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SUBJECT TITLE : System Analysis & Design

SYSTEM NAME : Computerised Stock Control Management


System

MEMBERS : Praveena Sarathchandra(CB003403)


Ayodya Piyaruwan(CB003476)
Chathura Wickramasinghe(CB003455)

INTAKE CODE : DF0931ICT

SUBMITTED TO : Mr. Eranjan Padumadasa

DATE : 09/03/2009
[ This document is created according to the project carried out for the Royal Fernwood
Porcelain Ltd to built a stock management control system for the company.
According to the stages in the life cycle of the project the introduction provides the basic idea of
the initiation of the project.
The company overview is provided in this documentation was to describe the history and the
background to the organization.
The documentation discus the problems with the existing manual driven system in this particular
company as well as the new system is discussed in detail.
Feasibility study is carried out to recognized how reliable and efficient the system.
The investigation and requirement specification was in this documentation the ways and means
how the interviews and observations have been done.
Logical process diagrams are included which is the guidance to the way how the system relates
to the data inputs and how it connect with each entity. ]
Acknowledgement

Praveena sarathchandra, Ayodya Piyaruwan,Chathura Wickramasinghe the members of


the project team would like to thank Mr. Eranjan Padumadasa for his continuous support
and guidance throughout the project ,for his invaluable supervision to make this effort a
success.

We are really grateful The General Manager of Royal Fernwood Porcelain,


Mr.Sarathchandra for his immense help providing the details of the company and the
system, guiding us throughout the project to make this event a success. And also we
thank the management as well as all the employees.

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

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

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

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

Royal Fernwood Porcelain Limited is an ISO 9001 system certified company and all
products manufactured pass the food and drug administration (FDA) standards of U.S.A
and also European Union Standards.
Contents
Contents......................................................................................................... 5
Section 1.........................................................................................................8
Introduction.................................................................................................... 9
The existing or the current system...............................................................10
Problems exist in the current system...........................................................11
The Factory in Kosgama...............................................................................11
About the new system..................................................................................12
Scope of the new System.............................................................................12
Section 2.......................................................................................................14
Feasibility Study...........................................................................................14
2.1Feasibility of the current system.............................................................15
2.2 Feasibility of the proposed system.........................................................15
2.3 Feasibility reports for the proposed new system....................................16
2.3.1 Schedule Feasibility Report.................................................................16
2.3.2Technical Feasibility Report..................................................................20
2.3.3Economical Feasibility Report...............................................................22
2.3.3.1Cost/Benefit analysis.........................................................................22
2.3.4Operational Feasibility Report..............................................................28
Section 3.......................................................................................................31
Investigation and Requirement.....................................................................31
Specification.................................................................................................31
3.1 Investigation...........................................................................................32
3.1.1 Interview..............................................................................................32
3.2Requirement Specification.......................................................................36
3.2.1User Requirements...............................................................................36
3.2.2System Requirements...........................................................................37
3.2.2.1Functional Requirements...................................................................37
3.2.2.1.1Technical Specification...................................................................37
3.2.2.1.2Design Specification.......................................................................37
Section 4.......................................................................................................39
Logical Process Model...................................................................................39
For................................................................................................................ 39
Proposed System..........................................................................................39
4.1Context Diagram......................................................................................40
4.3 Level 1 of Process 1.0.............................................................................43
4.3 Level 1 of Process 3.0.............................................................................45
Section 5.......................................................................................................47
Data Dictionaries..........................................................................................47
For................................................................................................................ 47
The Proposed System...................................................................................47
5.1 Data Dictionary for Context Diagram......................................................48
5.2 Data Dictionaries for Level 0 Diagram....................................................50
Section 6.......................................................................................................54
The Proposed System...................................................................................54
6.1 Login Screen...........................................................................................55
6.2 Manager..................................................................................................56
..................................................................................................................... 56
6.3 Planning Department..............................................................................57
6.4 Raw Material Stores................................................................................58
6.5 General Stores........................................................................................58
6.6 Finished Goods Stores............................................................................59
6.7 General Features....................................................................................59
6.7.1 Top menu.............................................................................................59
Section 7.......................................................................................................61
Future Enhancements...................................................................................61
7.1Planning or the factory can directly contact with the customers.............62
7.2Forecasting..............................................................................................63
Section 8.......................................................................................................64
Conclusion.................................................................................................... 64
Section 10.....................................................................................................67
Appendix.......................................................................................................67
10.1 User Manual..........................................................................................68
10.2 Group Meetings....................................................................................69
Section 1

Introduction
Introduction

The project is based on introducing an efficient and effective computerised stock


management control system for the Royal Fernwood Porcelain manufacturing company
in Kosgama.

