IS PLANFor

Deepak Printing PressSUBMITTED TO

DR. DHRUV NATH

BY:

Sachin Agrawal (10PT1-081)PrachiDeepakVinay Pratap Singh

DATE OF SUBMISSION: 05 Sept 2011

Management Development Institute

Gurgaon-122001

Executive Summary

The Business Analysis Report (BAR) documents the goals for Deepak Printing Press based on discussion with management, identifies strategies for the defined goals, and goes on to determine information requirements, drawing in part from a process study. The report concludes by listing key application functionalities required to fulfill critical success factors.

The relevance of IT-driven business processes is well-established for organisations that have the characteristics of high volume of transactions, frequent product launches and high growth rates. The printing in question has goals and visions which it seeks to answer through the application of IT led strategies.

Deepak Printing Press is a two year old company and through the years they have gathered precious knowledge and expertise in the field of printing technology, that has brought the recognition and client-loyalty that they are truly proud of today. Following set of Long Term and Short Term Goals were determined after a set of detailed interview based discussions with Mr. Deepak, Manager – Deepak Printing Press.

Long Term Goals1. Establish the brand " Deepak Printing Press "2. Quality of products we create and deliver to our clients3. Emphasis laid on customer satisfaction. 

Short Term Goals1. Bring down wastage and pilferage to a tenth of what was being produced currently2. Incorporate proper inventory management systems to expedite the procurement

process3. Introduce a comprehensive accounting system which integrates all the revenue

generating units of the enterprise4. Increase visibility of the enterprise vis-à-vis the competition

The stated goals are identified and IT applications are developed for their accomplishment. The following applications are proposed for implementation:

Deepak Printing Press Inventory Management System (TCT IMS) Deepak Printing Press Customer Relationship Management (TCT CRM) Deepak Printing Press Forecast Management System (TCT FMS) Deepak Printing Press Accounts Management System (TCT AMS) Deepak Printing Press Personnel Management System (TCT PMS)

Thus, the report analyses the stated goals and the feasibility of the proposed IT applications.

Table of Contents

1. INTRODUCTION………………………………………………………………………………………………………051.1 Press - The story so far………………………………………………………..…………………………………..05

1.2 Business Model and Organizational Structure……………………………………………………..051.3 The Vision…………………………………………………………………………………………………………….07

2. CURRENT BUSINESS ENVIRONMENT……………………………………………………………………….08

3. CHALLENGES…………………………………………………………………………………………………………..11

4. ORGANIZATIONAL GOALS……………………………………………………………………………………….121.1 Methodology………………………………………………………………………………………………………..121.2 Long Term Goals…………………………………………………………………………………………………..121.3 Short Term Goals………………………………………………………………………………………………….12

5. STRATEGIES AND CRITICAL SUCCESS FACTORS………………………………………………………..131.1 Methodology…………………………………………………………………………………………………………131.2 Identified Strategy and related CSFs……………………………………………………………………..13

6. ANALYSIS OF CURRENT INFORMATION SYSTEMS AND INFORMATION GAPS………..161.1 Current Information Systems Assessment…………………………………………………………….161.2 Key Information Requirement………………………………………………………………………........161.3 Information Gaps and Automation Options…………………………………………………….......16

7. POSSIBLE IT INTERVENTIONS…………………………………………………………………………………..18

8. PRIORITIZATION……………………………………………………………………………………………………..211.1 Value Analysis………………………………………………………………………………………………….211.2 Readiness Analysis…………………………………………………………………………………………..221.3 Readiness Value Matrix……………………………………………………………………………………23

9. IMPLEMENTATION PLAN…………………………………………………………………………………………24

10. CONCLUSION………………………………………………….………………………………………………….25

1. Introduction

1.1 Deepak Printing Press – The story so far

The beginnings of most successes are usually quite humble. This is how our organization, first set its wheels in motion. Although initiated at a very small degree, we placed complete focus on high-quality, low-cost and fast-paced printing. We attribute this to be the primary reasons behind our accomplishments.

