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SUBJECT TITLE

:

SYSTEM NAME

:

System Analysis & Design Computerised Stock Control Management

System

MEMBERS

:

Praveena Sarathchandra(CB003403) Ayodya Piyaruwan(CB003476) Chathura Wickramasinghe(CB003455)

INTAKE CODE

:

DF0931ICT

SUBMITTED TO

:

Mr. Eranjan Padumadasa

DATE

:

09/03/2009

[ This document is created according to the project carried out for the Royal Fernwood Porcelain Ltd to built a stock management control system for the company. According to the stages in the life cycle of the project the introduction provides the basic idea of the initiation of the project. The company overview is provided in this documentation was to describe the history and the background to the organization. The documentation discus the problems with the existing manual driven system in this particular company as well as the new system is discussed in detail. Feasibility study is carried out to recognized how reliable and efficient the system. The investigation and requirement specification was in this documentation the ways and means how the interviews and observations have been done. Logical process diagrams are included which is the guidance to the way how the system relates to the data inputs and how it connect with each entity. ]

Acknowledgement Praveena sarathchandra, Ayodya Piyaruwan,Chathura Wickramasinghe the members of the project team would like to thank Mr. Eranjan Padumadasa for his continuous support and guidance throughout the project ,for his invaluable supervision to make this effort a success.

We are really grateful The General Manager of Royal Fernwood Porcelain, Mr.Sarathchandra for his immense help providing the details of the company and the system, guiding us throughout the project to make this event a success. And also we thank the management as well as all the employees.

Last but not least we are indeed grateful to all our friends stood by us helping in various ways. Our gratitude goes to the authors of books where we referred and the sources we gathered information.

Finally, we are responsible for any errors that remain in this documentation.

Company Overview Royal Fernwood porcelain Limited, Sri Lanka “An Expression of Quality that speaks for itself” Royal Fernwood Porcelain Limited (RFPL) brings supreme quality standards in their magnificent creation in tableware. The company range of products reflects superb craftsmanship, while unique designs give new meaning to elegance and good taste. 500,000 pieces are manufactured monthly and exported to over 20 international destinations. A modern plant suited 45km from Colombo blends the very latest technology from Europe and Japan, with traditional skills in craftsmanship. The products are of such exceptional quality, that the sheer whiteness of the porcelain has far exceeded the expected standards of the porcelain industry.

The company also has the added advantage of operating a subsidiary company which produces high quality ceramic transfers (decals) which reflect the latest trends and designs of the modern world, utilising state of the art technology far superior to any other competitor in Asia. RFPL is fully capable of developing individual designs to suit customer preferences within a very short period.

The company has created confidence amongst many reputed international department stores as a reliable, high quality supplier. Furthermore, many reputed manufacturers in Europe utilise RFPL to produce some of their requirements, since the quality could match any stringent standards. The high productivity rate of the company and the ready availability of adequate raw materials in Sri Lanka make RFPL extremely competitive in the global market.

Royal Fernwood Porcelain Limited is an ISO 9001 system certified company and all products manufactured pass the food and drug administration (FDA) standards of U.S.A and also European Union Standards.

Contents Contents......................................................................................................... 5 Section 1.........................................................................................................8 Introduction.................................................................................................... 9 The existing or the current system...............................................................10 Problems exist in the current system...........................................................11 The Factory in Kosgama...............................................................................11 About the new system..................................................................................12 Scope of the new System.............................................................................12 Section 2.......................................................................................................14 Feasibility Study...........................................................................................14 2.1Feasibility of the current system.............................................................15 2.2 Feasibility of the proposed system.........................................................15 2.3 Feasibility reports for the proposed new system....................................16 2.3.1 Schedule Feasibility Report.................................................................16 2.3.2Technical Feasibility Report..................................................................20 2.3.3Economical Feasibility Report...............................................................22 2.3.3.1Cost/Benefit analysis.........................................................................22 2.3.4Operational Feasibility Report..............................................................28 Section 3.......................................................................................................31 Investigation and Requirement.....................................................................31 Specification.................................................................................................31 3.1 Investigation...........................................................................................32 3.1.1 Interview..............................................................................................32 3.2Requirement Specification.......................................................................36 3.2.1User Requirements...............................................................................36 3.2.2System Requirements...........................................................................37 3.2.2.1Functional Requirements...................................................................37 3.2.2.1.1Technical Specification...................................................................37 3.2.2.1.2Design Specification.......................................................................37 Section 4.......................................................................................................39