The scope of the project is to produce a computerised system according to the


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

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

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

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

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

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

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

Customers & Suppliers


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

The Factory in Kosgama

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

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

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

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

Scope of the new System

New system is designed to be used by different segments in business. It is more likely to


be used for updating records of raw material in Raw Material Stores, spare parts in
General Stores and the records for planning and decision making by the management.
This new system is design and implemented uniquely for the Royal Fernwood Porcelain
Ltd so it will identify most requirement which is been highlighted by the client.
As this is in a network it is very useful for decision making by the management. From
anywhere in the world authorised people can access the system where there are clients
as well as suppliers in overseas.
1.3.2Objectives of the New System
The main objective of this system is to avoid use of paperwork when maintaining
records in the departments of Royal Fernwood Porcelain Ltd, including General Stores,
Raw Material Stores, Finished Goods Stores and Planning department. The system is an
online web based application. Thus it also enables Top level management to monitor the
status of production plans, take decisions and inquire relevant departments even when
they are travelling overseas.
Section 2

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

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

2.2 Feasibility of the proposed system

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

2.3.1 Schedule Feasibility


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

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


the benefit of the company.

The software could be upgraded and adjusted to suit the company requirement.
Work Breakdown Structure
Major Activities (Level 1)

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

1.0 Project Plan


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

2.0 Analysis on Present System


2.1 Study the current system in General Stores, Planning, and Department
2.2 Interviewing in charge
2.3Identify limitations

3.0 Technology Research


3.1Researching on software and hardware
3.2Researching on modern methods
3.3Feasibility Report
4.0 New Design
4.1Understanding Requirements
4.2Designing the system
4.3Coding
4.4Testing and Debugging

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

Task Praveena Ayodya Chathura


1.Project Plan
1.1 Identifying Tasks and Activities * * *
1.2 Estimating Time-scale * * *
1.3 Workload matrix * * *
2.Analyzing the Current System
2.1 Studying the current system *
2.2 Interviewing In charge * *
2.3 Identifying limitations * *
3.Technology Research
3.1 Researching on software, hardware * * *
3.2 Researching on Modern Methods * *
3.3 Feasibility Report *
4.New Design
4.1 Understanding requirements * * *
4.2 Designing the system * *
4.3 Coding *
4.4 Testing and debugging * * *
5.Documentation
5.1 Preparing the soft-copy * * *
5.2 Checking the documentation * * *
5.3 Finalizing the documentation * *
5.4 Printing the hard-copy * *
5.5 Binding the documentation * *
2.3.2Technical Feasibility
Report

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

P
entium 4 or higher processor

2
56MB of RAM or higher

W
indows XP SP2
Other hardware

A
DSL router

5
HP bubblejet printers

N
etwork cables

We can have each computer at departments connected by an ADSL router. ADSL


broadband internet connection is recommended in terms of high speed of access and
affordability.
2.3.3Economical Feasibility Report

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

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

Development and Purchasing Cost


Value/unit Total price

5,000 25,000
ardware
40,000 160,000

5000 5,000

HP 190,000
bubblejet
printers

Pentium
Dual
Core
computer
s

0 Black
& White
cartridge
s

DSL
router

TOTAL
9,000 9,000
oftware
9,000

perating
system(
Windows
XP sp2)