Our business as the Deepak Printing Press was first established in 2008. At a time in the year 2008, when there were only four printers, we acquired our first machine. Within a short period, our quality-focused work began to gain recognition.

The company has invested in technologies like Computer-to-Polyester Plate and another 4-color offset machine. This again, is a successful venture through the productivity and sales it improved. We have invested in Computer-to-Plate (thermal) technology. This was a dramatic change and worked wonders in terms of the time taken to print, while producing superior international quality results. We have also installed an Automatic Wiro-Binding Equipment from Italy, in order to be able to improve quality, reduce waste and speed up work that was done manually earlier.

Given below are the details of the kind of machinery we utilize for our printing:

Press

Type Color SizeOffset

Speed Master 52 4 14” x 20”

M Offset 2 19” x 25” (With Perfection and Numbering)

GTO 2 14” x 20” (With Perfection and Numbering)

M Offset 1 19” x 25”

GTO 1 13” x 19” (With Numbering)

Flexo

Mark Andy 4 10"

Aqua Flex 6 10"

Quaity Control Machine Slitting and Inspection Machine from Roto Flex

During the discussions with Mr. Deepak, the manager of the press, the vision of the press were made clear. Deepak Printing Press wants to establish itself as a brand all over Gurgaon and also in the NCR region in the near future, apart from increase in the annual sales.

1.2 Business Model and Products

M i ss io n S t a t e m e n t : Focus on mediocre personal gains with expansion through improved returns from the lowest level.

These are the principles that our company is guided by...

We will be committed to present ourselves as a company that is fair, honest and trust-worthy in all our endeavors.

Our customers are our key concern. Hence, we will always ensure that we strive to produce extremely high levels of customer satisfaction. Further, we will constantly move towards guarantying that our work goes beyond the client’s expectations.

Plant & Infrastructure

The facilities of our printing plant are part of quite an extensive infrastructure. It can be broadly classified into that of the Pre-press, Press and Post-press facilities.

Each of these facilities contains state-of-the-art equipment, which has been enhanced with the application of digital technology. Software programs and similar applications are also used to improve the precision, quality and speed of the printing process.

The infrastructure and processes that are utilized in this plant have been procured internationally, from several renowned locations.

Pre-Press Facility

A Tour of Our Pre-Press Facility

Here is a virtual tour of our state-of-the-art pre-press facilities. This will also brief you about the quality-check procedures that your projects undergo at our company.

Quality-Check Procedures

To ensure that the products we deliver are absolutely error-free, we put the client inputs through a rigorous check. Once the quality of inputs are checked and errors fixed, we move on to making any necessary improvements that may be required.

Software Technologies Applied

In order to improve the quality of inputs, procedures like image manipulation and re-touching are performed. Systems like the Apple G3 and G4 Power Macs and Pentium 4s are utilized for such purposes.

The Desktop Prepress applications that are used include software programs like Adobe PageMaker, Adobe InDesign, Quark Xpress, Adobe Illustrator, Adobe Photoshop, Macromedia FreeHand, and Corel Draw. Processing of the client’s files is performed using PostScript (.ps & .pm) and high resolution PDFs.

Ensuring Client Approval and Satisfaction before Printing

To ensure that the delivery of products are absolutely free of any possible fault, we at Patel Printing lay a huge emphasis on sending proofs to the client for approval. This is done after the processing stage and is generally sent in the form of calibrated inkjets.

In order to maintain close matches of the colors between those that the client approves and the printed press sheet, we regularly perform a certain process called ‘calibration’ on our inkjet proffers. We also leave a lot of room for the possibility of receiving urgent job orders, where the turnaround time may be very short. In such cases, we also provide proofs to the client for checking, in the form of PDF ‘soft-proofs’.

