final report-02developing a mis to improve the business process of psl.doc222
TRANSCRIPT
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
1/26
Developing a MIS to improve the business process of PSL
1.0 Introduction
The business world has gone through so many revolutions in recent years. The
change has become a common obsession in todays business. Computers and other
Information Technologies (IT) have the most significance influence on this changing
business environment. World business has reached a competitive edge through the use of
Computers and other IT implications. No business is safe and sound until and unless they
offer continuously improved product and service and this is the reason for becoming
advanced in the use of technology.
In this report-Developing A Management Information System to Improve the
Business Process of Paradise Sweater Limited. we will explicate & propose a tiny but
significant use Management Information System in paradise sweaters.
1.1 Background of This Report:
This report is documented to design a MIS to improve the Business
Process of paradise sweaters Ltd. and the report title is -Developing A
Management Information System To Improve The Business Process Of
Paradise Sweater Limited. This report is produced as requirement of
completing the internship of Independent University, Bangladesh (IUB).
This report was assigned by Mirza Azahar Ahmed, General Manager,
Paradise Sweaters Limited and approved by the internship supervisor
Mr. A. Zaman Sarkar, Lecturer, IUB.
1.2 Problem Justification:
The current information system of Paradise Sweaters Ltd. is completely manual,
non-computerized, paper based system. Though they have a few updated computers and
printers, but these devices are only used for some official letter or memo generation &printing and the internet is used rarely for any purpose.
This manual system cause many problems to the smooth
operation of the company. Especially it is really time consuming to
answer any query related to progress of production of any particular
styles in the floor. Even it is quite impossible to anticipate the expenses
Independent University, Bangladesh (IUB).
-1-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
2/26
Developing a MIS to improve the business process of PSL
or the salary generated so far in middle of the months which is really
important for making strategic decision as salaries are incurred on
production commission basis in this organization.
1.3 Purpose of the Project:
In a simple sentence, purpose of this project is to solve problems
that the company is facing currently for maintaining the paper based
information system by implementing computerized MIS system.
After going through an intensive investigation, we found that if they run a simple
MS Access Database, life will be more easier to them and this Database will increase there
efficiency. By this MIS the authorities will be able to;
Prepare salary sheets more efficiently, accurately and quickly.
Trace out the progress of work simply on one or two clicks of mouse.
Minimize the paper work thus will be able to save time and effort of employees.
Find out the error percentage and where the error is happening frequently
Any kind of production information will be just one mouse click ahead.
1.4 Objective of the project:
As information storing and retrieving is done manually in paradise
sweaters, it creates obstacles to make quick decisions by the
management authority thus makes it an inefficient system. The
objective is developing an automated information system for managing
the business process that is the production process of Paradise
Sweaters Ltd. that will effectively and successfully store all information
related to the various feature of service operation, and will allow the
management to access those information in different formats as desired
by the management to made rapid and effective strategic decision
making implementation.
Independent University, Bangladesh (IUB).
-2-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
3/26
Developing a MIS to improve the business process of PSL
1.5 Limitations of the project
Implementing any system has some difficulties to deal with. In this particular MIS,
there is comparatively less limitation than others as it is quit a simple MIS but still it has
got massive influence on the business process of paradise sweaters. The limitations found
in this case are;
Time limitation is one of the constraints faced to conduct the project. Three months
time is not enough to know about the operations of such a company and if more
time could be spending on designing and testing, it would be a better project and
lots of other operation issues might have been included in this system.
MS Access application software is used to design the MIS. If more sophisticated
programming tools could be used it would have been made more user friendly and
more efficient.
Unwillingness and reluctance of using IT due to the illiteracy of IT by many staffs
has been another problem in that organization.
2.0 Organizational Profile
Paradise Sweaters Ltd. is a registered limited company in Bangladesh; it is a
manufacturing company of sweaters. The company has started operation in the year 2003.The sales turnover of the company last year was around US $1.6 Factory on. Paradise
Sweater offers a diversified range of sweaters to its buyer. Paradise sweaters have three
different kinds of knitting machineries of world renowned brands. They also have some
sophisticated branded automated drying and finishing machineries. The company is also
conscious about its Human Resources. The company continuously invests in training the
human resource asset, such as arranging training session for its official with some other
third party human resource management companies. The company also is care full
regarding the humanitarian rights of its laborers. Paradise Sweaters arrange free
consultancy of doctors for its labors, deferent specialized doctors come to the department
once in a month two providing their consultancies.
