UNIVERSITY OF SCIENCE AND TECHNOLOGY CHITTAGONG (USTC)

USE OF MIS IN ISPAHANI GROUP IN CONTEXT OF VEHICLE MANAGEMENT

SUBMITTED TO

MOHAMMAD IMRAN ASSISTANT PROFESSOR

FBA, USTC

SUBMITTED BY

MD. REZA TANVIR SHAHREAR Roll No.: 486, Reg. No.: 461, MIS Group,

Batch-15, MBA (Exe.) for Engineers

August, 2016

LETTER OF SUBMISSION

August 20, 2016

Mohammad Imran

Assistant Professor

Faculty of Business Administration (FBA)

University of Science & Technology Chittagong (USTC)

Subject: Submission of Report on Research Project on “Use of MIS in Ispahani Group

in context of Vehicle Management”.

Dear Sir,

I am writing this report regarding the topic “Use of MIS in Ispahani Group in context

of Vehicle Management”. I started my research project on June 16, 2016 and completed

on August 18, 2016 and I feel great pleasure in submitting this report. I think the research

project program is very useful, informative and realistic method to gather practical

experience about a company’s activities. I have tried my level best to include all the

relevant information.

I, therefore, pray and hope that you would be kind enough to accept my report and oblige

thereby.

Sincerely yours,

_________________________________

(Md. Reza Tanvir Shahrear)

Roll No.: 486, Reg. No.: 461

MIS Major, Batch-15

MBA (Executive) for Engineers

USTC

I

ACKNOWLEDGEMENT

First of all, I am immensely grateful to Almighty Allah to help me successfully complete

my thesis paper. I would like to thank my parents, my wife and my boss for moral

support in everything. In addition I want to take this opportunity to thank all faculty

members classmates and friends in this master’s program.

Especially I would like to express my appreciation to my supervisor Mohammad Imran

for his support and kind cooperation. It would have been impossible for me to complete

the study successfully without his relentless guidance, instructions and advice.

I also express my gratitude to the officials of M.M Ispahani Limited, Chittagong,

Bangladesh for their kind cooperation.

_________________________________

(Md. Reza Tanvir Shahrear)

Roll No.: 486, Reg. No.: 461

MIS Major, Batch-15

MBA (Executive) for Engineers

USTC

II

TABLE OF CONTENTS

Abstract

Page No.

1 CHAPTER-1 Introduction

1.1 Overview of the Research Project 2

1.2 Background of the Research Project 2

1.3 Objectives of the Research Project 3

1.4 Methodology of the Research Project 3

1.4.1 Data Analysis 4

1.5 Limitations of the Research 4

CHAPTER-2 An Overview Ispahani Group

2.1 History 5

2.2 Existing Business Units of Ispahani Group 6

2.2.1 Tea Garden in Bangladesh 6

2.2.2 Tea Trade in Bangladesh 7

2.2.3 Cotton & Textiles 8

2.2.4 ICT 9

2.2.5 Packaging 10

2.2.6 Foods 10

2.2.7 Hospitality & Leisure 11

2.2.8 Real-estate 11

2.2.9 Trading 12

2.2.10 Agro 12

III

CHAPTER-3 Literature Review

3.1 Vehicle Management Information System (VMIS) 13

3.2 Approach for building a Vehicle Management Information System 13

3.3 Information System 13

3.4 Value of Information 14

3.5 Functions of Information System 15

3.6 Business Process 16

3.6.1 Business Process Management 17

3.7 Enterprise Application 19

3.7.1 Enterprise System 20

3.7.2 Supply Chain Management System 21

3.7.3 Customer Relationship Management Systems 21

3.7.4 Knowledge Management Systems 21

3.8 The MIS and Decision Support System 22

3.9 Expected Benefits VMIS 22

CHAPTER-4 Analysis & Findings

4.1 Introduction of VMIS in Ispahani group 24

4.2 Requirement Analysis 24

4.3 Specific VMIS Inputs 25

4.3.1 Vehicle Identification Information 25

4.3.2 Yearly Documentation &Taxation data 26

4.3.3 Fuel intake & expanse data 26

4.3.4 Maintenance expanse data 27

4.3.5 Vehicle deployment and usage data 28

4.3.6 Vehicle related HR data 28

4.4 Specific VMIS Outputs 28

4.5 Oracle & SQL based system 29

IV

4.6 The System Architecture 30

4.7 Enabling Connectivity towards the User 31

4.8 Findings 31

4.8.1 Fuel Efficiency & reduction of operating cost 32

4.8.2 Improvement in fleet maintenance costs 32

4.8.3 Frequency of Vehicle Breakdowns 32

4.8.4 Order to Payment Cycle 32

CHAPTER-5 Recommendation and Conclusion

5.1 Recommendation 33

5.2 Conclusion 34

References 35

Appendix 36

List of Figures

Figure 1 Functions of Information System 15

Figure 2 Typical business processes for each of the functional areas of business 17

Figure 3 The Order Fulfillment Process 18

Figure 4 Architecture of Enterprise Application 19

Figure 5 How Enterprise System Works 20

Figure 6 Screen shot of Vehicle Information entry interface 25

Figure 7 Yearly documentation info entry interface 26

Figure 8 Fuel consumption info entry interface 26

Figure 9 Maintenance expanse info entry interface 27

Figure 10 The System Architecture of VMIS at Ispahani 30

List of Table

Table 1 Auditor’s Observation & Recommendation 2 Table 2

Detail of Interviewees 4

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ABSTRACT

Transport and logistics are both key components of a successful economy. Governments

worldwide seek to increase their competitiveness through new or replacement of

infrastructure. The transport and logistics sector plays a major role in the world economy and

is a significant contributor at both the national and local level in any country. This sector

underpins the economy, enabling the efficient movement of goods, services and people. The

increase in the concomitant management requirements of vehicle fleet operations has

The traditional approach of vehicle management in an FMCG company which owns large

number of different types of vehicle is basically file of ledger book based record keeping and

manipulating that various types of data regarding vehicle usage, fuel consumption expenses,

maintenance expenses & yearly government fees, taxes etc. This file based system is rather

inefficient & the whole procedure highly depends on human effort & information exchange

among all the stakeholders is very difficult and slow.

To address the above issues an information system may be developed for these kind of

business organization using Oracle & SQL. At Ispahani group, we developed an integrated

Vehicle Information Management System (VIMS) to keep up all kind of vehicle related

usage and expanses which gives us overall control and reduction of operating costs.