TOTAL

100 500
etwork
1000 5000
connecti
vity 5500

5m network cable

Installing chargers

TOTAL

80,000

evelopm
ent costs

1000 1000

omain
registrati
on

TOTAL 285,500
Maintenance costs

implementations value/unit total

Maintenance

5,000 25,000

ervice and upgrading of


hardware
15,000 75,000

5000 and upgrading


ervicing 5000
software

2000 2000

aintaining networks 107,000

eb host

fees

TOTAL

Salaries

25,000 25,000

10,000 40,000
anager

65,000
Store Keepers

TOTAL

TOTAL Monthly 172,000


Pay Back Analysis

Costs USD Cumulative Cost Benefits USD Cumulative


USD Benefits USD
2,483.25 2,483.25 1,739.58 1,739.58
1,496.04 3,979.29 1,739.58 3,479.17
1,496.04 5,475.33 1,739.58 5,218.75
1,496.04 6,971.37 3,479.17 8,697.92
1,496.04 8,467.41 3,479.17 12,177.09

1USD = 114.97 LKR (http://www.xe.com/ucc/convert.cgi)


Pay back = 2 + (5475.33-3479.17) / (5218.75-3479.17)
1
y
rs 8 months

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

Determine Cash Flow


Net Present Value

Initial Y1 Y2 Y3 Y4 Y5
investment USD USD USD USD USD
USD
(2,483.25)
Cash inflow 1,739.58 1,739.58 1,739.58 3,479.17 3,479.17
COC 10% 1 0.909 0.826 0.751 0.683 0.621
(2483.25) 1,581.28 1,436.89 1,306.42 2,376.27 2,160.56
NPV 6,378.17

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

Return On Investment
ROI= Total Benefits-Total Costs / Total Costs
USD (12177.09 – 8467.41) /8467.41
43.81%
2.3.4Operational Feasibility Report
Operational Feasibility is used by this project to define the agency of the problem and
the acceptability of solution. In this, we asses the usability of the proposed system after
its development. Mainly we focus on the social issues, people oriented issues regarding
the system.
Internal issues such as employees to operate the system, employee objections, how well
it can be used to resist the change, as well as conflicts. In here we consider whether
current working practices and procedures support a new system and how the working
patterns were affected because of the system.
In this particular project we assess operational feasibility according to the PIECES
framework.

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

Information

The current system provides managers and the administration timely updated
information which is very useful in quick decision making. System generates status
message automatically when the reorder-level of material stock or spare parts and other
required equipment is reached so that it will not at any given time run out of stock.
Management would be able to rely on the system as it provides accurate up to date
information for the end users. Existing system is there only been used by the General
stores which is not in a network so management at the moment won’t be able to use it
for decision making. Compared to the existing system the current system plays a major
role in providing information to satisfy management requirements.

Economy

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

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

Efficiency
In this new system people, machine and computers don’t waste time. Wastage is
minimum. It is easy to access data because of the MySQL data base. Effort and material
required for tasks is minimum.
Services
Current system provides a reliable service for all users who has access to the system.
Management can rely on the current system because it up dates the information then and
there and work flexibly within the network.
Section 3

Investigation and Requirement

Specification
3.1 Investigation

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

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

1
.
C
ould you kindly let us know
the background of business
for past few years?
1
.
1
H
ow do you face the credit
crunch?
1
.
2
H
ow is the organisation has
affected?

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

3
.
R
egarding the stock
management control system,
how do production, raw
material finish goods
departments operates?

4
.
W
hat are the current major
issues associated with the
manual driven system?
4
.
1
H
ow does it affect the
management decision?
4
.
2

How does it affect the


employees and share
holders?

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

6
.
I
s there any idea that has
been formed already by the
management?
7
.
I
s there any suggestions from
the management about the
equipments which should be
used?

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

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

1
0
.
A
fter developing the system
what are the outcome you
are expecting?
3.2Requirement
Specification
Under the requirement specification we focused whether the requirements are exactly
right, whether they are complete, compatible, achievable, reasonable as well as testable.