Independent University, Bangladesh (IUB).
-3-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
4/26
Developing a MIS to improve the business process of PSL
2.1 Company At A Glance:
Name of the Company: Paradise Sweaters Ltd.
Year of Establishment: 2003
Head Office: Level-2, House-8, Road-15, Sector-4, Bangladesh. Manufacturing Unit: Holding No-2346, Uttarkhan Mian Bari, PS: Uttarkhan,
Dhaka-1230.
Nature of Business: Manufacturing all kinds of sweaters and similar garments.
Yearly Turnover: US 1.6 factory on (approx) in year 2007.
Paid Up Capital: US$ 3 factory on (approx.)
Human Resource (Employee): 1200 person.
Machineries: Winding Machine- 26, Knitting Machine- 900 (12, 7, 5 & 3 GG),Linking Machine- 256, Seaming Machine- 20, Button Hold Machine -10, Placket
machine -10, Over lock Machine- 10, Dryer Machine-18, Iron Machine- 84, Boiler
Machine-6
2.2 Organizational Chart:
Independent University, Bangladesh (IUB).
-4-
GM
Managing
Director
Manager,
Payroll
Manager,
Emp. Mgt.
Manager,Comm. Dept.
Manager,
Store. Dept.
Manager,
Production
Officer,
PayrollOfficer,
Comm. Dept
Asst. Man.
Production
Asst. Man.Production
Junior
Officer
Junior
Officer
Junior
Officer
Junior
Officer
Junior
Officer
Junior
Officer
Junior
Officer
Junior
Officer
Junior
Officer
Junior
Officer
Junior
Officer
Junior
Officer
Junior
Officer
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
5/26
Developing a MIS to improve the business process of PSL
3.0 Methodologies:
Methodology is the systematic structured depiction of sequence of actions required
to resolve a problem. In context of System development, Methodology is a collection of
procedures, techniques, tools and documentation aids which help the system developers in
their efforts to implement a new information system. The classical System Development
Life Cycle (SDLC) is one of the most popular system development methodologies.
There are some benefits of using SDLC, like;
Consistent approach to all projects
Completion within time limit and acceptable cost, reduction of risk
Reduce the risks associated with shortcut.
Accurate record of requirements and monitoring of the process
Early indication of changes
Consistent and complete documentation and maintenance of continuity
Maintain contiguity of the project so that previous projects are easily understoodby new workers.
Waterfall model of SDLC is used here to design the MIS for Paradise Sweaters Ltd.
Independent University, Bangladesh (IUB).
-5-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
6/26
Developing a MIS to improve the business process of PSL
3.1 Waterfall Model of SDLC
The waterfall model illustrates a development process that is firm, compact and
linear. it is a popular version of the SDLC model for software designing. Waterfall
development has different purposes for each segment of development where every segment
is accomplished for the next one to be started.
3.2 Software Development Life Cycle
The process of putting system into place and continuing and
enhance them refer to system development. System development
process can divide into different phases and activities, which I have used
as the technique for my software development, which are as follows.
Independent University, Bangladesh (IUB).
-6-
PreliminaryInvestigation
System Analysis
System
Design
Programming /Coding
Testing &Conversion
Maintenance
>> Problem Analysis>> Requirement
>> RequirementSpecification
>> Process Modeling>> Data Modeling>> Physical Design
>> Unit Testing>> Integration Testing>> Acceptance Testing
Figure-2: Major phases of Software Development Life Cycle
RequirementDefamations
Design
Implementation &Unit Testing
Integration &System testing
Operation &Maintenance
Figure1: Waterfall (Traditional) System Development
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
7/26
Developing a MIS to improve the business process of PSL
3.2.1 Preliminary Investigation
In this phase of SDLC the researcher investigate whether it is worth of perusing the
project or not! Researcher also finds out the troubles, opportunities and directives of the
project and also evaluates the risk of the project. Fact Finding Techniques have been used
in this aspect.
