Material Management and Information System

ABSTRACT
The project titled Material Management and Information

System is to reduce the burden of employees, maintaining information, decision

making and provision for suppliers for tracking the enquiries received by them, quotation
feeding and orders received from dealers.
This system offers complete functional support for maintaining the

information of activities in material procurement by Purchase Department. Activities of purchase

department start from receiving the request from various departments and continue till the order

is placed and material delivered at the proper place.

These activities include receive request from the dealers

negotiating with suppliers and indent raising, enquiry floating, quotation entry by
supplier, quotation comparative analysis, purchase order raising and follow-up. The
system also deals with all other departments regarding the activities of this department.
Existing system
Before creating this system, all users (actors) used to send their
information through telephones, fax, postal mails or they use person-to-person contacts
with each other. It will take long time to send their orders through this type of
communications.
And there may be errors occur in the process. The administration
faces the problems to collect all the orders from other departments and to analyze the
required goods for the corresponding product. And also the information replies will again
a delay process. Administration has to send their orders to suppliers for their required
goods. In the point of view sending their orders in a traditional manner is a risk process
and they have to wait for a long time in order to get reply.

CreativeSoft (Corporate Office)

# 412, Annpurna Block,Aditya Enclave,Ameerpet,Hyderabad
500016 Tel : +91-40-40159158Mobile : 91-9247249455
 Proposed System

The department creates a system that enables a company to

schedule its purchasing operations based on the daily update of sales from its dealers. Once
the sales figures of items sold in the past week are entered by the dealers over the Internet
along with the Orders for the next delivery, the schedule for the next weeks production will be
drawn up. A report of the required raw materials or parts will be drawn up with the approved
suppliers & they will be intimated about the product requirements over the internet & asked to
quote their rates. An e-mail message asking for Quotations will be sent to the Suppliers, which
will enable quick replies. Once the Suppliers quote the rates, a purchase Order for Parts will be
placed with the required delivery schedules.

The system incorporates intelligent Order processing System which

checks and intimates the required Higher-ups in the Company about any discrepancies in the
Orders that were placed. For example if an Order is placed with a Supplier whose rates are not the
least then an automatic Event-generation will send the details of the Order & the person who
placed it, to the Managers or Directors who are supposed to oversee the process.

Once the parts are supplied the Stocks will be updated. Then a
production plan will be drawn up taking the bill-of-materials into consideration. Once the Production
plan is approved, the Part Stocks will be updated when the material is issued to the production
department.

Once the finished products are delivered from the Production

Department, the Product Stocks will be updated. Once the finished products are available
the Products will be dispatched to the required department according to the Orders placed
by them.
The system is a web based System that enables company to schedule its
purchase operations based on the daily update of purchases from its vendors. The system is
modeled to be used by a company, whose main activity is, purchase of different products & and
providing information about various operations while purchasing.

CreativeSoft (Corporate Office)

# 412, Annpurna Block,Aditya Enclave,Ameerpet,Hyderabad
500016 Tel : +91-40-40159158Mobile : 91-9247249455
 To start with, the Stocks of all the Products in the company held in the
company warehouse are stored in a Database. The details that are stored include the quantity of
each product held with the company vendors who hold the stocks of finished products for sale.

Once the sales figures of Products sold in the past week are entered by the vendors
over the Internet along with the Orders for the next delivery, the schedule for the next weeks
production will be drawn up. A report of the required raw materials or parts will be drawn up with the
approved.

suppliers for each & the suppliers will be intimated about the part requirements over
the internet & asked to quote their rates. The message asking for a Quotation will be sent as an
e-mail message. Once the rates are quoted, the Order will be placed with the required delivery
schedules.

The system incorporates intelligent Order processing System

which checks and intimates the required Higher-ups in the Company about any
discrepancies in the Orders that were placed. For example if an Order is placed with a
Supplier whose rates are not the least then an automatic Event-generation will send the
details of the Order & the person who placed it to the Managers or Directors who are
supposed to oversee the process.
Once the parts are supplied the Part Stocks will be updated. Then a
production plan will be drawn up taking the Bill-of-materials into consideration. The Bill-of-
Materials contains the details of each Product & the type & quantity of Parts required for
manufacturing a single unit of the Product. Once the Production plan is approved, the Part
Stocks will be updated when the Parts are issued to the Production Department. Once the
finished products are available from the Production Department, the Products will be dispatched
based on the Orders placed by them.

The main objective of this site is:

Maintaining the company administration.

Ordering the products from various dealers.

Fetching the Suppliers supplies and Quotations.

CreativeSoft (Corporate Office)
# 412, Annpurna Block,Aditya Enclave,Ameerpet,Hyderabad
500016 Tel : +91-40-40159158Mobile : 91-9247249455
 The actors of this system are company administration,
dealers and suppliers. This system is designed such a way that the actors can easily
interact with the system with minimum knowledge to browser the net and company
rules.

Hardware Requirements:

The selection of hardware is very important in the existence and proper

working of any software. In the selection of hardware, the size and the capacity
requirements are also important.
The System can be efficiently run on Pentium system with at least 128 MB
RAM and Hard disk drive having 20 GB. Floppy disk drive of 1.44 MB and 14 inch
Samsung color monitor suits the information system operation. (A Printer is
required for hard copy output).
Pentium processor -------- 233 MHZ or above
RAM Capacity -------- 128MB
Hard Disk -------- 20GB
Floppy disk -------- 1.44 MB
CD-ROM Drive -------- 32 HZ
KEYBOARD -------- 108 Standard

Software Requirements:

One of the most difficult tasks is that, the selection of the software, once
system requirement is known is determining whether a particular software package
fits the requirements. After initial selection further security is needed to determine
the desirability of particular software compared with other candidates. This section
first summarizes the application requirement question and then suggests more
detailed comparisons.

CreativeSoft (Corporate Office)

# 412, Annpurna Block,Aditya Enclave,Ameerpet,Hyderabad
500016 Tel : +91-40-40159158Mobile : 91-9247249455
 Operating System -------- Windows 95/98/NT/2000
Browser -------- Internet Explorer
Web/Application Server -------- APACHE TOMCAT.
Database Server -------- Oracle
Database Connectivity -------- JDBC
Other Tools & Technologies -------- Java (JDK), Servlets, JSP,
JavaMail.

Modules:

The main modules of this System are broadly divided into three. They are

Administration Module
Dealers Module
Supplier Maintenance Module
The administration module: it is the main module of the system handled by
administrator and staff members of the system. In this module the key actor is the
administrator, he was the superior of the entire system.

In this module only indent generation, enquiry flow, quotation processing,

purchase order generation and delivery of goods are done.

Dealers module: this is also one of the key modules of the system; the order of
the required products takes place by the department. In this module the key actor is the
Dealer.

Supplier Maintenance Module: this is also one of the key modules of the
system, the required number of parts to the administration done by the suppliers.
In this module the key actor is the supplier.

CreativeSoft (Corporate Office)

# 412, Annpurna Block,Aditya Enclave,Ameerpet,Hyderabad
500016 Tel : +91-40-40159158Mobile : 91-9247249455