Keeping Pace Easily in the Digital Age

It is obvious that printing technology has greatly evolved since the time of Gutenberg. And at Patel Printing, we are in tune with and apply the latest that digital technology has brought into this field.

Such digital techniques are visible in procedures that involve using fully-trapped and imposed flats with color-bars and registration marks. Other routines like creating cut and fold marks are performed and directly imaged onto calibrated Computer. It is then transferred onto Plate Systems that have been procured from Agfa in Belgium. Such technology guarantees perfect registration and sharp screens on press.

This is made possible by the application of the advanced Agfa Apogee workflow solution.

Provision for the Archiving of Client Jobs

To be able to keep a record of the history of work that was done for individual clients, we at Patel Printing have made provisions for a full-fledged archiving system. Such a provision saves a lot of time and effort as reprints of existing jobs can easily be made. Changes to existing jobs too can easily be performed before printing, by referring to the records in the client’s archives.

Although it is a stage that precedes actual printing, we at Patel Printing take the Pre-press stage very seriously, and ensure that it is beyond any inconsistency before moving to the next vital stage.

Press Facility

Allow us to run you through a tour of our press facility at Patel Printing. Our equipment is of state-of-the-art quality and has been imported from Heidelberg (Germany). It has been equipped with Computerized Control of Registration, Inking and Dampening.

Computer Controlled Registration, Ink-key Preset and Dampening

Precision is of topmost importance in the field of printing. Therefore, in order to perfect the precision of our printed work, we use a computerized console. This allows the minutest of adjustments to be made, so that the register is perfect before printing with proper sharpness and detail.

The computerized console does this by pre-calculating the amount of ink required on each part of the sheet, while making the plates. The information generated by the computer is then used to automatically set up the ink-keys before printing.

The main advantages of this technology are that it allows for faster and more accurate color matching. Further, wastage is also dramatically reduced.

However, it is possible to alter and manually tweak the data generated by the computer in order to customize the colors for a particular print requirement.

The console also controls the ink-water balance to ensure proper emulsification and ink-water balance.

Automatic Plate Loading

The Automatic Plate Loader is another valuable piece of equipment that we utilize for our printing. It works by locking the plates of each unit into position. Further, another advantage is that it will correct any manual error that may have been made by slightly misaligning the plates.

Further, computerized imposition and plate-to-plate register is made possible by perfecting the registration of the matter on the plates. This helps the first sheets be in good register with each other. This is turn saves a lot of time, because re-adjustments don’t have to be made frequently.

The benefits of implementing various technological advancements into our field are quite obvious. Hence, we at Patel Printing employ such expertise so as to able to profit our clients through the work that we deliver to them.

Post-Press Facility

In the case of printing jobs, the post-press process is of utmost importance. This is because this final process determines what our print job is going to look like. The post-press process usually involves the Cutting, Folding, Die-cutting, Wiro-binding, Wiro-Punching, Indexing, Wire stitching, Plain stitching and Ultra-violet exposure.

These are some of the processes that the printed jobs undergo:

A leaflet may be printed and then undergo the processes of cutting and folding. A Visual aid, another of our products, is usually used as a presentation tool. In order to make it more appealing, it could be cut perfectly and laminated. Then, in order to bind it and make it easier to turn each page, it usually undergoes the wiro-punching and the wiro-binding process. In the same manner, if we receive orders of books, it can be bound using the stitching or other methods.

The Post –Press facility makes use of a Programmable Cutting machine to ensure that the paper is cut with precision and as accurately as possible.

Products

At Patel Printing, we have an exciting range of products that we can print and deliver, customized to the client’s requirements. Our offset and flexo-print equipped machines make it possible to be able to provide a variety of print possibilities to our clients. Here is a detailed picture of the Print Products and Collaterals that we offer.