Logical Process Model...................................................................................39 For................................................................................................................ 39 Proposed System..........................................................................................39 4.1Context Diagram......................................................................................40 4.3 Level 1 of Process 1.0.............................................................................43 4.3 Level 1 of Process 3.0.............................................................................45 Section 5.......................................................................................................47 Data Dictionaries..........................................................................................47 For................................................................................................................ 47 The Proposed System...................................................................................47 5.1 Data Dictionary for Context Diagram......................................................48 5.2 Data Dictionaries for Level 0 Diagram....................................................50 Section 6.......................................................................................................54 The Proposed System...................................................................................54 6.1 Login Screen...........................................................................................55 6.2 Manager..................................................................................................56 ..................................................................................................................... 56 6.3 Planning Department..............................................................................57 6.4 Raw Material Stores................................................................................58 6.5 General Stores........................................................................................58 6.6 Finished Goods Stores............................................................................59 6.7 General Features....................................................................................59 6.7.1 Top menu.............................................................................................59 Section 7.......................................................................................................61 Future Enhancements...................................................................................61 7.1Planning or the factory can directly contact with the customers.............62 7.2Forecasting..............................................................................................63 Section 8.......................................................................................................64 Conclusion.................................................................................................... 64 Section 10.....................................................................................................67 Appendix.......................................................................................................67

10.1 User Manual..........................................................................................68 10.2 Group Meetings....................................................................................69

Section 1

Introduction

Introduction

The project is based on introducing an efficient and effective computerised stock management control system for the Royal Fernwood Porcelain manufacturing company in Kosgama.

The scope of the project is to produce a computerised system according to the requirements that has been highlighted by the customer within the time scale of the project which is 31/03/2009 to 20/05/2009.After the requirement has been identified, the project team with the management of the company agreed with a system which can be developed within the time span and the budget.

In the process of analysing information were obtained by mainly discussing with the general manager as well as the executives and system administrators in general stores, white wear stores, production department, and decoration department and also with the packaging department.

Proposed system was mainly focused on general stores department as well as planning, where all the departments are interconnected and dependent by the data input by general stores and decisions taken by planning department. The main purpose of the system is to provide network within the organization, with the customers as well as suppliers oversees.

The existing or the current system

Although the company has wide range of business in oversees as well as in Sri Lanka the current system is not yet been fully computerized not at all in a network. Currently all departments keep records manually and at the end of the day they file it.

General Stores In this department there are series of records which they enter into a computerised system. This system is invented by Softlogic and it is defined in MS DOS version which is outdated and not been specifically design to this company. They have been using this system since 1998. Main functions in this department are to maintain Raw material stock and all kind of spare parts for machines as well. Each and every record regarding purchasing of raw material, spare parts has been recorded and entered into the system when they received the relevant invoices and other specific document such as GRN, PRN, and PO by purchasing department.

Planning Department The planning department takes records from the general stores whenever they receive an order for the planning purpose of that particular order such as how much raw material needed, how much in stock whether the production can be carried out and to determine the time span. Although the general stores keep records the system is not a network so the planning has to manually take all the records from general stores.

Problems exist in the current system

Management The main issue with the management is that there is no network to retrieve data from the factory as the head office is situated in Colombo. Once a week all managers has to come down all the way for general meetings which is time consuming and costly. At the same time the decisions cannot be taken fast from Colombo office.

Customers & Suppliers The second point which was highlighted was that the customers and the suppliers from oversees cannot access the system from abroad where most of the customers are from U.S.A,Italy,China while main supply is from New Zealand.

The Factory in Kosgama General Stores The current system in general store is outdated and it was not a system which has been specifically design to this organisation. The current system is a general data storage where it keeps data and only retrieved from that specific machine. And can only be entered and run by the specific person in charge.

Planning department Planning department cannot take immediate decision regarding an order they have to depend on stores to get the necessary required information. Which reduces efficiency in decision making and cause the order been get delayed or over cost to make the order on time.

About the new system The current system was bought off-the shelf from Softlogic and it is used by General Stores to keep records such as raw material stock, spare parts stock as and when it is ordered and delivered. The system keeps records nearly two to three years and automatically getting deleted. Other than that there is no specific system which is been designed for the company itself.

The proposed system is specifically built for the requirements which were gathered by the project team discussing with the management and investigating their current system. As the management of the company with the project team agreed to built a network which anybody at any given time anywhere in the world would be able to access the system to Get relevant information depending on the authority to access the system.

Scope of the new System

New system is designed to be used by different segments in business. It is more likely to be used for updating records of raw material in Raw Material Stores, spare parts in General Stores and the records for planning and decision making by the management. This new system is design and implemented uniquely for the Royal Fernwood Porcelain Ltd so it will identify most requirement which is been highlighted by the client. As this is in a network it is very useful for decision making by the management. From anywhere in the world authorised people can access the system where there are clients as well as suppliers in overseas.

