Final Report IT

OBJECTIVES:

Our objective was to visit an organization and to focus on a particular department and to analyze it briefly, our analysis consist of the following

Task Of the department What kind of problem they are facing to attain their task Why the need Information System and how could its helps them

in enhancing their performance What kind of Information System they use What kinds of resources are required for that Information

System? Does it have direct impact on the performance of business? What Networks they use

PROCEDURE RECOMMENDED:

The procedure we have followed to accomplish our task is that first we have emphasize on the nature of the organization that would be best suitable for us. So we have decided to visit a such organization where we could have the maximum opportunity to learn about information system so finally we decided to explore Habib Bank Limited because its a well known organization and we can have the idea of complexity the organization have and to get the idea of the professional environment and second most important reason to choose this organization that we have sufficient terms to access the information about it.

Before visiting organization we go through with a brief study about the organization that how it works what reputation does the organization keeps in the market? What is their functionality? What kind of services they offer to their customers? What kind of challenges they are facing presently? We also prepare a questionnaire to better explore them we also visit the website for extra information.

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We request them to brief us about their department so they acknowledge our request and briefed us and we gathered all the information about them.

BENEFIT AT STUDENTS END:

Practically observe the role and working of information system in the organization.

Develop interpersonal skills in the student. Develop system approach to solve any system problem. Create awareness in the work environment in organization. Create an awareness trends if market and business strategy.

BENEFIT AT ORGANIZATION END:

Analysis organization information system critically. Identify the potential problem of the organization information

system. Proposing alternate the solution for the problem. Documentation of the existing system. Proposing the best solution.

BENEFIT AT UNIVERSITY END:

It introduces university in the market. A student well mannered attitude reflects the atmosphere of the

university. Represents the education standards and importance of the

practical approach of theoretical concepts. University performance in inter university competition produces

a good impact of university. Carrying out research work.

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DETAIL OF PROJECT:

SYSTEM APPROACH:

We collected secondary information from different annual reports and magazines and further visited the website of the Bank. References will be provided in the project report.

We have visited Habib Bank Limited to collect primary information for the project report. We had a meeting with.

ORGANIZATION:

We have decided to explore Habib Bank Limited because its a well known organization and we can have the idea of complexity the organization have and to get the idea of the professional environment and second most important reason to choose this organization that we have sufficient terms to access the information about it.

PEOPLE INTERVIEWED:

S. Ali Raza Zaidi Vice President & Manager – MIS

S. Saquib Hassan Sr Vice President & Divisional Head – IT

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HARDWARE RESOURCES

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HARDWARE RESOURCES:

INTRODUCTION:

This stage deals with the system hardware resources, which are used by Habib Bank’s Staff. It contains both minimum and the recommended hardware requirements that Mr. Ali told us.

MINIMUM REQUIREMENTS:

The minimum computer configuration for the software is.

Pentium III class Processor 256MB RAM 40GB Hard disk 16MB Display Card Laser Printer CD-RW drive 3.5 floppy disk drive 33.6K modem

These requirements have been concluded as minimum on account of the following reasons. The software uses Microsoft Visual Basic & Microsoft Access as the Front End and Back End respectively, so for the software to run, the minimum hardware criteria for both of them must be adequately fulfilled. The minimum requirements for Microsoft Visual Basic to run are Pentium I class processor, 32MB RAM, and an SVGA display, while that of Microsoft Excel are Pentium II Class Processor, 64 MB RAM, and a High Color 16 Bit or higher display. So as the minimum requirements of Microsoft Access are higher we take them as the minimum hardware requirements for our software.

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A CD-RW drive is required as a backup storage and data retrieval device. A hard disk was not recommended as it more expensive and less mobile. Data retrieval from a tape drive is slower, and thus was also not recommended. CD`s are however easily available, cheaper and have a faster data retrieval. So Mr. Ali said that it is the most suitable backup storage and data retrieval device.

A black & white laser printer is required to print reports. It is very cost efficient and produces high quality prints. While graphs and charts specifically required a colored printer.