3.2.1.1 Fact Finding Techniques:
Before starting the project the researcher must know about the system in details. As
researcher in not a user or familiar person with the current system, he/she must gather
knowledge from the existing users of the system. Fact finding techniques are used in this
regard. The researcher has used the following fact-finding techniques.
Interview
Record Review
Interviews: This is the most common fact findings techniques. Interview is a formal
meeting where the analysis can obtain information about the operation of the existing
system and the requirement for the new system. For interview the researcher asked selected
question to different employees of Paradise Sweaters.
Record Review: Record review means examining information that has been recorded about
the system and users. Records include policy manuals, regulations and standard operating
procedures. In paradise sweaters there are different registrar books and achieved
documentations of different departments from which researcher conducted record review.
3.2.2 System Analysis
System Analysis is studying business systems to learn current methods and assess
effectiveness. This phase itself consists of component phases;
Independent University, Bangladesh (IUB).
-7-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
8/26
Developing a MIS to improve the business process of PSL
Problem Analysis, In this phase, researcher studied the business process of Paradise
sweaters, which the production process in this details. Different problems were identified
in this phase.
Requirement Analysis; it is the stage for defining and prioritizing
business necessities. This is perhaps the most vital phase. Errors or
omissions in requirement analysis result in user dissatisfaction with final
system and costly modifications. Researcher defined what kind of
information is required by which person and in which format. As
different departments required information with different purpose their
formats or presentations also differs.
Decision Analysis; in this phase candidate solutions is identified.
Feasibility of these solutions will be analyzed and a new system is
recommended.
Independent University, Bangladesh (IUB).
-8-
SYSTEMS ANALYSIS
System analysis is the analysis of
the problem that the organization
will try to solve with an
information system.
ProblemAnalysis
Requirement
Analysis
DecisionAnalysis
Figure-3: Different parts of system Analysis.
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
9/26
Developing a MIS to improve the business process of PSL
3.2.3 System Design
System Design shows how the system will fulfill this objective. This is the phase of
the system development where an appropriate solution is devised to fulfill all the
information requirements of the system identified from the previous System Analysis
phase.
Logical design; logical design lays out the components of the system and their
relationship to each other as they would appear to users. Data Flow Diagram (DFD) and
Entity Relationship Diagram (ERD) are usually used in logical designing.
Physical Design; it is the process of translating the logical abstract
model into the specific technical design for the new system. In this
project the researcher will develop a Data Dictionary for physical data
modeling.
3.2.4 Programming/Coding:
The process of translating design specifications into software
(program code) for the computer is called programming or coding. It is
considered to be the heart of the system. In this phase coding should be
done bearing the needs of the users in mind. It should be user-friendly
and should be kept as simple as possible as per the users level of
understanding.
3.4.5 Testing & Conversion:
In-depth and thorough testing must be performed to determine whether the system
generates the expected result or not. Three kind of testing is common; unit testing, system
testing, acceptance testing. Conversion is the process of changing from old system to the
new system. Four main conversion strategies can be employed; Parallel Strategy, Direct
Cut-Over, Pilot Study, Phased Approach.
3.4.6 Maintenance:
In this stage users & technical specialists review the system to
determine how well it has me its original goal. Sometimes changes are
Independent University, Bangladesh (IUB).
-9-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
10/26
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
11/26
Developing a MIS to improve the business process of PSL
4.4 Functions of The System
Functions of the system are the activities or processes within the
system. There are five basic functions; input, output, processing, storage, control
4.4.1 Input:
Input is simply defined as collection of raw data from within or outside the
organization. It is the function that triggers all other functions to work out the system to
completion.
At the storage department , when any requisition for raw materials/spare parts is made
from the departments or finish goods from commerce department , they keep
information regarding the description of the required materials or finish goods, purpose of
the requisition, how much required and how much issued, who has generate this
requisition, balance after issued, any remarks about the requisition etc. When the storage
department make any purchase requisition, they also record information about the
description of the required materials, quantity required, quantity currently in hand,
importance of the purchase, any remarks etc.