1.3.2Objectives of the New System The main objective of this system is to avoid use of paperwork when maintaining records in the departments of Royal Fernwood Porcelain Ltd, including General Stores, Raw Material Stores, Finished Goods Stores and Planning department. The system is an online web based application. Thus it also enables Top level management to monitor the status of production plans, take decisions and inquire relevant departments even when they are travelling overseas.

Section 2 Feasibility Study

2.1Feasibility of the current system The current methodology of keeping records in planning department, raw material department and finished goods stores is completely based on paperwork. The person incharge is tasked with doing calculation of remaining stocks or making future plans by himself. Thus calculation errors are a common issue they face occasionally.

Although the General Store Department uses a computer when managing stocks, the store keeper needs to manipulate the system using codes assigned to items. These codes must be remembered by any other substitute person in order to operate it.

2.2 Feasibility of the proposed system

The proposed system is a web based application built using PHP which a high level is scripting language supported by MySql server with HTML code. It’s a fully automated system. The activities in the current system could be done very much easier using the proposed system while it is in a network and can access from any part of the world. The program is capable of giving more information to variety of segments in the business internal staff as well as other stakeholders depending on their authority to access the system.

2.3 Feasibility reports for the proposed new system

2.3.1

Schedule

Feasibility

Report The main objective of the schedule feasibility report is to achieve the better delivery of the properly functioning information system later than to deliver an error prone. The work breakdown structure and the work load matrix were decided according to the time scale the project is scheduled.

On acceptance of the software design the prototype solution could be implemented to the benefit of the company.

The software could be upgraded and adjusted to suit the company requirement.

Work Breakdown Structure Major Activities (Level 1)

1. Project plan 2. Analysing on current system 3. Technology Research 4.New Design 5. Documentation

1.0 Project Plan Identify tasks and activities Gantt chart 1.2.1 Tasks 1.2.2 Estimated time scale 1.2.3 Work Load Matrix

2.0 Analysis on Present System 2.1 Study the current system in General Stores, Planning, and Department 2.2 Interviewing in charge 2.3Identify limitations

3.0 Technology Research 3.1Researching on software and hardware 3.2Researching on modern methods 3.3Feasibility Report

4.0 New Design 4.1Understanding Requirements 4.2Designing the system 4.3Coding 4.4Testing and Debugging

5.0 Documentation 5.1Preparing the soft copy 5.2Checking the Documentation 5.3Finalysing the Documentation 5.4Printing the Hard Copy 5.4Binding the Documentation

Work Load Matrix

Task

Praveena

Ayodya

Chathura

1.2 Estimating Time-scale

* *

* *

* *

1.3 Workload matrix

*

*

*

*

*

1.Project Plan 1.1 Identifying Tasks and Activities

2.Analyzing the Current System 2.1 Studying the current system

*

2.2 Interviewing In charge 2.3 Identifying limitations

*

*

* *

*

3.Technology Research 3.1 Researching on software, hardware 3.2 Researching on Modern Methods 3.3 Feasibility Report

* *

*

4.New Design 4.1 Understanding requirements

*

* *

* *

*

*

5.1 Preparing the soft-copy

*

*

*

5.2 Checking the documentation

*

* *

* *

* *

* *

4.2 Designing the system 4.3 Coding 4.4 Testing and debugging

* *

5.Documentation

5.3 Finalizing the documentation 5.4 Printing the hard-copy 5.5 Binding the documentation

2.3.2Technical

Feasibility

Report

Under the technical feasibility we had to focus more on the present system because it was not yet been computerised. Considering the factors associated with the whole manufacturing and the ordering processes in the Production department and the General Stores it should be computerised and employees should be recruited as someone to carry out work with the new process. Recommended requirements are as follows: Computers •

P entium 4 or higher processor • 2 56MB of RAM or higher •

W indows XP SP2 Other hardware • A DSL router • 5 HP bubblejet printers

• N etwork cables We can have each computer at departments connected by an ADSL router. ADSL broadband internet connection is recommended in terms of high speed of access and affordability.

2.3.3Economical Feasibility Report

Economical feasibility of the current system should be assessed analysing the current system. This is very important in any of the projects. The bottom line of every project is to assess whether the budget is set and it is feasible to carry on further. It is very important to breakdown work according to the set budget giving the best possible outcome which is expected. In this particular situation we used cost-benefit analysis to assess economical feasibility of the project where we weigh the cost and benefits of each alternative.

2.3.3.1Cost/Benefit analysis According to the above analysis we tried to check whether the project can be justified, can it be done within the agreed budget, what are the minimal cost to get the system done completely as well as the alternative methods of developing the system. When we consider software and hardware we selected software language as PHP which is appropriate when developing a web based application. Convincing the management was quite straight forward because this was the essential requirements which they have been looking forward to carry out their operations. The machines have to be purchased and replaced as they have been using old machines for a long time period which was agreed by the management.