Books

Our presses are capable of producing books, which are described by their size, number of pages and the binding method use. We employ a lot of different binding methods like saddle-stitching, perfect binding, etc. The books ordered for printing are usually magazines, catalogs, annual reports, etc. We recognize the importance of ensuring that such printed business tools, provide the right kind of impression. Hence, we guarantee processes and results that create a sort of quality that is comparable only by international standards.

Folders

We can provide you with different kinds of folders. These are usually of the kinds that are single sheets of paper that have been folded one or more times, like brochures.

Leaflets

These are described as single sheets of paper that are printed on one or both sides. They are usually used as sell sheets, flyers, product leaflets, hand-outs, etc. Although a very small sort of job, you can rest assured that we treat them with as much importance as our bigger orders.

Posters

We create posters depending on its usage. This changes the kind of paper used, laminations, size etc. They are usually quite large, (i.e. 11" x 17" or larger). Posters are usually made to create quite an impression and hence, we ensure we have done justice to the job.

Calendars

Calendars, especially those printed as promotional tools for companies, have to provide a great impression. These can be printed as single sheet poster styles, multi-sheets, or table calendars. No matter how it is used, we can ensure that it paints a really pretty picture.

Pocket Folders (a.k.a. Pouch Folders / Presentation Folders)

These folders are made for the purpose of holding multiple documents of the European A4 (8.25" x 11.75") or the US Letter (8.5" x 11") size. They can also be made with pockets, and customized in other ways according to your requirements. They are usually used to carry and then hand out informational data or proposals. The prove to be quite useful and are usually of the standard 9" x 12" with 4" high pockets. These sizes can all differ depending on each client’s individual requirements and creative suggestions.

Visual Aids

Generally used as presentation tools, they are multiple sheets that are bound together. They are held together by binding processes like spiral / wire-o / comb processes. The sheets are generally laminated in order to increase the durability of the aid. These visual aids are used as presentation tools, sales tools, flip charts, etc.

1.3 The Vision

The vision of Deepak Printing Press is to become a brand name by 2020, primarily in Gurgaon and also in the rest of NCR. it has started expanding by making presence through parternering with customers. This step is helping in a two-fold manner – first, it is providing the required market presence and second, it is bringing more revenue which is required by the enterprise to further its business.

To ensure that we consistently innovate to improve the quality of our products, we follow a certain ‘Quality Policy’. This policy is embedded into each of our processes and into every individual of our company. The Quality Policy also allows us to be able to cater better to our clients needs.

Partnering with Our Customers

By partnering with our customers, we are able to provide cost-effective, timely and world-class printing.

Employee Knowledge Investment

We encourage our employees to participate and actively involve themselves at all levels of our processes.

Technologically Updated

At Patel Printing, we understand how vital it is to keep pace with the latest technological advancements. Therefore, we ensure that we actively investigate and invest in the latest technology to improve quality and productivity. This proportionately benefits our customers with better products, and speedier production rates.

Vendors as Partners

We treat our vendors, who are a vital part of our company processes, as partners who promote the progress of our company.

Ensuring Lawful Transactions

We, at Patel Printing, consider our company to be a responsible corporate. To be able to honor this position, we ensure that all our transactions are legal and comply with mandatory requirements.

Contributing to Society

As a company who is concerned with the welfare of society, we also make regular contributions towards to uplift and better it.

2. Current Business Environment

The current business environment for Deepak Printing Press is very competitive but is steadily moving towards it. With the presence of established players it is important to capitulate on the existing image of the brand before it gets diluted. Although Deepak Printing Press is not a big organisation, still a SWOT and Porter’s Five Forces analysis might help in ascertaining the market in a more comprehensive manner.

SWOT Analysis

Strengths Weaknesses

1. Strong Relationship with existing customers.

2. Presence in the area from a long time3. Established customer base4. Infrastructure5. Ongoing need for printing

services.6. Direct Marketing expertise7. Brand Recognition8. Brick and Mortar presence

1. Inefficient information systems being used which hamper growth

2. Outdated Selling Practices.3. Mediocre customer service diluting

brand image4. Lack of Relationship with

Marketing Executives.5. Legacy Cost6. Legacy Personnel.