3.2.1User Requirements
In our new system we focused more on the end user requirements. We design our
system as a web based application form and different segments and functions in the
organization can get information according to their authorised level.
They needed a system which can be accessed from anywhere in the world which should
be accessed separately by different function levels in the organization.
Among the requirements they needed high security with their business information and
with the strategies.
3.2.2System Requirements

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

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

3.2.2.1.2Design
Specification
In our design look and feel of the interface was according to the requirements of the
client as well as adhearing to the rules for the display of global and particular elements.
Data flow diagrams and the data dictionaries were used to make the design look and feel
meaning to the end user.
Section 4

Logical Process Model

For

Proposed System
4.1Context Diagram

Finished Goods
Finished Product Detailst
Stores
Item
Reserve
Purchased Request
Item
General Stores Details
Manager Feed Back

Available Item Details


Plan Status

Monthly Summary

Issue Request
Planning
New Production Plan Department
Manager
Feed Computerized
back
Stock Control
Manager Feed Back
Reorder level Notification Management
System
Purchased Material Details New
Feed
Back

Issue Request Create


User
Request

Production Plan

Manager
Raw material Feed Back
Reordering Monthly
Stores Level Summary
Notification
Plan
Status

Manager
4.2Level 0 Diagram

Item Reserve Message Finished


Planning Goods
Requested Item Details
Department Store

1.0 Item Code


Process
Plan Status Finished
Production Item Quantity
Plan Status Plan Items

Manager New User Details

4.0 User
User Details
Create Records
Users.

New Message
2.0
Handle
Message Messages
Message
General
Item Details Item’s
General
Purchased Item Receipt Record
Stores
Item Reserve Message Finished
Planning Goods
Requested Item Details
Department Store

1.0 Item Code


Process
Plan Status Finished
Production Item Quantity
Plan Status Plan Items

Manager New User Details

4.0 User
User Details
Create Records
Users.

New Message
2.0
Handle
Message Messages
Message
General
Item Details Item’s
General
Purchased Item Receipt Record
Stores

Item Issue Request Item Quantity


3.0
Reorder level Manage Material Quantity
Item Issue request Stocks
Material Receipt

Raw Raw
Material Material Details Material
Stores Reorder Level Notification
Records
4.3 Level 1 of Process 1.0
1.1 Finished
Planning Items
Create
Department Requested Item Details
Production
Plan Item
Code
Available
Quantity New Quantity

Item Details

1.4
Update
Item Quantity
1.2 Stocks
Check Item Item Reserve arequest
Availability

Item Details
Finished
Needed Item Details Goods
Store

1.3
New Plan Process Monthly Summary
Production

Plan Status Manager

Production
Plans
4.3 Level 1 of Process 2.0
Finished
Message Goods
Store

Manager
New Message

2.1
Handle General
Messages Message
Message Stores

Message

Planning
Department
Raw
material
stores
4.3 Level 1 of Process 3.0
Item Code

3.1 General
General
Purchase Item Request Update Item Quantity
Stores Item
Stores
Stocks Records

Purchased Material Details Material Code

Material Quantity

Raw
Material Code Material
Available Quantity Records

Status Message
Raw Material Issue Request
Material
Stores Item
Item
Code
Issue 3.2 Available Quantity
Request
Status Message Handle
Request
Reorder
Level
Notification

Item
Code
Reorder
level Reorder Level
Notification Reorder level

Reorder
Level
Notification

3.3
Check
Reorder
level
4.3 Level 1 of Process 4.0

4.1
User
User Details Create New User Details Manager
Records
Users
Section 5

Data Dictionaries

For

The Proposed System


5.1 Data Dictionary for Context Diagram.

Entities

Name General Stores


Description Keeps and maintain items stocks like spare
parts.
Input data flow Reorder level Notification, Manager Feed
back.
Output Data Flow Purchase item details, Issue request.

Name Finished Goods Stores.


Description Keeps finished goods
Input data flow Manager feed back, Item reserve,
Available item details.
Output Data Flow Finished product list.

Name Manager.
Description Manages work.
Input data flow Monthly summary, Production plan, Plan
status.
Output Data Flow Create user request, New feed back.

Name Planning Department.


Description Creates monthly production plan.
Input data flow Plan status, Monthly summary, Manage
feed back.
Output Data Flow New production Plan.

Name Raw material stores.


Description Manage raw material.
Input data flow Manager feed back, Reordering level
notification.
Output Data Flow Purchased material details, Issue requests.
Data Flow.

Name Purchased Item Details


Description Full information and records of purchased
items.
Origin/ Source General Stores
Destination/Sink Computerized stock control system.
Data Structure Item Code and Name + Item Quantity +
Remarks

Name Finished Product Details.