Costs Associated with the New System

Development and Purchasing Cost Value/unit

Total price

5,000

25,000

ardware 40,000

160,000

5000 HP bubblejet printers

Pentium Dual Core computer s

0 Black & White cartridge s

DSL router TOTAL

5,000 190,000

9,000 oftware

9,000 9,000

perating system( Windows XP sp2) TOTAL

100

500

etwork 1000 connecti vity

5000 5500

5m network cable Installing chargers TOTAL 80,000

evelopm ent costs 1000

1000

omain registrati on TOTAL

285,500

Maintenance costs

implementations

value/unit

total

5,000

25,000

Maintenance

ervice and upgrading of hardware 15,000

5000 and upgrading ervicing software 2000 aintaining networks

75,000

5000

2000 107,000

eb host fees TOTAL Salaries 25,000

25,000

10,000 anager

40,000

65,000 Store Keepers

TOTAL

TOTAL Monthly

172,000

Pay Back Analysis

Costs USD 2,483.25 1,496.04 1,496.04 1,496.04 1,496.04

Cumulative Cost USD 2,483.25 3,979.29 5,475.33 6,971.37 8,467.41

Benefits USD

Cumulative Benefits USD 1,739.58 3,479.17 5,218.75 8,697.92 12,177.09

1,739.58 1,739.58 1,739.58 3,479.17 3,479.17

1USD = 114.97 LKR (http://www.xe.com/ucc/convert.cgi) Pay back = 2 + (5475.33-3479.17) / (5218.75-3479.17) 1 y rs 8 months

In this we took the dollar value on 25/05/2009.As dollar value is subject to change. The figures will slightly change. We assume the value won’t undergo a drastic change.

Determine Cash Flow Net Present Value Initial

Y1

Y2

Y3

Y4

Y5

investment

USD

USD

USD

USD

USD

USD (2,483.25) Cash inflow COC 10% 1 (2483.25) NPV

1,739.58 0.909 1,581.28 6,378.17

1,739.58 0.826 1,436.89

1,739.58 0.751 1,306.42

3,479.17 0.683 2,376.27

3,479.17 0.621 2,160.56

As Net Present Value is a positive figure it is worth carrying out with the project.

Return On Investment ROI= Total Benefits-Total Costs / Total Costs USD (12177.09 – 8467.41) /8467.41 43.81%

2.3.4Operational Feasibility Report Operational Feasibility is used by this project to define the agency of the problem and the acceptability of solution. In this, we asses the usability of the proposed system after its development. Mainly we focus on the social issues, people oriented issues regarding the system. Internal issues such as employees to operate the system, employee objections, how well it can be used to resist the change, as well as conflicts. In here we consider whether current working practices and procedures support a new system and how the working patterns were affected because of the system. In this particular project we assess operational feasibility according to the PIECES framework.

Performance Previous manual driven system all the records information was gathered through mailing or telephone conversation. With the proposed new system anybody who is authorised would be able to retrieve the information about the factory situation from any where in the world. As this company gets orders form overseas decision making becomes straightforward. Earlier twice a week management used to come down all the way to kosgama to track the process and make decisions with the new system most of the management time is going to be saved. Information

The current system provides managers and the administration timely updated information which is very useful in quick decision making. System generates status message automatically when the reorder-level of material stock or spare parts and other required equipment is reached so that it will not at any given time run out of stock. Management would be able to rely on the system as it provides accurate up to date

information for the end users. Existing system is there only been used by the General stores which is not in a network so management at the moment won’t be able to use it for decision making. Compared to the existing system the current system plays a major role in providing information to satisfy management requirements.

Economy

Existing system has a serious issue with the cost which is so high in terms of holding meetings once in two weeks and all managers has to travel from Colombo. The cost associated with delaying of making decisions and cost associated with holding meetings had been a critical issue earlier. The cost associated with time consumed is so high for all the executives keeping records manually. With the current system above costs can be completely eliminated which in tern benefited a lot to use the management time for other useful tasks such as focusing on marketing, tracking new leads as well as forecasting faster.

Control User name and password User name and password has been given according to the authorised levels in the organization and according to their designation. As an example from manager’s site nobody else can retrieve or manipulate information. Input data is adequately edited to the system and stored data is consistently stored. Processing and decision making errors are minimum.

Efficiency In this new system people, machine and computers don’t waste time. Wastage is minimum. It is easy to access data because of the MySQL data base. Effort and material required for tasks is minimum.

Services Current system provides a reliable service for all users who has access to the system. Management can rely on the current system because it up dates the information then and there and work flexibly within the network.