Opportunities Threats

1. Increasing Marketing Budgets2. Technology Like PURLs Keep print Relevant3. Very few publishers providesuch variety of products4. Increasing interest in cross media

marketing.5. New Technology makes Direct

Marketing more Cost-effective6. New Production technology brings cost

down.7. Web-Ordering Opens up new sales

opportunity

1. Slow but steady emergence of competition

2. Established publishing chains from NCR region trying to gain a foothold in the Gurgaon market

3. Green Movement.4. More Marketing Moving online5. Shrinking Print industry6. Rising Material and Postage Cost7. Web-2-print services Increase

competition.

Porter’s Five Forces Analysis

PotentialEntrants

Threat of new entrant (Medium)

Suppliers

(Low) IndustryCompetitors

Bargaining power of customers

Buyers

Bargaining power of suppliers

Rivalry among existing firms (High)

(Medium)Threat of substituteproduct or service

Substitutes

Threat of intense segment rivalryThe publishing market is expanding everyday in the city. With this continuous expansion the established players are increasing their hold in the market. This is increasing the competition and puts the firm under the threat of segment rivalry. Established players such as BM Printing or Dot Com Printo Graphics have developed eating joint model which provides the customers more options. Introduction of newer products is also difficult.

Threat of new entrantsThe threat of new entrants is fairly easy as the market is governed by prices making it easier for anybody to enter. In the same manner, exit barriers are also absent and anybody can leave without any resistance from the competition.

Threat of bargaining power of suppliersAs the competition is not severe, thus it also has an effect over the suppliers which are also large in number and thus possess little bargaining power.

Threat of bargaining power of customersAs there is low brand value for the players, the customers possess high bargaining power. They don’t have loyalty and base their choice over the prices offered. Absence of switching cost also helps them to have the specified behavior.

Threat of substitutesThe market has seen an influx of products such as cakes, muffins, puffs, etc. from big organizations such as Nestlé, Britannia, Parle, ITC, etc. These substitute products have a better penetration in the market and pose a decent threat to the printing business.

3. Challenges

The challenge for Deepak Printing Press is to maximize profits while maintaining quality and heightened customer satisfaction. After delving into the possible causes of concerns and bottlenecks which the enterprise was facing, the following challenges were figured which collectively formed a hindrance to the profits:

1. Absence of control measures for wastage and pilferageDeepak Printing Press doesn’t have any means to control the wastage and pilferage happening during the production as well as the selling process. The minimization of the waste is done through approximate forecast of demand based upon the past sales figures. This method is crude and doesn’t give the right picture. Thus, there is little or no reduction in the pilferage of the products.

2. Absence of comprehensive Inventory management systemsAs stated earlier, Deepak Printing Press deploys crude methods for forecasting future demands. This has an adverse effect on the inventory management of the enterprise. This also results in wrong procurement cycle and leads to storage problems as well.

3. Absence of proper systems for accounting and billing functionsThe system for cash accounting in Deepak Printing Press is manual and is maintained by the cashier. This system has its drawback in the manner that any anomaly in the accounts is difficult to identify. Moreover, analyzing the sales data is complicated with manual data input through this system.

4. Loss of market share because of increasing competitionThe increasing competition in the market is diluting the market share of the printing. The enterprise is facing competition both from the local players, who are also cashing on the increase in demand of the printing products, as well as organized players like Nestlé, Britannia, Parle, ITC, etc.

4. Organizational Goals1.1 Methodology

For the purpose of determining the Organizational goals for Deepak Printing Press, i n t e r v i ew b a s ed d i s cu ss io n s were conducted, both with the employer as well as the employees. Based on their insights about the business and the issues they felt were affecting it, a list of both Long Term and Short Term goals were deduced.