The main purpose of this dissertation was therefore to establish that the use of information

technology is feasible in transport industries, explain possible obstacles and also any major

advantages of its implementation.

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INTRODUCTION

1.1 Overview of the Research Project

Research Project is very important in any academic and professional course. It plays a vital

role in the successful practical application of our gathered knowledge from during the

executive MBA course in this Institution. Proper practical application will help to achieve

its objectives of learning any things. Practice of knowledge is seemed to vary from

organization to organization. It is widely believed that unplanned practices are mainly

responsible for failure of most of achieving the objectives. Hence, this “Research Project”

will be effective to unearth the invaluable points required to be addressed while operating a

large number of mixed vehicle fleet in an FMCG company like ISPAHANI. The title of my

Research Project is “Use of MIS in Ispahani group in Context of Vehicle Management”.

1.2 Background of the Research Project

In 2012 and internal audit team of Ispahani group found some anomalies in vehicle usage &

expenses related issues while they are searching the cause of increased cost of selling and

distribution of finished goods of the company & they have provided and action plan as

follows:

General Observations: Recommendations:

• There is no Comprehensive database of vehicles in Ispahani group.

• Current Log Books have very limited use.

• At present there is no deployment status report of Pool/Distribution vehicles.

• There are no comparative analyses of repair works.

• Implement a Comprehensive vehicle register to obtain a clear view.

• Using the Log Book in more effective way for obtaining detailed usage information of the vehicles.

• Preparation of Pool/Distribution Vehicle's deployment status report to manage vehicles in a better and cost effective way.

• A comparative analysis of repair and maintenance works should be undertaken, which will be helpful to control unnecessary repairs.

Table 1: Auditors Observation & Recommendations

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To comply the above findings & recommendation Ispahani management decided to develop

an integrated Vehicle Information Management System which means to use MIS in context

of Vehicle Management.

1.3 Objectives of the Research Project

The name of the research project is “Use of MIS in Ispahani group in Context of Vehicle

Management”. The objective of this study is to examine the necessity Information System

based arrangement to use and cost effectively manage a large number of mixed vehicle fleet

of any FMCG company and to establish the fact that information system can help any

management to operate it’s vehicle fleet effectively and economically to achieve the

organizational goals.

1.4 Methodology of the Research Project

In this research, a qualitative technique was conducted in order to collect information. In

terms of the data source, these data can be collected either form primary of secondary

sources. Generally the primary data can be collected from the people of organization where

it generates and never processed or published. The current research has been conducted

primarily on theoretical approach and secondarily on practical analysis. Research topic was

finalized by the research supervisor. Data was collected from the following sources:

Primary Sources:

• Vouchers of different (fuel, maintenance, fees, taxes, insurances etc.) expanses • Log books for vehicle usage • Relevant Official’s Interview (Vehicle User, Driver, Internal Auditor)

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Interviews: The general method to get qualitative data is interviews with participants or respondents and the main reason of interview is to gain full and detailed information of the experience. Interviews are the most broadly used source ad a method of collecting data for evidence.

No Name Roles Organization Contact Information

1 Dr. Engr. Golam Mostafa P. Eng

General Manager

VMD, Ispahani Group

Phone: 01937-900032 e-mail: tbpf@ispahanibd.coom

2 Uttam Kumar Barua

Assistant Manager

VMD, Ispahani Group

Phone: 01815-114137 e-mail:vmd_office@ispahanibd.com

3 Shibu Prasad Mitra

Assistant Manager

IT, Ispahani Group

Phone: 01819-393353 e-mail: shiba.mitra@ispahanibd.com

Table 2: Detail of the Interviewees 1.4.1 Data Analysis The analysis of data is the process where on is trying to gather and present the data in such a way so it has a good structure and becomes easy to understand (Repstad, 1999). In addition, data analysis is a process of bringing order, structure and meaning ot the mass of collected data (Ghauri, 2005). The goal with the analysis is to able to come up with trustworthy conclusions which are based on the empirical data. The empirical finding and the theoretical framework will be compared by analyzing data which has been collected in relation to existing theories. Data was analyzed after all data was gathered together. My analysis will be how to use information system to manage a large number of mixed vehicle fleet of an FMCG company like Ispahani. Finally collected data are classified, analyzed and presented in the form of report.

1.5 Limitations of the Research Project

In spite of my best effort, there is some lacking prevailing in this report. These are caused by

some limitations that are enumerated below:

1. The rate of success of my research may be limited as I might have failed to collect proper

information due to lack of proper communication.

2. Some data could not be collected for confidentiality and official secrecy.

3. For this study no fund has been allocated from my organization as well as from USTC.

4. As it is an extensive study it needs more time than allocated one. So due to time

constraint all information may not be collected and accuracy may be less.

I, therefore, hope that the study will be evaluated with an approach subject to the recognition

of the above mentioned shortcomings.

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OVERVIEW OF ISPAHANI GROUP

2.1 History

The Ispahanis have been involved in business in South Asia since 1820. Mirza Mohammed

Ispahani established the Calcutta office of M.M. Ispahani & Sons in 1900. Mirza

Mohammed Ispahani’s eldest son, Mirza Ahmed Ispahani, joined the partnership in 1918

and, with his younger brothers, Mirza Abol Hassan Ispahani and Mirza Mahmood Ispahani,

established the private limited company, M.M. Ispahani Limited, in 1934. In 1947 the

corporate Head Office was moved to Chittagong, where it stands today. With corporate

offices in Chittagong, Dhaka and Khulna and, through its tea, textile, jute, property, poultry

and shipping divisions, the Group employs approximately 10,000 people.

The Ispahani Group is a pioneer in many fields and remains one of the most successful and

respected business houses in Bangladesh. It is the largest tea trading company in the country

and dominates the domestic tea market, capturing approximately 50% of the national

branded tea market and 80% of the branded tea-bag market. Ispahani Tea is renowned all

over Bangladesh and its best selling brands such as Mirzapore Best Leaf and Mirzapore

Double Chamber Tea Bags are household names. The company has an unrivalled

distribution network of over 517 sales centers under 24 Divisional offices in Chittagong,

Dhaka, Dhaka North, Dhaka West, Pabna, Habiganj, Bogra, Barisal, Comilla, Khulna,

Kushtia, Mymensingh, Rangpur, Dinajpur, Sylhet, Dhaka South, Dhaka East,

Kishorganj,Tangail, Chittagong South, Chittagong North, Jessor, Rajshahi and Faridpur. It

also owns four of the finest tea gardens in Bangladesh: Ghazipore, Mirzapore, Zareen and

Neptune, all of which are equipped with state-of-the-art tea manufacturing machinery.