Section 3

Investigation and Requirement Specification

3.1 Investigation

Interviews and questionnaires were the major fact finding techniques which is been used by discussing with all the members of the team. The interview was held in the factory premises and the project team was able to observe the operations at the same time which became helpful in investigating about the current system and coming out with the required outcome of the new system.

3.1.1 Interview The interview was conducted by the group members. Interview is basically done with the General manager Mr.Sarathchandra in the factory of kosgama.

1 . C ould you kindly let us know the background of business for past few years? 1 . 1 H ow do you face the credit crunch?

1 . 2 H ow is the organisation has affected?

2 . A ccording to the company Vision and Mission how does it effects the new implementation

of

the

system?

3 . R egarding

the

stock

management control system, how do production, raw material

finish

goods

departments operates?

4 . W hat are the current major issues associated with the manual driven system?

4 . 1 H ow

does

it

affect

the

management decision? 4 . 2 How does it affect the employees

and

share

holders?

5 . A s you are using a Ms Dos system in general stores what are the main function been done through that?

6 . I s there any idea that has been formed already by the management?

7 . I s there any suggestions from the management about the equipments which should be used?

8 . A s you are forecasing on a JIT system do you think the new system will add value to it?

9 . I f so in which ways in your perspective?

1 0 . A fter developing the system what are the outcome you are expecting?

3.2Requirement Specification Under the requirement specification we focused whether the requirements are exactly right, whether they are complete, compatible, achievable, reasonable as well as testable.

3.2.1User Requirements In our new system we focused more on the end user requirements. We design our system as a web based application form and different segments and functions in the organization can get information according to their authorised level. They needed a system which can be accessed from anywhere in the world which should be accessed separately by different function levels in the organization. Among the requirements they needed high security with their business information and with the strategies.

3.2.2System Requirements

3.2.2.1Functional Requirements In the organisation we identified how the new website is supposed to do by defining functions and with high level logic.

3.2.2.1.1Technical Specification We develop the system using PHP as the language and as this is a web based application. MySql is used for database management.

3.2.2.1.2Design Specification In our design look and feel of the interface was according to the requirements of the client as well as adhearing to the rules for the display of global and particular elements. Data flow diagrams and the data dictionaries were used to make the design look and feel meaning to the end user.

Section 4

Logical Process Model For Proposed System

4.1Context Diagram Finished Goods Stores

Finished Product Detailst

Purchased Item Details

General Stores

Item Reserve Request

Manager Feed Back Available Item Details Plan Status Monthly Summary Issue Request

Planning Department

New Production Plan Manager Feed back Reorder level Notification Purchased Material Details

Computerized Stock Control Management System

Manager Feed Back

New Feed Back

Create User Request

Issue Request

Production Plan

Raw material Stores

Manager Feed Back Reordering Level Notification

Monthly Summary Plan Status

Manager

4.2Level 0 Diagram

Finished Goods Store

Item Reserve Message

Planning Department

Requested Item Details

1.0 Process Production Plan

Plan Status Plan Status

Manager

Item Code

Finished Items

Item Quantity

New User Details

4.0 Create Users.

User Details

User Records

New Message

Message

2.0 Handle Messages

Message

General Stores

Item Details Purchased Item Receipt

General Item’s Record

Finished Goods Store

Item Reserve Message

Planning Department

Requested Item Details

Item Code

1.0 Process Production Plan

Plan Status Plan Status

Manager

Finished Items

Item Quantity

New User Details

4.0 Create Users.

User Details

User Records

New Message

Message

2.0 Handle Messages

Message

General Stores

Purchased Item Receipt

Item Issue Request Reorder level Item Issue request

General Item’s Record

Item Details

Item Quantity

3.0 Manage Stocks

Material Quantity

Material Receipt

Raw Material Stores

Reorder Level Notification

Material Details

Raw Material Records

4.3 Level 1 of Process 1.0 Planning Department

Requested Item Details

1.1 Create Production Plan

Finished Items Item Code Available Quantity

New Quantity

Item Details

1.2 Check Item Availability

1.4 Update Stocks

Item Quantity Item Reserve arequest

Item Details

Finished Goods Store

Needed Item Details

New Plan

1.3 Process Production

Monthly Summary

Plan Status

Production Plans

Manager

4.3 Level 1 of Process 2.0 Finished Goods Store

Message

Manager

Message

New Message

2.1 Handle Messages

General Stores

Message

Message

Planning Department

Raw material stores

4.3 Level 1 of Process 3.0 Item Code

General Stores

Purchase Item Request

3.1 Update Stocks

Item Quantity

General Stores Item Records

Material Code

Purchased Material Details

Material Quantity

Material Code Available Quantity

Raw Material Records

Status Message

Raw Material Stores Item Issue Request Status Message

Material Issue Request

3.2 Handle Request

Item Code Available Quantity

Reorder Level Notification

Item Code Reorder level Notification

Reorder Level Reorder level

Reorder Level Notification

3.3 Check Reorder level

4.3 Level 1 of Process 4.0 User Records

User Details

4.1 Create Users

New User Details

Manager

Section 5 Data Dictionaries For The Proposed System

5.1 Data Dictionary for Context Diagram. Entities Name Description Input data flow Output Data Flow Name Description Input data flow Output Data Flow Name Description Input data flow Output Data Flow Name Description Input data flow Output Data Flow Name Description Input data flow Output Data Flow