RECOMMENDED REQUIREMENTS:

The recommended computer configurations which Mr. Ali told us are:

Pentium IV class Processor 512MB RAM 80GB Hard disk 32MB Display Card Laser Printer & Colored Desk-Jet Printer CD-RW drive 3.5 floppy disk drive 56K modem

Mr. Ali and his co-workers have recommended this computer configuration. So every software can work easily without hanging and any sort of problem. As the recommended requirements of Microsoft Access are higher they meet the criteria of both of them, and are thus chosen as the recommended for optimum performance and for the graphs and charts a colored printer would be most suitable.

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SOFTWARE RESOURCES

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SOFTWARE RESOURCES:

INTRODUCTION:

The following stage deals with the software resources used by employees of MIS department of Habib Bank.

APPLICATION SOFTWARES:

INFORMIX:

The MIS department is using software that is based on oracle and Informix as backend and front end respectively, Informers is a language that they are using to access the data base based on oracle.

IBM Informix SQL is a database application development system that provides the speed, power, and security required by both large and small database applications. Informix SQL features a suite of five application development tools, including schema editor, menu builder, SQL editor, forms builder and report writer. IBM Informix SQL provides rapid development for green screen terminals and applications, which doesn't require the use of programming language. It also features easy reporting capabilities for quick data analysis and enables customers to quickly get access to their data for evaluation.

BUSINESS BENEFITS:

IBM Informix® Tools deliver outstanding functionality for application and Web development, information integration, and high performance.

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* Application development tools are tightly integrated with IBM Informix database servers. These tools enable you to create a wide range of powerful Business applications quickly, including Web-ready, dynamic content management, and Java-based systems.

* Database administration tools provide comprehensive, Web and Java technology for easy, graphical administration of IBM Informix servers. They eliminate the need for memorizing command-line instructions and options.

These tools simplify such tasks as system configuration, backup and restore, system monitoring, and schema editing.

* Information integration tools access data from servers transparently.

* Performance tools are designed to increase your server's performance dramatically.

* Web development tools ease the development, management and deployment of database applications for the Web. These tools enable all types of data.

ORACLE:

Their database is based on oracle 9i. As they have the huge data of 13500 employees to manipulate so oracle is the most effective data base for them. They have certain tables to hold the data of their employees and certain security levels to restrict the access rights.

MICROSOFT VISUAL BASIC 6:

Visual Basic is an easy to use and a powerful program creation tool, which can be used by professional and beginners. Visual Basic provides an intuitive graphical environment, i.e. it allows users to graphically design forms and to easily add components and tool such

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as text boxes, checks and buttons. Mr. Ali told us that Visual Basic is also greatly compatible with Microsoft Access (a database Management). They use this software because Debugging is very easy to do which helps in saving a lot of time and energy.

MICROSOFT ACCESS 2000:

Microsoft Access 2000 is an easy to use database management system. It functions in a WIMP environment and thus a familiar look and feel. They use Microsoft Access because it comes with good wizards to create tables and queries and also helps create fast and efficient database by reliably handling complex files and pointer manipulation. He also told us that Access also has the integrated database system facility, which helps in facilitating information sharing between employees.

MICROSOFT WORD 2003:

Microsoft Word 2003 is the latest released version of Microsoft Word. This word processing software is widely available in the market and extremely easy to use. Apart from this it has a widely variety of uses in the documentation. They use this software because they can quickly and easily type, correct, move or delete text. To add to all of these facilities of Microsoft Word graphics can be inserted in it, and the user can also work in tables or columns. He also mentioned another important feature of it are that it can be integrated with database and used to send personalized letters or greetings to people and customers for the database.

SYSTEM SOFTWARES

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MICROSOFT WINDOWS XP:

Microsoft Windows XP is by far the fastest, the most powerful and user-friendly operating system available in the market. It makes the working so much easier because it has a very good graphical user interface (GUI) and a Windows, Icons, Menus, Point and click environment. Furthermore its interface is very attractive and it keeps the user’s attention to it even in long working hours. By far the most important feature of Microsoft Windows XP is its compatibility with all of the application software; it’s the main reason because they use Microsoft Windows XP.

UNIX:

By operating system, we mean the suite of programs, which make the computer work. It is a stable, multi-user, multi-tasking system for servers, desktops and laptops. Because of this ability Mr. Ali told us that they use UNIX on servers instead of XP.

UNIX systems also have a graphical user interface (GUI) similar to Microsoft Windows, which provides an easy to use environment. There are many different versions of UNIX, although they share common similarities. The most popular varieties of UNIX they use on their systems are Sun Solaris, GNU/Linux, and Mac OS X.