At the employee department , they keep information about the personal, official
information regarding the employees. Like employees name, address, contact number (if
any), date of birth, date of join, blood group, designation, employee type (Fixed Salaried
Worker or Production Based Worker), their attendance, which they work in which section
etc.
At salary department, they used keep information regarding salary
rules for employees. Like structure of the salary or time scale, house
rent, medical allowance, conveyance allowance etc. and salaries of
employees like basic salary, production commissions, current increment,
extra wages for overtime works, bonus etc.
All this information is recorded in their registrar book by some low-level workers
and some department managers also.
Independent University, Bangladesh (IUB).
-11-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
12/26
Developing a MIS to improve the business process of PSL
4.4.2 Processing:
At the storage department , when any requisition for materials is made, the storage
manager first check the availability of required items from their store registrar book where
they keep balance information of stored materials. If they have the product balance to
satisfy the requisition, then they write the information of the department on another register
book or file and send the material to the with a receive paper where the department
manager has to sign to notify that they have received the goods. The same process they do
when the commerce department sends requisition for finish goods.
At the employee department, they maintain separate files for storing employee
personal, official information like their personal information, their attendance, and
productivity rate per month etc. that is handled by the employee manager and the workers
working under him.
At the salary department, they maintain separate files for storing salary, bonus, and
provident fund etc. accounting officer is responsible for all these processing. But the
problem is that, the number of files is huge, kept unsorted, non-secured way where
information searching is a matter of hours or even days.
4.4.3 Output
The output of the system is manually written reports from various departments for
their internal managers as well as the general manager (GM) of the company.
At the storage department , they produce purchase requisition report, material
receive report, finish goods dispatching reports, material quality certificate, material
registration in/out report etc. which are basically monthly basis, but on demand of the GM
these are produced at any time of the month.
At employee department, the employee productivity reports, their attendance report
etc. which are produce in diagram based and which are also monthly basis generated.
At the salary department, they generate reports on salary list, provident fund, bonus,
what was the scenario at the previous months etc. But the problem is, it takes long time to
produce such reports and also contain lots of errors.
Independent University, Bangladesh (IUB).
-12-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
13/26
Developing a MIS to improve the business process of PSL
4.4.4 Storage:
In all the departments the information are kept in papers manually and in different
formats and file notes but basically as registrar books.
4.4.5 Control:
At the storage department, a monthly reconciliation is done in the storage
department to check the accuracy and validity of the information of the registrar books.
At employee department, some times cross check is done with the previous data to
ensure whether new update in employee date valid or not.
At the salary department, cross check is done with attendance sheet and daily
production sheet on monthly basis to make sure that the salary is counted correctly and also
the same for the bonus and other issues.
4.5 Components of the Information System
The five major components of information systems are people, procedures, data,
hardware and software.
4.5.1 People
People are the key requirement for the operation of any information systems. Users are
people who use an information system or the information it produces. They can be further
divided into three basic groups
End-users: End users are those who directly use the information system to perform
their daily activities. In Paradise Sweaters Ltd. in all department s the basic
workers are of this category.
User manager: User managers are those who supervise the end-users. All
department al managers are of this category.
User sponsors: User sponsors are those who authorize the project initiation and
approve funding for development. The GM, chef account officer of the organization
are of this category.
IS Specialist: There is no IS (Information System) specialist now in the Paradise
Sweaters Ltd.
Independent University, Bangladesh (IUB).
-13-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
14/26
Developing a MIS to improve the business process of PSL
4.5.2 Procedure:
Procedures are sets of instructions that instruct the people in the organization what
to do to perform their jobs. As an organization goes forward, it develops standard operating
procedures to guide its operations. These procedures may be formal or informal and vary
from department to departments. The procedure components of Paradise Sweaters Ltd. can
be broadly classified into the following categories.
Storage Requisition Process: The production manager of different department s
send requisition for row threads or spare parts or stationeries to the store manager when
any thing is required need these for production. The commerce department send requisition
for finish goods to the store manager when need these for selling purpose.