1.2 Long Term Goals

Goals with a time horizon of more than 5 years were categorized as long term goals. These were identified after studying the strengths of Deepak Printing Press and the opportunity the market offered.

1. Establish brand “Deepak Printing Press”2. Expand “Deepak Printing Press” successfully over the NCR region

1.3 Short Term Goals

Short term goals were those which were identified to have a period of 1-2 years for accomplishment.

1. Bring down wastage and pilferage to a tenth of what was being produced currently

2. Incorporate proper inventory management systems to expedite the procurement process

3. Introduce a comprehensive accounting system which integrates all the revenue generating units of the enterprise

4. Increase visibility of the enterprise vis-à-vis the competition

5. Strategies and Critical Success Factors1.1 Methodology

Strategies for the goals identified were worked out based on their analysis both in isolation as well as collectively.

In terms of isolated viewing, goals were assessed on the requirements which were necessary for their individual accomplishment. On the contrary, a collective approach was followed so as to ascertain the strategies that the goals would require with respect to the market and existing competition.

The Critical Success Factors (CSFs) are the differentiating factors which increase the probability of the success of a strategy. In the given case, the CSFs were identified in accordance with the strategies that were to be adopted for the accomplishment of the goals.

1.2 Identified Strategy

LTG1 – Establish brand “Deepak Printing Press”

# Strategy Critical Success Factors1. Increased marketing and

advertising efforts Point of Difference and Point of Parity Communication Mix Product Innovation

2. Improved Creativity and Design

Quality Creativity Pricing

3. Increase in number of centers Ease of availability of space Collaboration with retailers and grocery stores Standardized design for eating joints to facilitate

quick implementation

LTG2 – Expand “Deepak Printing Press” throught the NCR Region

# Strategy Critical Success Factors1. Association with Retail

Chains Low price and Better margin Wide range of products Efficient delivery

2. Establishing more eating joints

Mapping customer requirement in every region of establishment

Customized ambience in-tune with the customer preference

Focused marketing for every region of establishment3. Introduction of Street Stalls

and Kiosks Heightened visibility Increased market penetration

STG1 – Bring down the wastage and pilferage to one-tenth of what was being produced currently

# Strategy Critical Success Factors1. Adoption of robust

forecasting methods Standardized forecast mechanism Inclusion of factors such as Seasonality Better forecast figures than previous ones

2. Enhancing efficiency of production cycle

Controlled production Enhanced supervision at the production level Deployment of methods such as Kanban, Jidoka, etc.

STG2 – Incorporate proper inventory management systems to expedite the procurementprocess

# Strategy Critical Success Factors1. Collation of daily raw

material usage Daily material usage figure Expeditious assignment of raw material to

production2. Working out better deals

with suppliers Assured supply Cost benefit as compared to the competitors Assurance of quality Supply in case of emergency i.e. sudden increase in

demand

STG3 – Introduce a comprehensive accounting system which integrates all the revenue generating units of the enterprise

# Strategy Critical Success Factors1. Uniform pricing structure for all

products Ease of management of price Better management in case of price wars

2. Automated centralized accounting system

Ease in analyzing sales from any sales point Easier calculation of turnover for any

period Enhanced control over sales-personnel

3. Minimization in sale of loose units Easier to track shop-lifting and theft4. Usage of bar codes for sale of products

to monitor exact sales figure Exact sales figures Ease in forecasting sales Faster execution of sales leading to

enhanced customer satisfaction

STG4 – Increase visibility of the enterprise vis-à-vis competition

# Strategy Critical Success Factors1. Expediting processes at the

shop Heightened customer satisfaction Reduction in waiting line Better process management

2. Employing promotional strategies

Increased customer preference Better after-image of the brand Better assessment of customer requirement

3. Collaborating with corporate and other enterprises

First mover advantage Avenue of steady demand Enhanced credibility Better exposure to customer preferences

6. Analysis of Current Information Systems and Information Gaps

1.1 Current Information Systems AssessmentThe current information systems used at Deepak Printing Press are all manual in nature. These information systems are updated every day, and the inventory is maintained based on these entries. There are four categories of information which is maintained under these information systems, namely:

1. Daily sales figures2. Raw material stock3. Finished goods stock4. Cash balance

1.2 Key Information RequiredThe current information system of the printing is complex to maintain and does not have a standard manner of being collected. Thus, a proper information system becomes the need of the hour for the enterprise. After analysis of all the CSFs and the current information systems, following information set would be required.