General Stores Keeps and maintain items stocks like spare parts. Reorder level Notification, Manager Feed back. Purchase item details, Issue request. Finished Goods Stores. Keeps finished goods Manager feed back, Item reserve, Available item details. Finished product list. Manager. Manages work. Monthly summary, Production plan, Plan status. Create user request, New feed back. Planning Department. Creates monthly production plan. Plan status, Monthly summary, Manage feed back. New production Plan. Raw material stores. Manage raw material. Manager feed back, Reordering level notification. Purchased material details, Issue requests.

Data Flow. Name Description Origin/ Source Destination/Sink Data Structure

Name Description Origin/ Source Destination/Sink Data Structure

Name Description Origin/ Source Destination/Sink Data Structure

Purchased Item Details Full information and records of purchased items. General Stores Computerized stock control system. Item Code and Name + Item Quantity + Remarks Finished Product Details. Gives the user the details of available finished items. Finished stores. Computerized stock control system. Item Code and Name + Item Quantity + Remarks Purchased material details. Provides user with the details of purchased raw material. Raw material stores. Computerized stock control system Item Code and Name + Item Quantity + Remarks

5.2 Data Dictionaries for Level 0 Diagram. Entities. Name Description Input data flow Output Data Flow

Planning Department Creates monthly production plan Plan status. Requested item details.

Name Description Input data flow Output Data Flow

Finished Goods Store Keeps the finished items. Item reserve request -

Name Description Input data flow Output Data Flow

Manager Manages work properly Plan status New user details, New message.

Name Description Input data flow Output Data Flow

General stores Manages the items such as spare parts Message, Reorder level, Purchased items receipt, Items issue request.

Name Description Input data flow Output Data Flow

Raw material stores. Stores raw material. Message, Reorder level notification. Purchased material receipt, Item issue request.

Process Name Description Input data flow Output data flow Process Description

Name Description Input data flow Output data flow Process Description

Name Description Input data flow Output data flow Process Description

Name Description Input data flow

1.0 Process Production Plan Creates monthly product plan by checking available finished items. Requested item detail Plan status, Begin Read Search Finished items Display Available items details Count Needed items Create Product Plan End 2.0 Handle Messages. Create necessary messages to pass information. New user details, New messages. Messages. Begin Read Section, Message, Priority Send message End

3.0 Manage Stocks Checks the raw material and maintain stocks Purchased item receipt, Items issue request, Purchased material receipt, Material quantity. Item details, Item quantity. Begin Read Item details, Item quantity Insert Item details, Item quantity.into database End

4.0 Create users Creates the new profiles of new users. New user details.

Output data flow Process Description

User details. Begin Read Username, Password, Full_name, Address, Email, Address, Type Insert Read Username, Password, Full_name, Address, Email, Address, Type Into database End

Data Stores. Name Description Input data flow Output data flow Data Structure

Finished Items Keeps records of finished items Item code Item quantity Item Code and Name + Item Quantity + Remarks + Updated by + updated date

Name Description Input data flow Output data flow Data Structure

User Records Keeps the details of system’s users. User details User ID + Username + Password + Email + Full name + Address + TP + Mobile + User Type

Name Description

General Item’s records Keeps and provide the user with the details of general items. Item details Item quantity Item Code and Name + Quantity + Remarks

Input data flow Output data flow Data Structure

Name Description Input data flow

Raw material records Keeps and provides user with the raw material details Material details

Output data flow Data Structure

Material quantity Material Code and Name + Material Quantity + Remarks

Data Flow . Name Description Origin/ Source Destination/Sink Data Structure

Requested Item details Required item details for monthly planning Planning Department 1.0 Process production plan. Item Code and Name + Item Quantity + Remarks

Name Description Origin/ Source Destination/Sink Data Structure

New user details Gets the details of anew user Manager 4.0 Create Users process User ID + Username + Password + Email + Full name + Address + TP + Mobile + User Type

Name Description Origin/ Source Destination/Sink Data Structure

Item Details Gets the item details from general stores. 3.0 Manage stocks Process General Item’s record Item Code and Name + Item Quantity + Remarks

Name Description

Material Details Gets the raw material records to measure needed material stocks 3.0 Manage stocks Process Raw material records. Material Code and Name + Material Quantity + Remarks

Origin/ Source Destination/Sink Data Structure

Section 6

The Proposed System

6.1 Login Screen The first view the user gets after entering the site is the login screen. User is given a form to enter the username and password to login to the system.