Corporate and Social responsibility form a large part of the Ispahani philosophy. Throughout

our history we have endeavoured to support and advance worthwhile causes. We have

established schools and colleges in Bangladesh as well as the renowned Islamia Eye

Hospital. The latter is a centre of excellence for providing modern, efficient and cost-

effective eye care. With a specialist line up of up to 40 doctors, 35 surgeons, trained nurses,

paramedics and other staff, Islamia Eye Hospital has been looking after the eye care needs of

thousands of Bangladeshis since its inception in 1960.

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Furthermore, the Group sponsors various cricket, football, golf and tennis tournaments as

well as the National Cricket League.

Today, after decades of business in South Asia, the Ispahani Group is still dedicated to

providing high quality goods and services as well as having a positive impact on the

community at large.

2.2 Existing Business Units of Ispahani Group

Currently Ispahani operates their business in various sectors mainly on Tea, Foods, Agro,

Textile etc.

2.2.1 Tea Garden in Bangladesh

M.M. Ispahani Ltd. (MMI) owns four tea gardens: Mirzapore, Ghazipore and Zareen (all of

which are based in Moulvi Bazar, Sylhet) and Neptune (based in Chittagong). These gardens

produce approximately 3 million kilos of tea per annum, which is slightly over 5% of the

total tea production of Bangladesh. The average yield per hectare is over 1800 kilos; one of

the highest yields achieved nationally.

Each of the tea gardens has factories equipped with modern tea manufacturing facilities. The

tea produced is of high quality and sells at a premium at the Chittagong Tea Auction. There

are 167 tea gardens in Bangladesh, and Ghazipore, Mirzapore, Zareen and Neptune are

consistently in the list of top ten tea gardens for the highest auction price achieved.

Rubber Products:

Both the Neptune and Mirzapore Tea Gardens have Rubber plantation alongside Tea plants.

These two Rubber plantations produce about 1,20,000 Kgs of Raw Rubber Sheet (RSS) per

annum, out of which 75% are exported earning valuable foreign currency.

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2.2.2 Tea Trade in Bangladesh

ISPAHANI is the single largest tea company in Bangladesh.

Acknowledged as a pioneer in the marketing of tea, we introduced to the Bangladesh tea

market the laminated pouch, the double chamber tea bag, the “stand up” pouch, the food

grade jar, the three layer pouch, the 10 gms easy pack and the “bag-in-bag” packet.

Our Tea Department selects, blends and packs the finest tea for both the local and

international markets. It prides itself on quality and achieves a very high degree of customer

satisfaction. Best selling brands such as Mirzapore Best Leaf, Mirzapore Double Chamber

Tea Bags, Blender’s Choice and Zareen are market leaders and household names in

Bangladesh.

For export, Ispahani offers tea of Bangladesh origin

• To all destinations in loose and packet form

• In original or in blended form

In packet, we have an unrivaled distribution network of sales centers and divisional offices

spread all over the country.

At the Tea Blending & Packeting Factory (TBPF), we use a hygienic state-of-the-art

blending system, where tea is cleaned and blended automatically. Most modern packing

machines are used to pack tea with weight checking and rejection system so as to ensure the

desired quantity with minimum tolerance in each packet. All European origin machines are

used to make best quality ‘tea-bags’ in our country.

Ispahani achieved ISO 9001:2008 certification for its quality management system.

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2.2.3 Cotton & Textiles

Pahartali Textile & Hosiery Mills (PTHM), a unit of M.M. Ispahani Ltd. is one of the

pioneer spinning mills in the country. It was set up and started its commercial production in

the year 1954. In the period of growing demand for quality yarn in the country’s largest

export sector, it is committed to meet the challenges of the time. At present the mill offers

one stop solution for variety of yarn requirements of the leading export oriented knit

garments in Bangladesh.

Manufacturing Business: PTHM mainly offers Cotton, Mélange, Slub and Polyester yarns

within the range from NE 10/1 to NE 40/1. The main yarns that it processes are:

• 100% cotton yarn (Card, Comb and Slub)

• Organic cotton yarn with the certification of GOTS (Global Organic Textile

Standards)

• Organic cotton yarn with the certification of Organic Content Standard (OCS 100 &

OCS Blended)

• Slub yarn (with the certification of GOTS & OCS)

• Mélange, Mélange (OCS Blended) yarn

• PC, CVC and Modal yarn.

• TFO yarn of 2 ply or 3 ply

Target Market: Export Oriented Knit Garments Industries of the country.

Spindle & Production Capacity:

Total installed spindles capacity: 71,760

• Mill-1: 22176 Spindles • Mill-2: 23280 Spindles • Blended Yarn Unit-1: 11616 Spindles • Blended Yarn Unit-2: 14,688 Spindles

Total production per day: 37,000 kgs.

• Combed yarn/day: 13,000 kgs. • Slub yarn/day: 5,000 kgs. • Mélange yarn/day: 5,500 kgs. • PC/CVC yarn: 9,000 kgs.

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2.2.4 ICT

Broad Band Telecom Services Limited (BBTS)is one of the Leading ICT Solution Service

Providers in Bangladesh Market that has been operating since the Year 2002 with a view to

provide Broad Band Internet and Allied Services in ICT.

BBTS has covered all 7 Divisions along with Redundant Links from where currently 48

Districts out of 64 are connected. 8 Export Processing Zones including the Private Korean

EPZ in Chittagong, The Chittagong Hill Tracts Zone i.e. Rangamati, Khagracgari,

Bandarban are also under BBTS Service Coverage which enable us to meet the growing

customers need with Quality.

Regional Offices of BBTS at Cox’s Bazar, Chittagong, Comilla, Dhaka, Sylhet, Bogra,

Rajshahi, Rangpur, Khulna, Barishal are set to play a vital role to serve our clients on a

timely fashion to address their ICT requirements as their local partner at all 64 Districts from

. These offices have been significantly contributing to meet growing customers need and

ensuring services & support from nearest points to cater their urgent needs with BBTS

owned resources.