Description Gives the user the details of available
finished items.
Origin/ Source Finished stores.
Destination/Sink Computerized stock control system.
Data Structure Item Code and Name + Item Quantity +
Remarks

Name Purchased material details.


Description Provides user with the details of
purchased raw material.
Origin/ Source Raw material stores.
Destination/Sink Computerized stock control system
Data Structure Item Code and Name + Item Quantity +
Remarks
5.2 Data Dictionaries for Level 0 Diagram.

Entities.

Name Planning Department


Description Creates monthly production plan
Input data flow Plan status.
Output Data Flow Requested item details.

Name Finished Goods Store


Description Keeps the finished items.
Input data flow Item reserve request
Output Data Flow -

Name Manager
Description Manages work properly
Input data flow Plan status
Output Data Flow New user details, New message.

Name General stores


Description Manages the items such as spare parts
Input data flow Message, Reorder level,
Output Data Flow Purchased items receipt, Items issue
request.

Name Raw material stores.


Description Stores raw material.
Input data flow Message, Reorder level notification.
Output Data Flow Purchased material receipt, Item issue
request.
Process

Name 1.0 Process Production Plan


Description Creates monthly product plan by checking
available finished items.
Input data flow Requested item detail
Output data flow Plan status,
Process Description Begin
Read Search Finished items
Display Available items details
Count Needed items
Create Product Plan
End

Name 2.0 Handle Messages.


Description Create necessary messages to pass
information.
Input data flow New user details, New messages.
Output data flow Messages.
Process Description Begin
Read Section, Message, Priority
Send message
End

Name 3.0 Manage Stocks


Description Checks the raw material and maintain
stocks
Input data flow Purchased item receipt, Items issue
request, Purchased material receipt,
Material quantity.
Output data flow Item details, Item quantity.
Process Description Begin
Read Item details, Item quantity
Insert Item details, Item quantity.into
database
End

Name 4.0 Create users


Description Creates the new profiles of new users.
Input data flow New user details.
Output data flow User details.
Process Description Begin
Read Username, Password, Full_name,
Address, Email, Address, Type
Insert Read Username, Password,
Full_name, Address, Email, Address, Type
Into database
End

Data Stores.

Name Finished Items


Description Keeps records of finished items
Input data flow Item code
Output data flow Item quantity
Data Structure Item Code and Name + Item Quantity +
Remarks + Updated by + updated date

Name User Records


Description Keeps the details of system’s users.
Input data flow User details
Output data flow -
Data Structure User ID + Username + Password + Email
+ Full name + Address + TP + Mobile +
User Type

Name General Item’s records


Description Keeps and provide the user with the details
of general items.
Input data flow Item details
Output data flow Item quantity
Data Structure Item Code and Name + Quantity +
Remarks

Name Raw material records


Description Keeps and provides user with the raw
material details
Input data flow Material details
Output data flow Material quantity
Data Structure Material Code and Name + Material
Quantity + Remarks

Data Flow .

Name Requested Item details


Description Required item details for monthly planning
Origin/ Source Planning Department
Destination/Sink 1.0 Process production plan.
Data Structure Item Code and Name + Item Quantity +
Remarks

Name New user details


Description Gets the details of anew user
Origin/ Source Manager
Destination/Sink 4.0 Create Users process
Data Structure User ID + Username + Password + Email
+ Full name + Address + TP + Mobile +
User Type

Name Item Details


Description Gets the item details from general stores.
Origin/ Source 3.0 Manage stocks Process
Destination/Sink General Item’s record
Data Structure Item Code and Name + Item Quantity +
Remarks

Name Material Details


Description Gets the raw material records to measure
needed material stocks
Origin/ Source 3.0 Manage stocks Process
Destination/Sink Raw material records.
Data Structure Material Code and Name + Material
Quantity + Remarks
Section 6

The Proposed System


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

After a successful login, the user is redirected to the particular section depending on the
user type.
Types of sections and available;
1
.
M
anager
2
.
P
lanning Department
3
.
R
aw Material Stores
4
.
G
eneral Stores
5
.
F
inished Goods Stores

6.2 Manager

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

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

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

6.5 General Stores


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

6.6 Finished Goods Stores

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

6.7 General Features

6.7.1 Top menu


H
ome – homepage

M
y Account – Edit user
account details such as
passwords, personal
information.