After a successful login, the user is redirected to the particular section depending on the user type. Types of sections and available; 1 . M anager 2 . P lanning Department

3 . R aw Material Stores 4 . G eneral Stores 5 . F inished Goods Stores

6.2 Manager

Here, a menu specific for the managers is shown at the top. By clicking on menu items managers can perform functions like Viewing status of productions, view total monthly pieces, create new user accounts, and send messages to departments

6.3 Planning Department

A user at planning department can perform functions such as Viewing plans, Create New Plans, View monthly pieces. At the main page messages sent by managers are shown.

6.4 Raw Material Stores

This is the main page for users at raw material stores. Functions available include Issuing materials, Adding stocks, monitor material levels, and add new materials to the database Raw materials which have reached their re-order levels are shown in list format.

6.5 General Stores

This is the main page for users at general stores. Functions available include Issuing items, Adding stocks, monitor item levels, and add new items to the database Items which have reached their re-order levels are shown in this main page.

6.6 Finished Goods Stores

Functions available include Issuing items, Adding stocks, monitor item levels, and add new items to the database in the finished goods section.

6.7 General Features 6.7.1 Top menu

• H ome – homepage

• M y Account – Edit user account details such as passwords, personal information. • L ogout – logout current user

Section 7

Future Enhancements

Future Enhancement

In the newly implemented system we have used PHP which is a high level programming language using MySQL server. So it was done using higher software applications to allow the user for future changes as well. In this prototype we don’t see lack of advanced techniques which has not been used. In our home page we have allowed each authorised person to login to relevant page according to their functional requirements. Each function was given different passwords and we have allowed creating their own applications based on priority levels.

7.1Planning or the factory can directly contact with the customers We would like to point out some of the functions which they can implemented to make this system a complete and more user friendly application. This is not yet been design for the customers to get information directly through the system. E.g.: Customers won’t be able to check the stocks available and can’t make decision according to that. Only system provides them to send the required order to the head office. Head office had to contact planning and through planning only they are allowed to take decision. This can be develop that planning need not to contact head office when it is come to a new order but directly customers would be able to contact planning.

7.2Forecasting The system can be further developing for forecasting as well. So it will reduce most of the management time and money. The client’s main concern goes for forecasting in the next stage they are looking forward to enhance the system for forecasting.

Section 8

Conclusion

Conclusion

To conclude the objective of the project is to build a web based stock management control system for the Royal Fernwood Porcelain Company in Kosgama. This objective was carried out with a scope of making a network within the company as well as with clients and the supplies.

We plan our work using work break down structure, work load matrix and according to that we made the Gantt Chart where we were able to get a clear picture of what work needs to be done at which time and which should be given priority.

In this newly design system the requirements were identified doing an investigation as well as fact finding using interview with the higher management, providing questioners for the administration staff. In the requirement specification we were able to identify the week points in the current Ms Dos version they are using in General Stores. Other departments don’t use a computerised system at all. In our first half of the process was to introduce a system mainly for general stores where most stock handling is done by them. And we were able to identify how we should link the other function through the system.

Feasibility of the project was done to identify how worth carrying out the project. In this analysis we identified that the benefits are more than the cost involved with the project. Shedule feasibility was done in terms of making work easier. So we identified it is highly technically and economically feasible. Operational feasibility was carried out using PIECES framework where we identified it is worth while carrying out the project further.

According to our plan we were able to design our system using different techniques like Data Flow Diagrams and the Data Dictionaries where we identified how data should be transformed through the system to the end user.

In this case entities and process combined with data flows should be identified in detail to make the design a user friendly as well as according to the standards.

The proposed design was reliable, cost effective, efficient and secure system which the organization is in need of for their burning management problems like decision making. And the system was uniquely design for the Royal Fernwood Porcelain Ltd where all the requirements were met in the implementation pace.

Section 10

Appendix

10.1 User Manual

1) Edit the config.php file to suit your mysql database settings. Insert 'rfpl' as the database name. (this name must match with name of the database you are

going to create)

2) Upload all the files and folders to the server

3) Open WampServer

4) Go to phpMyAdmin -> Create a new database called 'rfpl'

Import the SQL file "SQL.sql"

5) The system is ready to use. Go to the directory in which you have installed the files via a web browser.