BBTS provides solution for Broadband Internet, Long Haul and Inter City/ Inter District

connectivity through Fiber Optic & Wireless Technology around Bangladesh. It’s Customer

base includes top ranked corporate companies in Manufacturing Industry, Shipping Industry,

Financial institutions (CSE / DSE), Group of Companies, EPZ companies, Foreign Missions,

NGO’s, Hospitals, Banks and many other companies who has been consistently patronizing

us as a business partner of BBTS. BBTS is the Official Service & Solution Provider for

Chittagong Stock Exchange.

Over the years, we have become the most innovative ICT Solution Service Provider in

Bangladesh, introducing state-of-the-art technology unparalleled in most of Asia. Harnessing

the power of Next Generation Networking (NGN) for the benefit of our clients, we

introduced NGNet as the NGN solution for Metro-Ethernet access. Using the NGN Open

Access Network (OAN) technologies, our vast array of services include Triple Play,

Dedicated Data Access, Transparent LAN Services (TLS), Private Line Services (PLS), all

of which are available to both corporate and residential clients. Engineering leading edge

solutions based on the needs and budgets of our clients, we never compromise on quality.

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2.2.5 Packaging

Ispahani Marshall Limited is a leading manufacturer of poly packaging which encompasses

a 100% export orientated unit which supplies packaging to the textiles and garments

industries as well as a unit for local customers which include consumer food manufacturers,

flour mills, seafood exporters and tea gardens, and many more.

Our factory is state-of-the-art and offers HDPE/LDPE/PP/BOPP poly bags with up to 8

colour Rotogravure and Flexographic printing and with our commitment to protect the

environment, we are pleased to also offer Bio-degradable poly bags.

Ispahani Marshall Ltd is recognized for its commitment to quality and customer service and

our client list includes some of the most renowned local and multinational companies in

Bangladesh.

2.2.6 Foods

Ispahani Foods Limited (IFL), established in 1999, covers a wide and varied range of

agricultural and food-related businesses. IFL is a subsidiary of M.M. Ispahani Ltd., based at

Ispahani Foods Complex, Konabari, Gazipur, Dhaka.

Equipped with the most modern machinery, our food products are hygienically weighed,

packed and sealed in a fully automated process which is supervised by a team of experts.

Under it’s popular brands Ispahani and Ispahani Delicious, IFL manufactures

flavored potato snacks, chanachur, fried dal, fried green peas and shemai. IFL also

manufactures biscuits under it’s Ispahani G and Ispahani Energy, Cookie

Man and Bakery Fresh brands.

Since its inception, Ispahani Foods Ltd has come a long way in becoming one of the leading

manufacturers of snack foods, biscuits, and other items for it’s loyal and ever growing

consumer base.

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2.2.7 Hospitality & Leisure

Located at Ispahani Moor, at the intersection of S.S. Khaled Road and CDA Avenue, in

close proximity to the scenic Batali Hills, The Avenue Hotel and Suites is home to the most

spacious and luxurious accommodation for visitors coming to Chittagong on business or

holiday.

Comprising gorgeous Suites, lavish Super Deluxe Rooms and magnificent Deluxe Rooms, it

offers every possible comfort and convenience that discerning travellers can wish for upon

arrival at this bustling Port City.

Catering to business needs is the purpose-built Conference Room, designed for Board

meetings and other corporate events. Situated close to the Reception and Lounge, it is ideally

suited for such occasions.

For larger occasions and gatherings, there is the huge seminar/banquet hall on the ground

floor, an immensely popular place and first-choice option for formal as well as informal

functions.

And to rewind after a hard day’s work, we have on the top floor a fully-equipped Fitness

Centre, with modern equipment to help our guests relax and get away from stress and strain.

Spread over five floors, the premises also house our well-known Pitstop Restaurant, Pitstop

Bakery and Sweets, and the Pitstop Store. The restaurant provides delightful breakfast, lunch

and dinner, as well as room service for the hotel guests, while the bakery and store are there

to cater to your other daily needs.

2.2.8 Real Estate

M.M. Ispahani Ltd. has been at the forefront of the real estate market for many years.

Free School Street Property Limited and Nasirabad Properties Limited have helped design

and develop high-quality apartments, offices, shopping complexes and residential plots.

Sikomi Properties Limited provides warehousing for the tea produced by the group’s four tea

estates.

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2.2.9 Trading

South East Trading Limited (A trading wing of Ispahani Group) and was incorporated in 1979..

We have promoted a large numbers of turnkey projects for our foreign principals / contractors in Roads & Highways Dept. (RHD), Power, Railway, Gas, Water & Sewerage Dept. and Ports & Shipping sectors in Bangladesh.

We have rich experience in promoting the turnkey contracts with the appropriate tendering authorities in Bangladesh in all areas mentioned above specially for Roads, Bridge and Flyover projects.

2.2.10 Agro

M.M Ispahani Limited is an ISO 9001 Certified Company which was established in 1820. The Company has its corporate offices in Chittagong, Dhaka and Khulna. Through its Tea, Foods, Textile, Jute, Match, Real Estate, Poultry and Shipping Units; the group employs approximately 5,000 people. Today after 192 years of business in the Sub- Continent, the house of Ispahani is still dedicated to the cause of excellence in providing high quality goods and services. Ispahani Agro Limited (IAL), a sister concern of M. M. Ispahani Ltd. has been operating its agro business with three wings “Ispahani Seeds”, “Ispahani Biotech” and “Ispahani Agro Processing” since 2007.

IAL is an integrated approach of supplying agro input to ensure Safe Food Security. In this backdrop IAL has started its venture with quality seeds with the motto of “Farmer’s progress for country’s prosperity”. Being a sister concern of a renowned business conglomerate, IAL feels to develop a complete agro business unit which will contribute not only to the farmers’ progress but also to the harmony of nature and wellbeing of human being. And consequently IAL set the goal as “Safe food for better life”

Targeting safe food security IAL has designed “One Stop Agriculture” conceiving the following business wings:

1. Ispahani Seeds 2. Ispahani Biotech 3. Ispahani Agro Processing 4. Ispahani Agro produce supply chain (consumer)

Vision: Safe food for better life

Mission:

Under the umbrella of “One stop agriculture” Ispahani Agro Limited will provide environment friendly agro inputs to the farmers for safe food production, infrastructural support for agro processing and sustainable supply chain development to ensure safe food to reach the consumer.