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NETWORK RESOURCES

CLIENT/SERVER NETWORKS:

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In Habib Bank they use Client-server networks, where network information is stored on a centralized file server PC and made available to tens, hundreds, or thousands client PCs, the information stored across peer-to-peer networks is uniquely decentralized.

NETWORK MEDIA:

To create a network you need a media to link a network’s nodes together. They use only wire-based media but there are two types of media through which you can create a network.

Wire-based media Wire-less media.

WIRE-BASED MEDIA:

In wire-based media signals travels through cables to transmit the data. Mostly they use popular cables like:

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Twisted-pair cable (normal electrical wire). Coaxial cable (the type of cable use for cable television) Fiber-optic (cables made out of glass)

TYPES OF NETWORKS:

There are many types of computer networks, including:

Local-area networks (LANs) Wide-area networks (WANs) Campus-area networks (CANs) Metropolitan-area networks (MANs)

LOCAL-AREA NETWORKS (LANs) :

A local area network (LAN) is a group of computers and associated devices that share a common communications line or wireless link. Typically, connected devices share the resources of a single processor or server within a small geographic area (for example, within an office building). Usually, the server has applications and data storage that are shared in common by multiple computer users. A local area network may serve as few as two or three users (for example, in a home network) or as many as thousands of users.

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STORAGE MEDIA

STORAGE DEVICE:

A peripheral unit that holds data permanently is known as Storage device. Mr. Ali told us that they use all storage devices to store primary and secondary data i.e. disk, tape or flash memory card.

FLASH MEMORY:

A computer chip with a read-only memory that retains its data when the power is turned off and that can be electronically erased and reprogrammed without being removed from the circuit board, often

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used in fax machines. A Rewritable memory chip that holds its content without power. Flash is widely used for storage modules such as USB drives and digital camera memory cards.

HARD DISK:

In general, hard disks are less portable than floppies, although it is possible to buy removable hard disks. Term hard is used to distinguish it from a soft, or floppy, disk. Hard disks hold more data and are faster than floppy disks. A hard disk, for example, can store anywhere from 10 to more than 100 gigabytes, whereas most floppies have a maximum storage capacity of 1.4 megabytes.

COMPACT DISK:

They also store their data on compact disks. That is more portable than floppy disk. Similar to CD-R, the CD-RW`s polycarbonate substrate is preformed with a spiral groove to guide the laser. The alloy phase-change recording layer, which is commonly a mix of silver, indium, antimony, and tellurium, is sandwiched between two layers of dielectric material that draw excess heat from the recording layer. CD-RW discs usually hold 74 minutes (650 MB) of data, although some can hold up to 80 minutes (700 MB) and, according to some reports, can be rewritten as many as 1000 times.

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OPERATIONAL REQUIREMENTS

OPERATIONAL REQUIREMENTS:

Data Entry: - Data entry will be automated as much as possible to make it more easy and efficient.

Editing: - The facility to easily edit and modify the entered data will be available, so that the user finds no difficulty in updating the records at anytime.

Deleting: -Unnecessary or unwanted records will be promptly deleted if the user so requires.

Storage: - Required data will be primarily stored on Hard Disk.

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Printing: - The user will have the facility of printing the data entered in the form of a generated report.

Backing: - A backing device will be made available for a greater safety of the data.

Restoring: - The data would be restored from the backing device if the user requested.

Security: - Passwords will be assigned to the users, so that no illegal manipulation of data takes place.

Help: - Help will be provided to user if he feels any sort of problem in running the application.

USES OF INTRANET & EXTRANET

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INTRANETS:

They have Intranets which can help employees to quickly find and view information and applications relevant to their roles and responsibilities. Via a simple-to-use web browser interface, users can access data held in any database the organization wants to make available, anytime and - subject to security provisions - from anywhere, increasing employees' ability to perform their jobs faster, more accurately, and with confidence that they have the right information.

EXTRANETS:

They use extranet to improve organization productivity by automating processes that were previously done manually (e.g.: reordering of inventory from suppliers). Automation can also reduce

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the margin of error of these processes Information on an extranet can be updated, edited and changed instantly. All authorised users therefore have immediate access to the most up-to-date information.