Purchase Requisition Process: When the storage level of raw materials falls belowthe required level, the storage manager generates store purchase requisition to the
commerce department.
Shipment Process: After the requisition for finish goods were made, when the
commerce department receives it, they start delivering as per the ordered instruction of
buyer.
4.5.3 Data
Data is more than the raw material of information systems. It is the core of the
information system. Data constitute a valuable organizational resource. Data can be
numerical, textual or graphical or even audio type. In Paradise Sweaters Ltd. data are the
requisition information, purchase information and store balances in the registrar of the
storage departments. In employee management department, employee detail information,
year of experience etc. are the data. Productivity information and salary rate are also data
for the payroll department. The data are processed and transformed into valuable reports.
4.5.4 Hardware
Hardware resources include all physical devices and materials used in information
processing. It includes computers, calculators, printing devices, input devices, storage
media, etc. Following are the hardware used by the Paradise Sweaters Ltd,
3 Pentium-IV (1.3 GHz, 128 MB RAM, 40 HDD) Computers
Independent University, Bangladesh (IUB).
-14-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
15/26
Developing a MIS to improve the business process of PSL
1 HP Laser Jet 4350 printer
3 UPS
4.5.5 Software
Software resources include all sets of information processing instructions for the
computer. The following are examples of software resources:
System software: Currently they are using Windows 2000 Server for server
machine and Windows XP as operating system in all computers.
Application software: Currently they are using Commercially available software
packages: MS Office 2003 etc
4.6 Function Component Matrix of the Existing IS of Paradise Sweaters Ltd.
Input Processing Output Storage control
People Junior Officer of different
departments (Storage,Emp. Mgt. & PayrollDepts.)
Officers and Juniorofficers of all thedepartments
Manager of allthe departments
Officers andJunior officersand asst.Mangersperform storageof registrars bythemselves.
All thdepartmentmanagers anGM controllingthe totprocess.
Procedure Purchase and
reacquisition of rawmaterials and finishedgoods. Recruiting newemployees. Productioninformation and salaryrate of the employees
Arrangements to send
or purchase rawmaterials/finishedgoods. Alsoarrangement of recruiting newemployees andpromotions ofemployees.dealing production ofsalary slip
Sending or
purchasing rawmaterials andfinished goods.Recruiting andpromotions ofemployees.Payments ofsalary.
N/A All th
processesneed approvof thmanagers anmanagersensure thcontrol.
Data Requisition information,
purchase information andstore balances in theregistrar. Production rateof Employees, theirdetails, year of experienceetc. Productivityinformation, salary rateetc.
Data required during
the processing of allthe activities like,employee details, pastproduction rates, ageetc...
Different
Reportsproduced forthe managersand GM fromdifferentdepartments.
Manually
written reports,photocopies,registrar booksetc.
Checked an
confirmed bthe manageand assmangers differentdepartments
Independent University, Bangladesh (IUB).
-15-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
16/26
Developing a MIS to improve the business process of PSL
Hardware Not used Not used Not used Not used Not used
Softw
are Not used Not used Not used Not used Not used
4.7 Phases of System Analysis:
4.7.1 Description of the Existing Business System
`The system is divided in much subsystem, among which my concern is the following
three parts where each part has its own way to proceed. So each part performs different
steps to be completed. The parts are as follows;
Store Management System
Employee Management System
Payroll System
4.7.1.1 Steps performed in Store Management system
At first when department manager of different department s of PSL send
requisition for raw threads or any spare parts (SPR), the store manager verifies if raw
thread or spare parts are available. If available then store manager satisfy the department
manager requisition, otherwise sends the store purchase requisition to the commerce
department After a purchase requisition is made, the commerce department verifies
whether the store really needs materials or not. If needed, they purchase goods from their
selected suppliers and send goods to the store.
When the goods reach to the store, the store manager checks the legality of the goods and
then verifies the quality of the goods. And based on the verification a quality certificate is
made for each unique item type. After quality certificate is made, the goods are loaded to
the store and registrar is updated to balance up and a material receive report is prepared
(MRR).
