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Submitted By:
48, New Market
Rajshahi-6100
Contact # Mobile: 01710946428
Land (Res.) 0721 812007
Email: [email protected]
Proposal of
Purchase & StoreManagement
System(PSMS)
(A conceptual Idea )
February 28
2011
For
BCMCL(Barapukuria Coal Mining & Company Limited.)
(ACompany of Petrobangla)
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INDENTING
DEPARTMENTVENDORS
P U R C H A S I N G
Module
Store
Department
Packing Slip, Invoice, etc.
Accounts Module
Send Copies of PO, Clearance
Certificate, Invoice, Receiver
Report, QC Report To Account
Payable Department
Requisition
PO
PO, Packing Slip,
Invoice, Receiver
Report, QC Report
PO
G
o
od
s
PO
QCRequesting For
Quality Check
Receiving Bay
Goods
QC Report
Requesting a
Report Of
the RequiredGoods in a
specific
format
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Material Receiving Report (MRR)- Foreign
MRR (Cash Purchase) Store Requisition SR
Material Location Chart Material Stock Level
Procurement & Consumption Rate KARDEX
Scrap Receiving Memo SRM Scrap Requisition From
Scrap KARDEXScrap Report
Annual Report Daily Report or Day to Day Report
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Supplier Details Information (ID, Name, City, State, Country, Contact #, Fax, email, web etc.)
Product Catalog (ID, Name, Type, Description, Drawing No. etc.)
MRP (Material Requirements Planning) Analysis Report
Purchase Order Information (Supplier ID, Name, Lead Time, Qnt., Price, Place of Delivery etc. )
Requisition Information and Priority
(Req. ID, Dept. Name, Line Number, Item, Qnty., Item Descrip., Delivery Date, Delivery Priority , Etc.)
Shipment Information
(ID, OP, Pick up Location, Load and departure time, weight, # of Packages, Transport Mode, Freight Charges etc. )
Supplier Performance Report (Auto Generated )
Such Lead Time Promised, exponential Avg. day late, % of rejected for damages or poor quality etc.
Others. (My Vary to organization to organization )
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System Analysis of Purchase and Store
Management System
At present, BCMCL inventory operations are done manually by the user. For keeping a track of
the equipments ordered, received & delivered to specific indent. Records of the customers, stock
information, roll out information and customer invoicing information etc. is also maintained in this
system. This system in general reveals all information on type of equipments ordered for specific
indent, record of equipments which are received based on what was ordered, order processing
details for e.g. - details of indenting, purchase order & the equipment dispatch details and
invoicing details based on each indent.
All these information are vital for the company. The reports are also included to this system on
each transaction made. The reports are to be also made manually by the user which is a very
tedious task. In addition, they had to enter all the details of raw materials into the tables to get to
a conclusion whenever needed.
Moreover, in order to get a clear conclusion the user had to make reports on each and every
category of the equipment, which means creating different individual reports for that particular
category. In the existing system, the user also had to make entries in as many tables as
possible. If any modification is to be made, it becomes tedious and cumbersome process, which
takes a lot of time and energy.
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Drawbacks of Existing System
The system is manual and very tedious to maintain and make reports since all the data are stored
in document form/files/registers. And being an organization where all the details have to be kept
confidential and so maintaining them will be very risky. And to get the details of an indents or a
particular indent like PO, dispatch, supplier, or equipment details, we have to search through the
entire files and registers to get that particular detail.
The following are the lists of drawbacks:
All are written document.
The data stored in the document are not reliable.
Reports are not sufficient and are very complex.
Redundancy (Unstructured, Unnecessary, Mixed etc.) of data.
Storing and retrieval of information is time consuming.
Verification of data is tedious.
Large volume of data cannot be maintained efficiently.
Maintaining all the record in an orderly manner is a difficult task. Since all the details are stored in files & registers, which are not computerized, it occupies a voluminous area.
It is difficult to manually search for a particular item to obtain information about them.
Slow responding of the information registers.
Very difficult to verify the stock label.
And many more important quarries would very difficult to be made and sometimes it is impossible.
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Proposed System
In this phase, the concepts associated with the system will be analyzed and how they are implemented in the
project is dealt with. In this, the existing system should studied thoroughly, the problem and the requirements
should identified, alternative solutions will be analyzed and the best solution among them be selected.
Advantages of the Proposed SystemThe proposed system has been designed to eliminate the major disadvantages of encountered in the existing
system. There is no room for errors in the proposed system. The error checking should dealt efficiently. The errors
that could happen during date entry are also informed to the user. At important point of the data entry, it has been
ensured that only valid data can be entered. Get easily many more sophisticated reports with the complex
quarries.
The proposed system will be designed in such a way to attract user by being user friendly. With the key options in
the data entry form and the report generation, it helps the user & does not make him feel tedious anymore.
Developing Solution StrategiesThe proposed system is completely menu driven. Input screens are properly arranged & designed in such a way
that the user does not feel complicated at any stage of using this system. Therefore it is very easy for the end
users to work with such a system. Data fields are in the normalized form thereby avoiding data redundancy.
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Implementation ProcedureMTechnology is designing a Purchase & Store Management System (PSMS) forBCMCL. It
requires an enormous effort in preliminary requirement specification and design before the actual
software development starts. We divide the implementation into the following definite phase.
Requirement Specification
System Architectural Design
Object Design
Module DevelopmentIntegration
System Testing and Trial Run
User and Administrative Training
System Signoff
Maintenance (OP)
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Requirement Specification
In this phase a team from both the client and vendor will carry out a detail study on the exact
procedure and requirement of the entire system. The goals of this phase will be to extract
Processes related to the system
Entities related to the system
Interaction among processes and entities
Desired interface between processes and entities
Desired management output requirement
System ArchitecturalD
esignThis phase is the direct decomposition of the Requirement Specification phase.
Module internal process design, data structure and data flow
User interface format and conventions
Report design and structure
Object Design
This phase will act upon the module level design (package design) generate from the earlier phase.
Business Logic behind each module
Command flow among objects
Database schema, replication and sizing specification
Database objects like table, views etc. specification
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Module Development
In this phase each module will be developed as per system design report. Module validation,
verification and unit testing will be integrated into the development process.
Integration
At this phase modules developed so far will be integrated according to the subsystem
specification described in the system design report.
System Testing and Trial Run
After the integration is complete, the system will go through site testing through trial run. Both
the vendor and client will actively take part in this trial run and accurate testing. The following
objects will be achieved through this phase
Bug checking and bug fixing
Finalization of technical documentation
Finalization of user materials (manuals, help files etc.)
Future enhancement exploration
Staff and management acceptance and adaptation with new system
User and Administrative Training
In this phase training will be provided to three levels.
Management training to Purchase & Store personnel
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System Signoff
This phase is the final of the development phase where the system is fully hand over to the client.
Maintenance & EnhancementThis is an optional phase. IfBCMCL is willing (which is highly recommended) they can enter a
per call maintenance contract with the MTechnology. The maintenance contract will ensure
further modification and enhancement of the system, which the MTechnology does in process
of his product enhancement or the client feels necessary.
Phase
Serial
Phase Name Weeks Required
1 Requirement Specification 2
2 System Design 4
3 Object Design 4
4 Module Development 6
5 Integration 4
6 System Testing and Trial Run 3
7 User Administrative Training 1
8 System Signoff
Total Duration In Weeks 24
Implementation Timeline
Total project timeline from Requirement specification to System Signoff is 168 days. Here is a
summary.
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THANK You
FOR BEING WITH US