Security of extranets can be a big concern when dealing with valuable information. System access needs to be carefully controlled to avoid sensitive information falling into the wrong hands.Extranets can be expensive to implement and maintain within an organisation (e.g.: hardware, software, employee training costs)

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QUESTIONS ASKED

QUESTIONS:

Who develop and operate Information System?

What hardware resources are you using and what is the basic configuration of your Pc’s?

Do you have a data warehouse, where you store your data?

What communication media and network resources are you using?

Before IS implementation what methods were you using to manipulate data?

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What improvements and changes and competitive advantage occur after IS implementation?

How you secure your data?

Do you develop your software’s applications in house or outsource?

How do you response to the internal requests of your department?

What standard procedures you use for documentations? If yes? Can we have a look of it?

How do you keep your backups and security of data from Natural Disasters? And how does IT help you in this?

Are you satisfy with your current activities of IS department.

Do you have any other security measures?

Do you think that business use of intranet, extranet and Internet has change, what business people expect from IT on their jobs.

Is there any advantage of your customers because of your department?

Are your customer’s satisfied with your activities.

Do you think it is important for an organization to have an IT department?

INFORMATION SYSTEM DEPARTMENT:

If the new technology comes in your organization? how do you aware your employees about new system? or do you have any policy for attending trainings or seminar?

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Do you think it is important for an organization to have an IT department?

Who develop and operate information system?

What communication media and network resources are you using? 

Do you develop software application in house or outsource?

How do you response to the internal request of your department?

How do you keep your backups n security of data from natural disasters? And how does IT help you in this?

Are you satisfied with your current activities of IT department?

You felt any cultural change after implementing IT system?

Do you have any feedback or suggestion system from customers?

PROBLEM IDENTIFICATION

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PROBLEM IDENTIFICATION:

Data entry was very slow before, as it has to be done manually every time. The same data is needed to enter into various different files and folders for separate records and it makes it really difficult for the person who enters the data. First of all he has to check how many files need to be updated for the same data. And when all the data entry has been done it needs to be rechecked for authenticity. For that we use to hire another person to enter the data. And this use to consume a lot of time, which of course was not a good sign for today’s market as today’s market, says “TIME IS MONEY”. So we found that if this all work is done computerized we can find solutions for many reasons. A computerized database management system should be created to automate date entry as much as possible. This will result in considerably faster data entry. And also the automatic validation checks will also be applied to make the data entered in the system as accurate as possible.

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FLAW IN DATABASE:

We observed a flaw in their database i.e. they have two tables to keep the basic information of the employee. One is master table and other is history table the current status of the employee is stored in the master table but in case of any amendment in the data of a employee due to any reason the previous data will be automatically store in a history table. For an instance, if an employee is working in main plaza (head office) and is transferred in Lahore due to some reasons then operator will edit his master record and update the current information, if due to some human error he enter his posting place Islamabad instead of Lahore than the result is that the master table will show the posting place Islamabad and history table will reflect the posting place Karachi. When the operator realize his mistake and amend his posting place entry in a master record then the previous record will also move to the history table that is a new posting place in the history table will display the posting place Islamabad (which is an error) Because if some one wants to know a history of that employee and open the history table then it will reflects the wrong information

that is employee was first working in a Karachi than transfer to Islamabad and now in Lahore. But in reality that employee was never be a part of Islamabad branch it was just a human error. That was the very basic flow, which we have observed in their database and acknowledge this flaw to the vice-president of MIS Dept named Mr. Ahmed Ali Raza.

PROBLEM DURING A PROCESS OF PAY ROLL:

Mr. Kenan Ahmed Siddiqui informed us that because of huge data they face problem while maintaining a pay roll at the end of month. Due to extensive load the servers get down and the work progress has been affected.

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To avoid this problem, the HR dept prepare the payroll before its time means they prepare the payroll on 25 or 26 of the month so that at the time of closing of month the work progress cannot be affected.

How do you keep your backups and security of data from Natural Disasters? And how does IT help you in this?

Backups are regularly created for data security, so that incase of an accident such as Natural disaster if we loose our data, we can restart its normal functioning as soon as possible. Well MIS helps us in a way that Database management system backups are stored on Magnetic tapes or disks. This first of all reduces the total space required to store data. And also the transportation of the data is easy than before. Even they can be susceptible to natural disasters as manual system, but being light in weight and being compact it is easy to remove it from the site of any fire breakout.