L
ogout – logout current user
Section 7

Future Enhancements
Future Enhancement

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

7.1Planning or the factory can directly contact


with the customers
We would like to point out some of the functions which they can implemented to make
this system a complete and more user friendly application.
This is not yet been design for the customers to get information directly through the
system.
E.g.: Customers won’t be able to check the stocks available and can’t make decision
according to that. Only system provides them to send the required order to the head
office.
Head office had to contact planning and through planning only they are allowed to take
decision.
This can be develop that planning need not to contact head office when it is come to a
new order but directly customers would be able to contact planning.
7.2Forecasting
The system can be further developing for forecasting as well. So it will reduce most of
the management time and money. The client’s main concern goes for forecasting in the
next stage they are looking forward to enhance the system for forecasting.
Section 8

Conclusion
Conclusion

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

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

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

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

According to our plan we were able to design our system using different techniques like
Data Flow Diagrams and the Data Dictionaries where we identified how data should be
transformed through the system to the end user.
In this case entities and process combined with data flows should be identified in detail
to make the design a user friendly as well as according to the standards.

The proposed design was reliable, cost effective, efficient and secure system which the
organization is in need of for their burning management problems like decision making.
And the system was uniquely design for the Royal Fernwood Porcelain Ltd where all the
requirements were met in the implementation pace.
Section 10

Appendix
10.1 User Manual

1) Edit the config.php file to suit your mysql database settings.


Insert 'rfpl' as the database name. (this name must match with name of the database
you are going to create)

2) Upload all the files and folders to the server

3) Open WampServer

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

Import the SQL file "SQL.sql"

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

Sample User accounts you can use to login to the system

Username Password User type


manager 123 Manager
pd 123 User at planning
department
fg 123 User at Finished Goods
stores
rm 123 User at raw material stores
gs 123 User at general stores
10.2 Group Meetings
Report 1
Date : 16/03/2009
Time : 11.00 A.M -12.30 P.M
Venue : Syndicate Room 5
Meeting called by : Praveena Sarathchandra
Attendees : Praveena Sarathchandra
Ayodya Piyaruwan
Chathura Wickramasinghe

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

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

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

The meeting was adjoined and decided to have our next meeting on 27/03/2009.
Report 2
Date : 27/03/2009
Time : 3.00 P.M -4.00 P.M
Venue : Lab 4
Meeting called by : Praveena Sarathchandra
Attendees : Praveena Sarathchandra
Ayodya Piyaruwan
Chathura Wickramasinghe

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

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

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

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

The meeting was adjoined and decided held our next meeting on 02/04/2009.
Report 3
Date : 02/04/2009
Time : 11.00 A.M -12.30P.M
Venue : Syndicate Room5
Meeting called by : Praveena Sarathchandra
Attendees : Praveena Sarathchandra
Ayodya Piyaruwan
Chathura Wickramasinghe

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

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

The date was set as 04/04/2009.

Meeting was adjoined and our next meting will be on the 22/04/2009.We decided to
start analyzing the facts we have gathered.
Report 4
Date : 22/04/2009
Time : 10.00 A.M -12.00 P.M
Venue : Syndicate Room5
Meeting called by : Praveena Sarathchandra
Attendees : Praveena Sarathchandra
Ayodya Piyaruwan
Chathura Wickramasinghe

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

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

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

The meeting was adjoined and decided to have it on 06/05/2009 and we will be
discussing the progress of the project.
Report 5
Date : 06/05/2009
Time : 10.00 A.M - 12.00 P.M
Venue : Syndicate Room5
Meeting called by : Praveena Sarathchandra
Attendees : Praveena Sarathchandra
Ayodya Piyaruwan
Chathura Wickramasinghe

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

We adjoned our meeting and decided to have our next meeting on 18/05/2009
after we have completed data flow diagrams and the data dictionaries.
Report 6
Date : 18/05/2009
Time : 4.00-7.00 P.M
Venue : Syndicate Room5
Meeting called by : Praveena Sarathchandra
Attendees : Praveena Sarathchandra
Ayodya Piyaruwan
Chathura Wickramasinghe

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

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