1. Comprehensive sales data for each day, collated over a month2. Stock of finished goods every morning with the exact number of units for each

product3. Stock of raw material consumed over the day/ one manufacturing cycle4. Average amount of material required for a unit/lot of a particular product5. Number of personnel at work on a day6. Number of competitors

1.3 Information Gaps and Automation RequiredFrom the list of current information systems at Deepak Printing Press and the required information set, the existing information gaps can be ascertained.

Key Information RequiredInformationprovided by

current systems

Existing InformationGaps

AutomationRequired

Comprehensive sales data for each day, collated over a month Yes

Does not give separate sales figures for the eating joint and the retail outlets

Yes

Stock of finished goods every morning with the exact number of units for each product

Yes Exact number of units not mentioned

Yes

Stock of raw material consumed over the day/ one manufacturing cycle

Yes Data tells overall consumption only

Yes

Average amount of material required for a unit/lot of a particular product

No

No method to put the data; estimated amounts based on experience are used

Yes

Number of personnel at work on a day Yes No standard protocol YesNumber of competitors No No intention to find Yes

Moreover, automation would also be required for streamlining the accounting methods of the enterprise.

7. Possible IT Interventions

From the analysis of the information collected from Deepak Printing Press, it can be concluded that the information systems are complex and old, lack in a number of areas and hamper the vision of the enterprise as a whole. Thus, it becomes the need of the hour to replace them with efficient IT systems which can answer the requirements of the enterprise comprehensively, and aid it to achieve its goals.

Following are the possible IT applications which Deepak Printing Press should employ, based on the CSFs and Information Gaps identified:

Deepak Printing Press Inventory Management System (TCT IMS)The TCT IMS would be having the following sub applications:

Raw Material Management System (RMMS) Finished Goods Record System (FGRS) Sales Record System (SRS)

Scope This system will, as the name suggests, provide the support for inventory management.

Business Logic The application will work in three areas – Raw Material Stock, Finished Goods Stock and Sales Figures. The application will combine the above stated figures to generate a daily log of the same in a collective manner.

Inputs Daily sales forecast (Initially manual, then automated). Inventory Information regarding Raw material stock, finished goods stock and sales figure (amount)

Outputs Daily Inventory report, Wastage report and Cost Analysis

Databases [CRU-]Raw material database, [CRU-]Finished Goods Database, [-R--]SalesDatabase

Performance Expected Users

Accounts Manager at all outlets and the central location

Deepak Printing Press Customer Relationship Management (TCT CRM)Scope CRM system will be used to maintain customer database and generate

analysis on customer behavior and preferences.

Business Logic Analysis of customer data can provide rich insight into customer’s

purchasing power, buying preferences, likes and dislikes etc. It would help to provide customised products and services at premium to the selected customers.

Special occasions like birthdays, anniversary etc. constitute major portion of annuals sales. Customer data could be used to pitch products to the customers and also to forecast sales for a particular day.

Customer data can be used to maintain customer relations by contacting through phone calls or SMSs. This would help in generating repeat business.

Analysis of customer data will help in identifying customer segment and targeting new customers.

Inputs Customer phone nos., address, personal details, preference etc.

Outputs Customer analysis report (Geography, Income, Age, Frequency segmentation), Daily notifications for contacting customers

Databases [CRUD] Customer Information Database (Address, Phone no, Preference, Complains etc.)