Sample User accounts you can use to login to the system Username manager pd fg rm gs

Password 123 123

User type Manager User at planning

123

department User at Finished Goods

123 123

stores User at raw material stores User at general stores

10.2 Group Meetings Report 1 Date

: 16/03/2009

Time

: 11.00 A.M -12.30 P.M

Venue

: Syndicate Room 5

Meeting called by

: Praveena Sarathchandra

Attendees

: Praveena Sarathchandra Ayodya Piyaruwan Chathura Wickramasinghe

The meeting was called by to get the basic idea of what we are planning to do. As we all have discussed in this meeting each one in the team had an idea about a system that was a stock control system for hardware shop, Public Library as well as the stock control system for the porcelain manufacturing company.

Finally we agree on developing a stock control system for the Royal Fernwood Ltd. As we all realized the scope and the work comes handy in this particular system. So we decided to on this and discuss the handout to get a broad idea about the deliverables of the project. We discuss the work break down structure and create work load matrix.

In this meeting we agreed on reading books to get an idea about the system development as well as documentation. And at the same time we decided to make the Gantt chart according to our work load matrix.

The meeting was adjoined and decided to have our next meeting on 27/03/2009.

Report 2 Date

: 27/03/2009

Time

: 3.00 P.M -4.00 P.M

Venue

: Lab 4

Meeting called by

: Praveena Sarathchandra

Attendees

: Praveena Sarathchandra Ayodya Piyaruwan Chathura Wickramasinghe

This particular meeting was held in the lab 4 to make the Gantt chart as we discussed in the previous meeting.

Each member in the team presented what they have learnt out of the research regarding the documentation and the required techniques to go through with the life cycle of the project. Discussed about SDLC and cleared our doubts.

Members were given a basic idea about the PHP and MySQL which is used in designing the system and each member agreed to go through the pdfs which contains basic idea about PHP.

We decided to discussed and arrange the date to go and investigate the current system in the next meeting.

The meeting was adjoined and decided held our next meeting on 02/04/2009.

Report 3 Date

: 02/04/2009

Time

: 11.00 A.M -12.30P.M

Venue

: Syndicate Room5

Meeting called by

: Praveena Sarathchandra

Attendees

: Praveena Sarathchandra Ayodya Piyaruwan Chathura Wickramasinghe

The meeting was held mainly to discuss the method which should be used to gather requirements of the client. As fact finding methods we decided to have the interview with Mr.Sarathchandra General Manager of the factory. We agreed to prepare a questioner to be given to the administration in the organization.

We all discussed and agreed that we should observe the manufacturing process and their system as a result of that we decided to arrange a day to visit the factory. On the same day we agreed to have the interview as well.

The date was set as 04/04/2009.

Meeting was adjoined and our next meting will be on the 22/04/2009.We decided to start analyzing the facts we have gathered.

Report 4 Date

: 22/04/2009

Time

: 10.00 A.M -12.00 P.M

Venue

: Syndicate Room5

Meeting called by

: Praveena Sarathchandra

Attendees

: Praveena Sarathchandra Ayodya Piyaruwan Chathura Wickramasinghe

This was one of the most important meetings in which we discussed the requirements we gathered from our visit to the organisation. There were quite a lot we observed and we need to be discussed in detail.

We basically arranged this meeting to discuss our system further in detail. The factory is highly automated in terms of machines and process but they are not in a network and don’t have a system to keep track of up to date information from head office.

Our system going to be very useful for the General Stores, Planning Department as well as the head office as well. As the management of the factory highlighted we define our scope which can be overcome by the time span of the project. We decided to start documentation as we have gathered requirements.

The meeting was adjoined and decided to have it on 06/05/2009 and we will be discussing the progress of the project.

Report 5 Date

: 06/05/2009

Time

: 10.00 A.M - 12.00 P.M

Venue

: Syndicate Room5

Meeting called by

: Praveena Sarathchandra

Attendees

: Praveena Sarathchandra Ayodya Piyaruwan Chathura Wickramasinghe

We have discussed the outlay of the system which should be in the general stores as it was quite important for the factory. And we have completed upto introduction in the documentation. All of us carried a copy of the documentation which should be rechecked. And we discussed about the data flow diagrams and the data dictionaries as we all have to get a clear understanding what need to be done according to our system.

We adjoned our meeting and decided to have our next meeting on 18/05/2009 after we have completed data flow diagrams and the data dictionaries.

Report 6 Date

: 18/05/2009

Time

: 4.00-7.00 P.M

Venue

: Syndicate Room5

Meeting called by

: Praveena Sarathchandra

Attendees

: Praveena Sarathchandra Ayodya Piyaruwan Chathura Wickramasinghe

We call this meeting to finalise the system and the design and development. We were almost at the part of the documentation. Finalise the documentation.