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LITERATURE REVIEW

3.1 Vehicle Management Information System (VMIS)

A vehicle management information system is the arrangement where all kind of vehicle

usage, maintenance & other relevant expanses are recorded, stored and processed for cost

effective operation & utilization to achieve the goals of organization. Analyzing this large

amount of stored data, the organization can take decision for different types of policy

making like vehicle replacement by comparing its maintenance & fuel consumption data.

Now a day’s vehicle operation acts as a business process to provide cost-effective logistic

support to any business organization to be competitive over it’s competitors. So VMIS

should be included in the enterprise application known as ERP.

3.2 Approach for building a Vehicle Management Information System A generalized approach for building a fleet management system was derived from the explorative analysis described above. The derived key elements include:

• Identify relevant information to be handled

• Identify the scope of central and distributed planning

• Communication between vehicles and management units

• Integration of global/local perspectives

• Analysis and tools for decision support

3.3 Information System

There is a growing interdependence between a firm’s ability to use information technology

and its ability to implement corporate strategies and achieve corporate goals. What a

business would like to do in five years often depend on what its systems will be able to do.

Increasing market share, becoming the high-quality or low-cost producer, developing new

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products, and increasing employee productivity depend more and more on the kinds and

quality of information systems in the organization. Specifically, business firms invest heavily in information systems to achieve six strategic

business objectives: operational excellence; new products, services, and business models;

customer and supplier intimacy; improved decision making; competitive advantage; and

survival.

In contemporary systems there is a growing interdependence between a firm’s information

systems and its business capabilities. Changes in strategy, rules, and business processes

increasingly require changes in hardware, software, databases, and telecommunications.

Often, what the organization would like to do depends on what its systems will permit it to

do.

3.4 Value of Information One of the most important analyses prior to building a fleet management system (or any

management system) is the value of information, In general, the value of information is the

value of the change in decision behavior caused by the information, less the cost of the

information (Sørensen, 1999). This statement implies that information is normally not a free

good. Furthermore, if it does not change decisions to the better, it may have no value. Many

assume that investing in a “better” management information system is a sound economic

decision. Since it is possible that the better system may not change decisions or the cost of

implementing the better system is high to the actual realized benefits, it could be a bad

investment. Also, since before the investment is made, it is hard to predict the benefits and

costs of the better system, the investment should be viewed as one with risk associated with

it.

In connection with the implementation of IT-systems, methods within decision theory allow

for identification of whether an given information has an added value in relation to the

decision process at hand. In other terms, this means whether the possession of the

information will increase the utility of the final decision. The increased utility must exceed

the costs of collecting and processing the information. However, the approach is complicated

and demands comprehensive modeling (Hardaker et al., 1997). Instead, a number of

indicators will often be used to illustrate the expected benefits from using the proposed IT-

system. Such indicators might include:

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• An automated data infrastructure, whereby the number of manual and labor intensive registration tasks is minimized

• Increased digitalization of the work processes giving way for a more transparent

production process increasing over view, production understanding, and information level of the employees

Despite of the difficulties in precisely evaluating the value of information prior to investing in a new IT technology it will be imperative to reflect on which information to include in the system.

3.5 Functions of Information System

Three activities in an information system produce the information that organizations need to

make decisions, control operations, analyze problems, and create new products or services.

These activities are input, processing, and output.

Figure 1: An information system contains information about an organization and its surrounding environment. Three basic activities—input, processing, and output—produce the information organizations need. Feedback is output returned to appropriate people or activities in the organization to evaluate and refine the input. Environmental actors, such as customers, suppliers, competitors, stockholders, and regulatory agencies, interact with the organization and its information systems.

Input captures or collects raw data from within the organization or from its external

environment. Processing converts this raw input into a meaningful form. Output transfers

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the processed information to the people who will use it or to the activities for which it will

be used.

Information systems also require feedback, which is output that is returned to appropriate

members of the organization to help them evaluate or correct the input stage. 3.6 Business Process

A business process is a collection of linked tasks which find their end in the delivery of a

service or product to a client. A business process has also been defined as a set of activities

and tasks that, once completed, will accomplish an organizational goal. In order to operate,

businesses must deal with many different pieces of information about suppliers, customers,

employees, invoices and payments, and of course their products and services. They must

organize work activities that use this information to operate efficiently and enhance the

overall performance of the firm. Information systems make it possible for firms to manage

all their information, make better decisions, and improve the execution of their business

processes. Business processes are the collection of activities required to produce a product or

service. These activities are supported by flows of material, information and knowledge

among the participants in business processes. Many business process are tied to a specific

functional area. For example, the sales are marketing function is responsible for identifying

customers and the human resources function is responsible for hiring employees.

Business process also refer to the unique ways in which organizations coordinate work,

information and knowledge and the ways in which management choose to coordinate work

(Kenneth C.Laudon & J.ane P.Laudon, 2012).

Every business can be seen as a collection of business processes, some of which are part of

larger encompassing processes. For instance, designing a new sailboat model, manufacturing

components, assembling the finished boat, and revising the design and construction are all

part of the overall production process.

A simple business is fulfilling an order, turns out to be a very complicated series of business

processes that require the close coordination of major functional groups in a firm. Moreover,

to efficiently perform all these steps in the order fulfillment process requires a great deal of

information. The required information must flow rapidly both within the firm from one

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decision maker to another; with business partners, such as delivery firms, and with the

customer. Computer-based information systems make this possible.

3.6.1 Business Process Management

Business process management (BPM) is a systematic approach to making an organization's

workflow more effective, more efficient and more capable of adapting to an ever-changing

environment. The goal of BPM is to reduce human error and miscommunication and focus

stakeholders on the requirements of their roles. BPM is a subset of infrastructure

management, an administrative area concerned with maintaining and optimizing an

organization's equipment and core operations.

Figure 2: Typical business processes for each of the functional areas of business

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Information systems automate many steps in business processes that were formerly

performed manually, such as checking a client’s credit, or generating an invoice and

shipping order. But today, information technology can do much more. New technology can

actually change the flow of information, making it possible for many more people to access

and share information, replacing sequential steps fulfilling a customer order involves a

complex set of steps that requires the close coordination of the sales, accounting, and

manufacturing functions.

Figure 3: The Order Fulfillment Process

By analyzing business processes, organization can achieve a very clear understanding of

how a business actually works. Moreover, by conducting a business process analysis,

organization will also begin to understand how to change the business by improving its

processes to make it more efficient or effective.