Independent University, Bangladesh (IUB).
-16-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
17/26
Developing a MIS to improve the business process of PSL
Finally the store manager satisfies the department managers requirement.
Another item is the finish goods the company manufactures and wastes are also kept in
the store. When the commerce department sends requisition to the store management for
finish goods or waste to sell, the store manager first checks the availability and then sends
to the commerce department. In case of non-availability the store manager re-sends
requisition to the department manager for finish goods.
When department manager sends finish goods to storage, the store manager first checks
the quality of the goods and based on the quality, he categorizes the goods in to finish
goods and waste and storage in these two categories separately.
4.7.1.2 Steps performed in Employee Management System
When the company needs new employee, the management selects employees frommiddle level management as employee selection manager who are responsible for better
employee selection. Before selection the company divides the selection board into two
categories. One board select only fixed salaried workers and other board selects production
based workers where production workers are those who are involved in production and rest
of are fixed salaried workers.
After categorization of employees they are given an attendance card and ID card.
The company strictly maintains employee attendance as in every month they measure
employee performance where attendance information is needed. They also measure
employee productivity rate (production worker only). Thus they measure employee
performance, which helps them to promote employees.
4.7.1.3 Steps performed in Payroll System
When an applicant is registered as an employee, the salary
department manager opens a salary file and provident fund file for him
and other facilities he is going to consume like house rent, medical etc.When employee salary is given these files are updated.
Independent University, Bangladesh (IUB).
-17-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
18/26
Developing a MIS to improve the business process of PSL
5.0 Systems Design
While systems analysis describes what a system should do to meet information
requirements, systems design shows how, the system will fulfill this objective. The design
of an information system is the overall plan or model for that system. Systems design hasthree objectives:
Systems designer is responsible for considering alternative technology
configurations for carrying out and developing the system.
Designers are responsible for the management and control of the technical
realization of systems.
The system designer details the system specification that will deliver the functions
identified during analysis.
The design phase is concerned with technology-based views of the systems Data,
processes and Interfaces. Design specifications can take many forms including written
documentation, or working computer generated prototypes of the new system. There are
two types of design 1) Logical design; 2) Physical design.
5.1 Logical design
Logical design lays out the components of the system and their relationship to each other asthey would appear to users. In this project two types of logical design have been used. They
are:
Process Modeling: Data Flow Diagram (DFD)
Data Modeling: Entity Relationship Diagram (ERD)
5.1.1 Process Modeling: Data Flow Diagram (DFD) of Paradise Sweaters Ltd.
Independent University, Bangladesh (IUB).
-18-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
19/26
Developing a MIS to improve the business process of PSL
5.1.1.1 Context Level DFD
Context level DFD generally shows the total background of a process. Every entity
that is involved with the system is shown here and it has the main data store in which
every data which are generated by the process are stored. So we can say that context
level DFD is the basic structure of the information flow in a system. In this context
level DFD there are seven entities; Storage dept., Factories, Commerce, Management,
Employee management dept., Employee, Salary dept..
Independent University, Bangladesh (IUB).
-19-
Storage Dept. Factories Commerce Dept. Management
Paradise Sweaters Ltd.
Information System
Employee Mgt. Dept Employee Payroll Dept.
Figure-7: Context Level DFD.
Process Name
Data Flow Direction
Entity NameLegends
Data Storage
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
20/26
Developing a MIS to improve the business process of PSL
5.1.1.2 System level DFD:
Independent University, Bangladesh (IUB).
-20-
Data Flow Direction
Entity Name
Data Storage
Legends Process Name
Storage Dept.
Raw/Spare Parts
Storage
In & Out Process
Finish Goods
Storage
In & Out Process
Factory
Commerce Dept.
Management
Finish GoodsInfo. / Approval
MaterialInfo./ Approval Storage DB Finish Goods DB
Employee
Management
Process
Employee DB EmployeeProductivity DB
Employee
Management
Process
EmployeeInfo./ Approval
SalaryInfo./ Approval
Production
EmployeeProductivity
Employe
Employee
Details
EmployeeConfirmation
Payroll Dept.