How security measures are affected after implementing IT?

When their system was completely manual it was easy to leak the sensitive information from the system. As records were kept in files and folder and those use to be kept in cabinets and drawers that can easily be accessed by illegal means. Neither the Managers were use to be at their desk all the time and most of the time were left open on the desk. So after implementing MIS or switching towards automated work we developed a computerized database with a login username and passwords so only authorized individuals may have access to their respective data.

How security measures are affected after implementing IT?

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When their system was completely manual it was easy to leak the sensitive information from the system. As records were kept in files and folder and those use to be kept in cabinets and drawers that can easily be accessed by illegal means. Neither the Managers were use to be at their desk all the time and most of the time were left open on the desk. So after implementing MIS or switching towards automated work we developed a computerized database with a login username and passwords so only authorized individuals may have access to their respective data.

But still even the passwords are now known by any other employee with a wild guess or some how? So do you have any other security measures?

Yes that was use to be like the data was visible to all the employees of the organization. Using Biometric locks would be a far better solution to this. We can implement it to all the cabinets and drawers and systems even. So whenever the user has to access some data he will press his thumb

against the lock. The person will be identified according to his fingerprints and then his access rights will be checked against the locker he/she is trying to access. If he he/she has the rights to the locker, it will automatically open. Creating a Database management system that is very easy to operate will solve all of the problems of dependency on the data entry personnel as any person may substitute his job at the time of requirement. Data entry will be such an easy that even a layman could do it. Furthermore quite some less data entry people will be required in the computer system and this will decrease he overall coast to the company by a great margin.

SUGGESTION:

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We have suggested them that they should use software that have a roll back and roll forward facilities to overcome a flaw that was pointed by us. Although, they consider our suggestion but the vice president of M.I.S Department also defend his current system by saying that this feature is not available in Informix

ADVANTAGES AND DISADVANTAGES

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OFCOMPUTERIZATION

ADVANTAGES AND DISADVANTAGES OF COMPUTERIZATION

ADVANTAGES:

20TH century has been rightly called the Computer age and 21ST

century continues to promote the development and application of computer technology. Computerization of various firms and organizations has been responsible for their increased productivity and reliability in the market. Computers today are of significant importance in carrying out most of the calculations and decision-making.

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INFORMATION TECHNOLOGY:

Computers have revolutionized the information technology. Computer networks through out the globe are a great source of information. On the Internet the user can access certain types of websites on search engines, and can collect huge variety of information within seconds for which he would otherwise requires hours or even days to search. News groups on the Internet are a great source for updated information. They are far more interactive than newspaper and TVs.

Today we can easily have real time videoconferences over huge distances across the globe whereas before the advent of modern computers this was extremely difficult. As far as electronic mail or email is concerned it is faster, more economically feasible, and reliable than the normal postal system. Multimedia files can be sent to people without any additional cost. The same message can be sent to multiple recipients without having the trouble of writing it again and again.

DISADVANTAGES:

Though computers (being operated by humans) are not perfect so he told us some of disadvantages as well.

COMPUTER DEPENDENCY:

One of the basic disadvantages of computers is the human dependency on it. Most of the people and organization get so used to it that they are almost completely dependent upon it. Thus in case of a computer break down or failure, or other problems in which its use would have to be stopped for a certain period of time, the company or people using it might find it extremely difficult to do the same job

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without it. Computer dependency is only natural and it cannot be helped very much.

POWER AND SYSTEM FAILURES:

Computers being electronic devices are always prone to electricity fluctuation damages. Computers can even have system short circuits in case of moisture or water seepage thus resulting in loss of important data and expensive hardware.

HEALTH HAZARDS AND RSI:

It has been seen that computerization entails in itself certain health hazards, and medical problems. Of which one of the most significant problem is that of RSI (Repetitive Strain Injury). Working on a computer in certain jobs, like data entry, requires repetitive work for a lot of straight hours in which the user sits in front of the computer more or less in the same position and types. The user may consequently suffer from pain in the back, neck, and wrists. If these problems are overlooked then they may even turn into permanent physical damage. Apart from this RSI may also incur damage on the retina of the eye and may cause partial blindness. Sometimes people

also suffer from mental health problem i.e. absent-minded. Discontinuing the use of computer can solve these problems.