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3.7 Enterprise Application

Enterprise applications, which are systems that span functional areas, focus on executing

business processes across the business firm, and include all levels of management.

Enterprise applications help businesses become more flexible and productive by

coordinating their business processes more closely and integrating groups of processes so

they focus on efficient management of resources and customer service. There are four major

enterprise applications:

• Enterprise systems • Supply chain management systems • Customer relationship management systems and • Knowledge management systems.

Each of these enterprise applications integrates a related set of functions and business

processes to enhance the performance of the organization as a whole.

Figure 4: Shows that the architecture for these enterprise application encompasses spanning the entire organization and in some cases, extending beyond the organization to customers, suppliers, and other key business partners.

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3.7.1 Enterprise System

Enterprise System also known as enterprise resource planning (ERP) systems, to integrate

business processes in manufacturing and production, finance and accounting, sales and

marketing, and human resources into a single software system. Information that was

previously fragmented in many different systems is stored in a single comprehensive data

repository where it can be used by many different parts of the business.

Figure 5: How Enterprise System Works

For example, when a customer places an order, the order data flow automatically to other

parts of the company that are affected by them. The order transaction triggers the warehouse

to pick the ordered products and schedule shipment. The warehouse informs the factory to

replenish whatever has been depleted. The accounting department is notified to send the

customer an invoice. Customer service representatives track the progress of the order

through every step to inform customers about the status of their orders. Managers are able to

use firm-wide information to make more precise and timely decisions about daily operations

and longer-term planning.

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3.7.2 Supply Chain Management System

Firms use Supply Chain Management (SCM) systems to help manage relationships with

their suppliers. These systems help suppliers, purchasing firms, distributors and logistics

companies share information about orders, production, inventory levels, and delivery of

products and services so that source, procure and deliver goods and services efficiently. The

ultimate objective is to get right amount of their products from their sources to their point of

consumption in the least possible time and at the lowest cost maintaining optimum level of

inventory. These system increase firms profitability by lowering the cost of moving carrying

and making product and by enabling managers to make better decisions about how to

organize and schedule sourcing, production and distribution. In context of vehicle

management, supply chain plays a very crucial role by providing the proper spare parts in

cost effective way while it is necessary to repair the vehicle. The cost of maintenance and

downtime can be reduced and vehicle usage can be increase if supply chain management

system is robust and well equipped.

3.7.3 Customer Relationship Management Systems

Firms use Customer Relationship Management (CRM) systems to help manage their

relationships with their customers. CRM systems provide information to coordinate all of the

business processes that deal with customers in sales, marketing, and service to optimize

revenue, customer satisfaction, and customer retention. This information helps firms

identify, attract, and retain the most profitable customers; provide better service to existing

customers; and increase sales.

3.7.4 Knowledge Management Systems

Some firms perform better than others because they have better knowledge about how to

create, produce, and deliver products and services. This firm knowledge is difficult to

imitate, unique, and can be leveraged into long-term strategic benefits. Knowledge

management systems (KMS) enable organizations to better manage processes for capturing

and applying knowledge and expertise. These systems collect all relevant knowledge and

experience in the firm, and make it available wherever and whenever it is needed to improve

business processes and management decisions. They also link the firm to external sources of

knowledge.

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3.8 The MIS and Decision Support System (DSS)

The term management information systems (MIS) also designates a specific category of

information systems serving middle management. MIS provide middle managers with

reports on the organization’s current performance. This information is used to monitor and

control the business and predict future performance.

MIS summarize and report on the company’s basic operations using data supplied by

transaction processing systems (TPS).

In contrast, decision-support systems (DSS) support more non-routine decision making.

They focus on problems that are unique and rapidly changing, for which the procedure for

arriving at a solution may not be fully predefined in advance.

3.9 Expected Benefits of VMIS Improved planning tools combined with ICT systems for monitoring and documentation may

increase the capacity utilization and subsequently improve the timeliness of the field

operations. Studies have shown that the capacity utilization can be increased significantly

and thereby reduce the unit costs by e.g. 20-30% by following a goal-directed planning and

monitoring (Sørensen, 2003a; Sørensen, 2003b). In terms of distance travelled, significant

savings are reported as a result of optimized vehicle routing (e.g. Palmer et al., 2003; Toth

and Vigo, 2002).

Fully integrated fleet management systems with technical assets management in non-

agricultural businesses (companies with operating vehicles or service-oriented companies

with fleet objects) have experienced significant benefits (SAP, 2005). For example, customer

interviews reveal that up to 30% less administrative costs for fleet operations may be

achieved together with up to 80% improvement in detecting of malfunctions or poor

operational performance because of close monitoring. In the same connection, up to 60%

minimized risk of malfunction by preventive maintenance is experienced. Also, in terms

of streamlined stock management and integrated procurement 20% reduced costs were

gained.

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A number of expected benefits are as follows:

• Increased vehicle usage hence productivity

• Improved fuel economy

• Reduced maintenance cost

• Improved service and interaction towards user

• Reduced response time

• Increased job flow processes

• Continuous operational control

• Offers real-time data sharing

• Remote access via internet

• Accelerates management decision process

• Presumably increases profitability

• Reduce administrative cost & save time

• Reduced vehicle downtime

• Eliminate costly errors due to poor communication

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ANALYSIS AND FINDINGS

4.1 Introduction of VMIS in Ispahani group

In Ispahani group, large number of different type vehicles are required to support widely

varied tasks and contend with differing places and operational requirements all around the

country, but the data needed to manage and report on any fleet operation are remarkably

uniform. The management needs detailed data on each vehicle, as well as summary and

exception reports, in order to make informed decisions about usage, maintenance, repair, and

replacement, and to respond to drivers and users. Management also requires the aggregated

data that can spot trends in cost and utilization and assist in directing scarce resources to the

particular fleet or program most in need. A Vehicle Management Information System

(VMIS) should be capable of serving all these requirements to manage all vehicles of an

FMCG company like Ispahani.

4.2 Requirement Analysis

Before developing the VMIS a requirement analysis was done thoroughly to understand all

the relevant data or inputs. A well-designed VMIS will collect and store the required data

and be capable of producing regular and on-demand reports, in hard-copy and electronic

form as needed. This system should be based at the department or central headquarters level

and include all motor vehicles within the department or business unit/regional headquarters.