EmployeeSalary Info.
Figure-8: System Level of DFD Diagram
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
21/26
Developing a MIS to improve the business process of PSL
This is the second level of DFD. This level is also known as 0 level DFD. These
levels consist of eight entities, five processes and seven databases. These are:
External Entities are Storage dept., Factories, Commerce, Management, Employee
management dept., Employee, Salary dept.
Process; Raw/SPR storage process, Finish Goods Storage IN & OUT Process,
Employee Management Process, Payroll Process, Databases, Storage database, Finish
Goods database, Employee database, Employee, Productivity database, Salary Role
Database, Accounting Database.
5.1.2 Data Modeling: Entity Relationship Diagram (ERD)
ERD is used to do the data modeling. It includes the entities, their attributes and
relationships. ERD for the whole system is that it comprises of a single database.
An important characteristic of every business is record keeping. In our information
society, this has become an significant feature of business, and much of the world's
computing power is dedicated to maintaining and using databases. Databases of all kinds
pervade almost every business. All kinds of data, from emails and contact information to
financial data are stored in some form of a database. The logical data design technique
most commonly used in traditional systems development is the entity-relationship (E-R)
diagram. This diagram uses a number of notational conventions to model the relationshipamong the entities of organizations. Thus data modeling technique is based on relational
database concepts. The entity-relationship (E-R) model is a high level conceptual data
model developed by Chen (1976) to facilitate database design.
The basic concept of ER model is an entity or entity type, which represents a set of
objects in the real world with some properties. An entity has an independent existence
and can be object with a physical existence or an object with an conceptual existence.
Some examples of entities are designer, worker etc.
A Relationship represents an association between two or more entities. It illustrates
how two entities share information in the database structure. Some examples of
relationship are: Designation depends on Salary Structure Change ,worker has user account
etc. Relationships are classified in terms of degree, connectivity, cardinality, and existence.
These concepts are discussed below.
Independent University, Bangladesh (IUB).
-21-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
22/26
Developing a MIS to improve the business process of PSL
The degree of a relationship is the number of entities associated with the
relationship. The n-ary relationship is the general form for degree n. Special cases are the
binary, and ternary, where the degree is 2, and 3, respectively.
Binary relationships, the association between two entities is the most common type
in the real world. A ternary relationship involves three entities and is used when a binary.
Relationship is inadequate. Many modeling approaches recognize only binary
relationships. Ternary or n-ary relationships are decomposed into two or more binary
relationships.
The connectivity of a relationship describes the mapping of associated entity
instances in the relationship. The values of connectivity are "one" or "many". The
cardinality of a relationship is the actual number of related occurrences for each of the two
entities. The basic types of connectivity for relations are:
one-to-one
one-to-many
Many-to-many.
A one-to-one: relationship is when at most one instance of an entity A is associated
with one instance of entity B
A one-to-many: A relationship is when for one instance of entity A, there is zero,
one or many instances of entity B, but for one instance of entity B, there is only one
instance of entity A. For example, one designer has many workers.
A many-to-many: relationship, sometimes called non-specific, is when for one
instance of entity A, there are zero, one, or many instances of entity B and for one instance
of entity B
Independent University, Bangladesh (IUB).
-22-
-
8/2/2019 Final Report-02Developing a MIS to Improve the Business Process of PSL.doc222
23/26
Developing a MIS to improve the business process of PSL
5.1.2.1 Entity Relationship Diagram (ERD)
5.2Physical design
Physical design is the process of translating the logical abstract model into the specific
technical design for the new system. In this project Data Dictionary has been used for
physical data modeling. A dictionary serves as a reference or repository containing facts
about the structure of data elements employed in applications. The data dictionary enables
users to access and maintain the data stored in databases. The data dictionary shows the
table name, data type, field size, keys, constraint and functions of the tables.
5.2.1 SAMPLE DATA DICTIONARY
Independent University, Bangladesh (IUB).
-23-
DesignationDepends
On Salary StructureChangM1
Has
M
Worker
M
Has M