Deepak Printing Press Forecast Management System (TCT FMS)Scope This system would generate steady forecasts based on past sales figures

employing a robust forecasting mechanism. The TCT FMS will not only generate figures as target sales but will also aid in determining the budget of the enterprise.

Business Logic TCT is in the business of perishable food items. To achieve the target of cost control it is imperative to have forecasting capability. Historical sales data, data from point of sales and CRM system will be used in generating daily and weekly forecasts. The forecasting mechanism can be different for different sales points, thus giving an all-encompassing forecast.

Inputs Historical sales data, Data from CRM system regarding special occasions

like birthdays, anniversary etc.

Outputs Daily sales forecasts for each outlet

Databases [-R-] Transaction History Database, [CRUD]Forecast Database

Deepak Printing Press Accounts Management System (TCT AMS)Scope This system will provide Deepak Printing Press a panoptic view of all the

financial transactions taking place at the retail outlets as well as the eating joints.

Business Logic All the transactions will be recorded and sales figures compiled on daily basis. It will connect to TCT IMS and TCT PMS to compile inventory costs and employee costs. This reports generated from the data will be used for financial planning and cost control.

Inputs Employee information, payroll information, leaves and advances etc.

Outputs Profit and loss statements, costs and works accounting reports, variance analysis reports.

Databases [CRU-] Sales, [CRU-] Purchases, [CRU-] Expenses, [--R-] Payroll Database

Deepak Printing Press Personnel Management System (TCT PMS)Scope This application is suggested keeping in mind the vision of Deepak Printing

Press to expand and create a brand name in the future. Thus, as the size of the organization grows, the size of the workforce would also grow with it. Hence, it is very important to have a system which helps in better management of the workforce.

Business Logic The TCT PMS will contain the data such as attendance, leave, salary and wages, incentives, etc. It will also be connected to TCT AMS for accounting purposes.

Inputs Employee information, payroll information, leaves and advances etc.

Outputs Payroll generation, reports on employee productivity, manpower planning

Databases [CRU-] Employee Database, [CRU-] Payroll Database

8. Prioritization1.1 Value Analysis

InformationSystem

SalesImprovement

Cost Reduction PlanningFacilitation

Overall Impact

Inventory Management

System (TCTIMS)

NA

Customer Relationship Management (TCTCRM)

NA

Forecast Management System (TCTFMS)Account Management System (TCTAMS)

NA

Personnel Management System (TCTPMS)

Size of segment shows relative contribution for a given attribute.

1.2 Readiness Analysis

InformationSystem

PeopleIssues

Data Issues TechnologyIssues

Other Issues Readiness

Inventory Management

System (TCTIMS)

No dedicated person to account for inventory.

Automating Inventory data collection tough and costly

No issue No previous process to log inventorytransactions.

Customer Relationship Management (TCTCRM)

No issue No previous data. Database needs to be built up from scratch.

No issue No issue

Forecast Management System (TCTFMS)

No issue Historical data difficult to obtain intially, to test the forecast models.

Forecast models need to be developed.

No issue

Account Management System (TCTAMS)

Could lead to worker overload

No issue No issue No existing process for cost and work accounting

Personnel Management System (TCTPMS)

Performance tracking could be an issue

Performance Metrics not defined

No issue No issue

Val

ue1.3 Readiness Value Matrix

ForecastManagement System

Account ManagementSystem

Inventory ManagementSystem

Customer Relationship Management

Personnel Management System

Readiness

9. Implementation Plan

10. Conclusion

The report suggests that the goals suggested by the enterprise can be achieved on comprehensive implementation of proposed IT led strategies. Moreover, on analysis of the existing information systems at Deepak Printing Press, it was found that they were manual and inefficient which was becoming a bottleneck in the smooth functioning of the enterprise. Thus, proposed strategies would be beneficial as they were not only efficient and robust, butalso had the flexibility of incorporating future expansion plans of the printing.