The system will include reporting and accountability structures to accommodate subordinate

regional and field offices that has the authority to control the vehicles. It will be integrated

into company’s financial and property management systems so as to reduce duplication of

data-entry and unnecessary duplication of databases. It will be capable of producing data to

satisfy internal and external reporting requirements in an automated fashion. The followings

are the main inputs of this information system;

• Vehicle Identification data

• Yearly Documentation data

• Fuel intake & expanse data

• Maintenance expanse data

• Vehicle usage data

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4.3 Specific VMIS Inputs

For all kind of the system there must have some inputs so that the system can process or

manipulate that inputs to produce some output or result which will support the decision

making process of any organization. In that prospect the VMIS is to be feed by it’s desired

records or information called inputs. The inputs are described as follows;

4.3.1 Vehicle Identification Information

A vehicle must have unique identity. The vehicle identity data, such as vehicle registration

number, year, make, model, brand, origin, color, engine number, chassis number, engine

capacity, gear type, vehicle type, fuel type, tyre size, battery size, user, driver, supplier

particulars registration date, purchase date etc.

Figure-6: Screen shot of Vehicle Information entry interface

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4.3.2 Yearly Documentation & Taxation data

Any vehicle is as asset, so it has some yearly taxation issue which must be renewed each and

every year. By capturing these data of government tax, fitness, route permit, registration,

insurance etc. the system can provide auto remainder to the management.

Figure-7: Yearly documentation info entry interface

4.3.3 Fuel intake & expanse data Capturing the data of fuel consumption by the vehicle individually with all the particulars

Figure-8: Fuel consumption info entry interface

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For example fuel type (octane, diesel, CNG etc), mileage at which it was consumed, date, quantity of fuel consumed etc. data are recorded. These data can be manipulate to produce different kinds of report which provides management insight for the overall fuel consumption. 4.3.4 Maintenance expanse data

Captures all the data related to maintenance like spare parts, supplier, price, quantity, etc.

• Provide for an automated vehicle repair history • Provide ability to review vehicle repair files prior to authorizing repairs and the

ability to update these files once repairs are approved • Capture different aspects of repair, including unscheduled repairs, preventive

maintenance, and accident repairs • Provide the capability to schedule and notify vehicle users of preventive maintenance

services

Figure-9: Maintenance expanse info entry interface

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4.3.5 Vehicle deployment and usage data Captures the data related to vehicle usage like trips, route, destinations etc.

• Capture current vehicle assignments, including the vehicle point of contact and

assigned address.

• Have the ability to store and access assignment history.

• Capture periods where the vehicle is not assigned to a particular vehicle user, i.e.,

awaiting initial assignment and disposal and awaiting maintenance.

• Capture dispatch pool use.

4.3.6 Vehicle related HR data

Captures the data related to driver, user, technicians, workshop etc. These data need to be

recorded to analyze the usage pattern related to any user or department or to evaluate the

performance of the driver or the maintenance personnel that is the trend of their driving

attitude and maintenance performance.

4.4 Specific VMIS Outputs

There are several types of report like trend analysis, exception report etc. can be generated as per management requirements.

• Exception report

• Reports about Vehicle Information

• Reports about Repair & Maintenance (General, Periodical & Accidental)

• Reports about Fuel Consumption

• Reports about Spare-Parts consumption trends 28

• Major contributor of fixed of variable costs

• Reports about Frequency of Accident and Breakdown

4.5 Oracle & SQL based system

The VMIS can be developed using Oracle & SQL for database design & report generation

respectively. An Oracle database is a collection of data treated as a unit. The purpose of a

database is to store and retrieve related information. A database server is the key to solving

the problems of information management. In general, a server reliably manages a large

amount of data in a multiuser environment so that many users can concurrently access the

same data. All this is accomplished while delivering high performance. A database server

also prevents unauthorized access and provides efficient solutions for failure recovery.

On the other hand SQL (pronounced "ess-que-el") stands for Structured Query Language.

SQL is used to communicate with a database. According to ANSI (American National

Standards Institute), it is the standard language for relational database management systems.

SQL statements are used to perform tasks such as update data on a database, or retrieve data

from a database. Some common relational database management systems that use SQL are:

Oracle, Sybase, Microsoft SQL Server, Access, Ingres, etc. Although most database systems

use SQL, most of them also have their own additional proprietary extensions that are usually

only used on their system. However, the standard SQL commands such as "Select", "Insert",

"Update", "Delete", "Create", and "Drop" can be used to accomplish almost everything that

one needs to do with a database. This tutorial will provide you with the instruction on the

basics of each of these commands as well as allow you to put them to practice using the SQL

Interpreter.

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4.6 The System Architecture

Figure-10: The System Architecture of VMIS at Ispahani

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4.7 Enabling Connectivity towards the User

The Local Area Network (LAN) and Virtual Private Network (VPN) can enable the VMIS

throughout the country even worldwide within cost-effective way.

A local area network (LAN) is a group of computers and associated devices that share a

common communications line or wireless link to a server. Typically, a LAN encompasses

computers and peripherals connected to a server within a distinct geographic area such as an

office or a commercial establishment. Computers and other mobile devices use a LAN

connection to share resources such as a printer or network storage.

To operate the VMIS from around the country wide different locations and to be connected

live, the system must be joined and connected in an efficient and cost-effective way.

Otherwise the objective of the whole system will jeopardize. Virtual Private Network

(VPN) is really a cost-effective and secured mean to connect all the stakeholders.

A virtual private network (VPN) is a secure, encrypted, private network that has been

configured within a public network to take advantage of the economies of scale and

management facilities of large networks, such as the Internet.

4.8 Findings

Implementation of Vehicle MIS shows significant improvement in context of vehicle

management in a group like Ispahani. It allows the management to take effective control

over it’s large number of mixed vehicle fleet. It provides a clear view of different types of

costing related to vehicle management (like fixed cost- cost of procuring vehicle, insurance,

tax, fitness etc. and variable cost- fuel cost, maintenance cost and others) and help to decide

to budgeting and control. It is a very useful tool to share information and exchange it to

update the current position of the vehicle which helps the management in terms of usage,

share, exchange disposal or replacement of vehicles.