COMPUTERIZATION IS NOT NECESSARILY THE OPTIMUM SOLUTION:

Computerization is not an optimum solution to every problem and thus it should be very carefully thought of and planned afore hand, if the company thinks it should be computerized. The total cost of buying a computer system, and then maintaining it properly might be more than the cost of manual system it replaced and thus instead of reaping the client a return of investment it reaps him a financial burden that he

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may find hard to bear. This may in turn result in shutting down of the business.

DATA THEFT AND SECURITY:

In the computer system security is still prone to hacking i.e. gaining illegal access to a computer or tampering its information. The hacker may be hired by a competitor to give them some sensitive data, or he may hack it for black mailing the company. Computerized security may be a little difficult to breach but is pretty much possible.

VIRUSES AND SYSTEM DAMAGE:

Apart from hacking computers may also be damaged by various computer viruses, which are regularly made and released on the World Wide Web. So any user accessing Internet has his computer exposed to an increased threat of viruses. Virus range in the damage they incur to the computer, but one thing is for sure they all threaten the integrity of the system. They may damage important data on the computer or even damage its physical components.

COMMENTS:

We have conclude several things from this project but the most important thing we come to know is that Pakistani companies are not able to develop a desired software of HBL, although, we try to convince them that they must assign this task to Pakistani developers they are enable to fulfill their requirement but they told us that they have already asses them by giving a task of developing a software for their depart but they were failed to produce a satisfied product and all the time and amount they invested were all unfortunately came to failed.

Secondly, there is a need of lot of improvement in IT in banking side, because there is no bank in Pakistan that is totally automated all are looking forward to have a complete automated systems or we can say, that a complete automated system is an aim of the today’s banking

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but some social implications are huddle in this way because this would result is jobs cut down.

Another, important thing that Mr.Ali Raza pointed out while comparing HBL to others banks that despite of not having Information System as the today bank must have even then they are very much satisfied with their information resources

One more important thing what we observe and would like to discuss in conclusion is that all the branches of HBL all over Pakistan if they have to request for anything or they have any query they have to communicate with headquarter all the requests are fulfilled by them.

The systems that are currently in a use have some flaws that must be removed to have a perfect system.

QUESTIONAIRE

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QUESTIONAIRE

Name: ____________________________________________

Designation: _______________________________________

Year of working experience: ___________________________

What type of System Software you are using?

Microsoft Access 2000 Microsoft Windows XP Windows Vista Microsoft Windows Me

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Other: ____________________

What type of Application Software you are using?

Microsoft Office ______ Microsoft Visual C++ Oracle Other: ____________________

What is your computer configuration and what you want?

YOUR COMPUTER YOU WANT Pentium ____ Pentium ____ RAM ____ RAM ____ Hard Disk ____ GB Hard Disk ____ GB Monitor _____ Monitor _____ Printer _____ Printer _____ CD-ROM ______ CD-ROM _____ Modem _____ Modem _____

Do you face any errors after recording data?

Yes No If Yes: ____________________________________________

Do you see any improvements after implementing IS?

Yes No If Yes: ____________________________________________

At your level what are your inputs?

_____________________________________________________________________

At your level what are your outputs?

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____________________________________________________________________

What storage media are you using?

___________________________

Do you get the feedback properly about the performances of your system? Yes No

Do you think IT is supporting your company’s business process? Yes No

How you satisfy your customers?

___________________________________________________________________

How you document all the activities performed in your bank?

____________________________________________________________________

When you get internal request within your bank, how do you respond to that?

________________________________________________________________________

________________________________________________________________________

Do you use pirated software or licensed?

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CONCLUSION:

The object of the project was a new and a good experience for us it help us in polishing our communication skills it bring the confidence because due to this project we experience the professional environment we came to know how the how the works are being done in organization how to implement our knowledge

We also faced some problems in our project but it was source of learning for us that we have to fix a time such a way that we both i.e. bank staff and we are available on the given time .

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BIBLIOGRAPHY:

All the information discussed above is extracted from the website (www.habibbankltd.com) and from various magazines and the interviewed information from the Manager MIS, Senior Vice President & Divisional Head – IT. And also the little information that we got from the employees is discussed. Above all the information is collected from the surrounding of Habib Bank Limited only.

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