventory

Manufacturing

Marketing

Packaging

$ $$

Purchasing

Quality Assurance

Research & Development

Sales

Suppliers

Warehouse

Receiving

Information Systems

Personnel

Pay to $

Payroll

Distribution

The above diagram shows the overall physical structure of the communication between

the departments of the organization.

3.9 Communications

The following diagram shows the communication between the sales department andmanufacturing department.


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Customer order Process customerorder

Item available Release invoice

Planning

Item typemanufactured

Production order

Components ininventory

Release tomanufacturing

Purchase order

Manufacturer

requirementplanning

Process purchaseorders

Contact Supplier

Process purchaseorder

Purchase order

Deliver towarehouse

Pay to supplier

No

Yes

Yes

No

Yes

No

3.10 Business intelligence

The orient electric company uses software named cognos as tool for business

intelligence. This software used for following functions.


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1. Analysis of region wise sales

I. Profit analysis2. Analysis of production performance

I. Costing performance

II. Build of material3. Analysis of purchasing

I. Supplier wise purchasing

II. Category wise purchasing4. Finance analysis

I. Reports of balance sheets

II. Other statements

This web based system is been used for various applications to check performance and

increase performance by the management.

4 IT infrastructure analysis

The oriental electric company has three factories and three branch offices at six differentlocations.


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The factory locations are as follows.

1. maharagama2. borelasgamuwa

3. meegoda

The branch office as follows.

1. peta

2. Jinarathana road3. barnes place

4.1 Virtual private network

All these locations are connected through a virtual private network established by

suntel telecommunication provider.

The all offices and factories use Ethernet LAN networks of 10Mbits/s in the local

communication within the factory or branch office. These Ethernet facilitatesvoice, data, internet and video communication within the enterprise.

The IT department mainly located at maharagama. The computers are bought buy

local distributors with three years of warranty. The company has a team oftechnicians to support various hardware software problems arise at different

situations.

4.2 SERVRS

The company uses two main firewalls to block unauthorized access of the system.

They are hardware firewall and software firewall.

The MacAfee virus guard is used as main antivirus server and it is daily updated

through internet.

4.3 ERP software

The orient electric company uses software named Infor ERP ln handled there

enterprise resources. The description of the software is as follows.


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Infor ERP LN is an advanced, easy-to-use ERP solution that brings together a

wide range of business functions to serve the needs of leading discrete and

project-based manufacturers in industries such as industrial equipment andmachinery, high-tech and electronics, component manufacturing, commercial

aerospace, and shipbuilding. A fully integrated solution, Infor ERP LN provides

flexible global business operations support across all departments includingfinance, warehousing, freight management, and aftermarket service. The company

us it for Infor ERP LN are able to improve their agility and lower their total cost

of ownership.

4.4 Attendance

To facilitate attendance handling of human resource systems the orient electric

company uses magnetic stripe cards and magnetic stripe readers. Each person who

works in the company has given a magnetic stripe card to punch into the reader

when they enter to the office. The example picture of the magnetic stripe card anda reader shown below.

5 Results

The following implementation problems were identified in the system with the

corresponding solutions are as follows.


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The system users are not given enough training how to use the system.On some situations sales order handling generates some errors because of the

users lack of knowledge.

The solution to this problem is to train the system users more efficiently, with thehelp of company who has provided the Enterprise resource planning software to

the orient electrical company.

The IT department only located at factory of maharagama. There for if

person encounters a problem when accessing the system he would have to

give a call or send an email to the IT department in maharagama. At some

situations this might not be efficient since the person who is having theproblem accessing using system resources cannot contact the person face

to face, who is responsible for administrating system.

The solution to this problem is to put one or more people in the all six location ofthe organization, who has knowledge about administrating the system and finding

solutions to various problems.

6 Acknowledgements


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We would like to thank the IT manager Mr Nalaka Weragama system

administrator and Mr Udana Ariyawansa software engineer at oriental electric

company private limited.

Project Report Group No4

Documents

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