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4.8.1 Fuel Efficiency & reduction of operating cost

If fuel usage efficiency increases then the overall fuel cost is decreased. If a vehicle is

monitored closely by keeping the fuel consumption data to observe the consumption trend in

terms of mileage (travelling distance per unit of fuel) which gives the management control

over fuel consumption and overall cost of fuel expanses by monitoring the person driving

and effective maintenance of the vehicle if it shows different consumption trend than normal.

4.8.2 Improvement in fleet maintenance costs Maintenance cost can be traced and trend can be analyzed which gives the insight to

preventive /preventive maintenance which leads to reduction of overall maintenance cost.

Proper maintenance makes all the fleet ready to run in the road and increased usability.

4.8.3 Frequency of Vehicle Breakdowns By focusing on safe and defensive driving habits, incidences of accident related breakdowns

and premature engine failure have been drastically reduced leading to fewer vehicles being

referred to the workshop for repairs. This has consequently increased the fleet availability

and more efficient utilization of fleet.

4.8.4 Order to Payment Cycle

It is the part of the information system which can keep all the data about organizational

transactions regarding vehicle management ranging from indent to payment. It is a part of

supply chain management system. This provides us the insight about spare-parts, suppliers,

pricing, time required to acquire the parts etc. By analyzing the trend of all these data we can

manage the level of inventory and make financial budgetary planning.

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RECOMMENDATIONS & CONCLUSION

5.1 Recommendation

It is to be recommended that Vehicle Management should be Information System based in

our country according to the basis of needs of different organizations like FMCG company,

Logistic Company, Government Organizations, Humanitarian Organizations, Travelling

industry etc. but the system should maintain some predetermined instructions and

regulations so that information can be exchanged form one organization to another. For

example the Database of our Voter ID can be used and shared for a wide range of usage like

Mobile phone operators to register the mobile number, Banking organizations, Passport

issuing, Vehicle Registration and counting. This may reduce the cost of developing the

information system and gives us competitive advantage over developing individually by

different organizational standard. The maintenance of the whole system would be

inexpensive; the hardware requirements would be homogeneous, the integration of the whole

system would be easy, information sharing would be fast and cost-effective, data anomalies

and repetition of same data would be reduced. So we should take a unified effort to develop

this kind of information system for the whole industry of Vehicle Management.

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5.2 Conclusion

The conclusions made are drawn from the finding on the effects and the related

consequences of these effects and may be generalized that there are considerable advantages

to be gained from implementing Information System to vehicle management, including

reduced operational costs, reduced accident rates, increased fleet availability, and improved

data management system for better management decision making process. The findings of

this study are supported by Stroh (2001:101), who maintains that the transport logistics

department was among the last to join the personal computer trend. The main reason for this

is that, in general, the logistics department had the tendency to be pushed to the corporate

back seat, and therefore, it was thought that it had no need for such high-priced perks.

However, as times have changed and the corporate powers began to realize that the

distribution department could save a sizable sum of money by utilizing the power of the

computer & Information System.

It is expected therefore that this study will greatly benefit Ispahani group in deepening the

impact of the Vehicle Management Information System (VMIS) implemented in its

operations and also provide a practical framework document for reference by companies in

Bangladesh who wish to initiate the implementation of VMIS in their respective fleets. This

research study recognizes the emerging IT solutions as an indispensable tool for any

organization in building effectiveness and efficiency in its business processes. The research

evidence from the survey results epitomizes how the successful implementation of modern

management systems in today’s transport and logistics service providers may lead to a

greatly improved logistical performance, cost efficiency and customer satisfaction. Firms

need to integrate several logistics activities by including distribution, warehousing and fleet

management in order to guarantee effectiveness and efficiency in their transportation

processes.

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REFERENCES

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Goulielmos, A. and Tzannatos, E. (1997). Management Information for the promotion.

[2]. Kenneth C. Laudon & Jane P. Laudon (2012). Management Information System: 12th Edition.

[3]. Mele, J. 2005. Fleet Management Systems: The future is here. Fleet Owner, August 1, 2005.

[4]. Miller K; Waller H G 2003. Scenarios, real options and integrated risk management. Long Range Planning.

[5]. Palmer, R.J.; Wild, D.; Runtz, K. 2003. Improving the Efficiency of Field Operations. Biosystems Engineering (2003).

[6]. ProGis (2002). GIS Technology for agriculture and forestry wanted. ProGis Newsletter 2/2002

[7]. SAP 2005. SAP AG. Providing collaborative business solutions for all types of industries and for every major market. Waldorf, Germany

[8]. Sørensen, C.G., 1999. A Bayesian Network Based Decision Support System for the Management of Field Operations. Case: Harvesting Operations. Ph.D.-Thesis, Technical University of Denmark, 193 pp.

[9]. Sørensen, C.G. 2003a. A Model of field machinery capability and logistics: the case of manure application. Agricultural Engineering International: CIGR ejournal, 5, 2003.

[10]. http://www.businessdictionary.com

[11]. www.appian.com/about-bpm/definition-of-a-business-process

[12]. http://www.wikipedia.com

[13]. http://www.ispahanibd.com

[14]. http://dlca.logcluster.org/display/LOG/Fleet+Management

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APPENDIX

Abbreviation used in this Report

BBTS = Broad Band Telecom Services Limited BOPP = Biaxially Oriented Polypropylene Films BPM = Business process management CDA = Chittagong Development Authority CNG = Compressed Natural Gas CRM = Customer Relationship Management CSE = Chittagong Stock Exchange DSE = Dhaka Stock Exchange DSS = Decision Support System EPZ = Export Processing Zone ERP = Enterprise Resource Planning FMCG = Fast Moving Consumer Goods HDPE = High Density Polyethylene HR = Human Resource ICT = Information & Communication Technology ID = Identification IFL = Ispahani Foods Limited IAL = Ispahani Agro Limited IS = Information System ISO = International Organization for Standard IT = Information Technology KMS = Knowledge Management System LAN = Local Area Network LDPE = Low Density Polyethylene MBA = Master of Business Administration MIS = Management Information System MMI = M.M. Ispahani Limited NGN = Next Generation Network PTHM = Pahartali Textile & Hosiery Mills PP = Poly Propylene RHD = Roads and Highways Department SAP = Systems Applications and Products SQL = Structured Query Language SCM = Supply Chain Management TPS = Transaction Processing System USTC = University of Science and Technology Chittagong VMIS = Vehicle Management Information System VMD = Vehicle Management Department VPN = Virtual Private Network WMS = Workshop Management System

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