Description
Information technology (IT) is the application of computers and telecommunications equipment to store, retrieve, transmit and manipulate data,[1] often in the context of a business or other enterprise.
INFORMATION TECHNOLOGY
CONTENTS
Acknowledgements Executive Summary Project Introduction Project Scope Project Objectives Project Deliverables Task Allocation Details of First Client Meeting Introduction and History Products Services Machinery Staff of the Branch Organizational Chart Functional Departments Administration Department Marketing Department Accounts Department Details of Second Client Meeting Details of existing System Orders from the Customers Invoices Action of HTML Mode of Payment Details of Documentation Customers Record Register Paper kept in File
……………………………… ……………………………… …………………………….… ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ……………………………….
5 6 7 7 7 8 8 9 10 10 11 9 9 10 11 11 12 12 13 13 13 14 14 14 15 15 15
I / O Transaction Register Order Record Register
……………………………….
15
…………………………..
16
Problems in the Existing System Benefits of Computerized System Requirements for Computerized System Hardware Requirements Software Requirements Manpower Required Proposed Budget Cost Benefit Analysis Website Layout Prototype (Screen Shots) Questionnaire
………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ……………………………….
16 17 18 18 18 18 19 19 20 21 33
-----------------------------------------------------------------------------------------------------------
Acknowledgements
We bow in front of Almighty Allah, Most Beneficent and Compassionate, Who granted us to develop our Project and to show our creativity. In fact we are nothing ourselves, all successful steps of our life are due to limitless blessings of Allah. Then we are deeply indebted to all who helped us and gave us any sort of information relating to our Project. Especially we wish to pay thanks to our Project Advisor and Project Manager Sir Inam ul Haq whose encouragement, most valuable suggestions, tips and guidelines were keys for approaching to the perfection in a I.T Project. Then we are thankful to Director of the SPD ( Sultan Property Dealer), Mr. Sultan Mehmood Gujjar, for cooperating with us for collecting required information about current system of the Real Estate Business. And we are also gratified to the Administration of University of Education an environment to polish our minds according to the professionalism. And at the end we dedicated this Project to our beloved parents who are sacrificing for us and for our better future. We believe that all successes in this life and life after this, are due to our parents and well-wishers after blessings of Allah.
M. Ibrar hussain Gujjar Bilal Ibrahim
Executive Summary
This project report is about P A K L A N D Housing Developers. As being the students of Bachelor of Business Administration, the major requirement was to mould our minds and thoughts according to information technology profession. So Sir Inam ul Haq gave us a project to study the business matters and record management system and Website to develop or make efficient management of the record system of company by decreasing problems and making database then recommending the computerized system in record management of the business and Launch a Website for Sale promotion. This project is a detailed description of the P A K L A N D Housing Developers. In this project enter all record daily and user. There are many problems in starting because we don’t know about any thing. First collect the data which provide all information, next analysis the data and then implementation. According to this situation, it is necessary to maintain data accurately because the company deals with other companies in the environment of competition and errors in record system may lose the contracts and agreements. So in our project this is the main issues that we will try to maintain their data. We will make an agency favoring and buyer-friendly system of data handling that will be the computerized system. And by solving their problems of the current system we will make a prototype through which they would automate their system. This computerized system will be most accurate, efficient and easy to use. And this project will be gorgeous for the.
P A K L A N D Housing Developers (Insha’Allah)
At the end, we would like to gratitude to Sir Inaam who gave us this project for developing our minds according to the needs of new competitive business fields. We will try to make this project most effective and efficient near to the perfection. Inshallah.
Project Introduction
Project Scope:
Our Project on P A K L A N D Housing Developers consists of data handling in best way through computerized system and to give them solution of the problems that occurs. We will automate the P A K L A N D Housing Developers through making relational database, solving various problems in current existing system and providing them a theme of data handling and managing software. Software theme will guide them to make full-fledged software according to their requirements that make easier and efficient to maintaining and managing data and records of P A K L A N D Housing Developers.
Project Objectives:
This Project will contain better business techniques and system supporting processes in a strategic vision. This Project will provide integrated services to P A K L A N D Housing Developers for their system, that’s result, will be significant in this competitive business field. We will also develop a P A K L A N D Housing Developers that will hold all information about history and introduction of the Organization mission. Website will give benefits to the P A K L A N D Housing Developers by high-level publicity on the world of Internet. And then we will make the structure of a computer program that will be the base for developing high-level business software.
Project Deliverables:
We will give a prototype and graphical shots of the data handling / record management software for the current system of P A K L A N D Housing Developers. We will also develop a website for Ibrar Vilalz and Bilal Vilal.Our project will be the comprehensive report on Ibrar Vilalz and Bilal Vilal that will help them to improve their system management. This project will develop our minds in a manner of Professionalism. We will get a lot of the new techniques through this project that will help us in our profession. It will be helpful for us to determine that how a business can be managed in best way by using the computer technology.
Task Allocation:
We are two members of the group. In our group M. Ibrar Gujjar is the leader of the group. Before going in organization and getting information about the system of the organization, we defined tasks for working of the whole group. Allocated tasks are; Roll # 628(7th semester) Name M. Ibrar Gujjar Tasks System Analyst, Database Programmer, Typist, Management of Technical aspects, Website, Prototype, Formatting, Editing 635(7th semester) Bilal Ibrahim Client Advocate, Management of Collected Information, Database Consultant
Technical Associate, Client Advocate Writing Information, Typist
Details of First Client Meeting Introduction and History:
P A K L A N D Housing Developers (HTML), was established in start
of the year 2009. Honor of this newly established mill is Mr. Khizar Hayaat. Knitting Branch of Hispania Textile Mill was established at the same site of the company ‘Crystal World’ after shifting the ‘Crystal World’ to another site. Hispania Textile Mill is recognized as quality garment manufacturer by following the international standards of merchandise. Hispania Textile Mills Limited (HTML), after earning a reputable name from Spain (Barcelona) in the field of knitwear, now started his dynamic operations in Pakistan.
P A K L A N D Housing Developers has two Projects;
1. Ibrar Vilas 2. Bilal Vilas
The head of the working body director Mr. Nasir Kamboh manages Ibrar Vilas. The aim of the management body is to producing the high quality Housing and to competing the other Real Estate Companies. Ibrar Vilals is now situated in very prominent place in the city.
Site Office of P A K L A N D Housing Developers is situated at the following address;
Address: PAK land (housing developer), 84 M.A. Jinnah Road Okara, Pakistan Phone: 92-333-6990930 92-332-4991003 Fax: 92-442-8974684 Email: [email protected] [email protected]
he clients’ list of P A K L A N D Housing Developers is as under;
? INVESTER ? FORGINS
Products:
? GOVT EMPLOYEE ? REGULAR CUSTOMER
The major products of the P A K L A N D Housing Developers are; • • • Plotting. Housing Developing. Commercial Shops.
Services: We Developed a Housing society with research process. First of we will find out the suitable place in the city then we will purchase and start the construction which do full fill the need of all customers.
We provide all facilities which necessary in town for example main road, street lights, green belts, electricity, water, and also security.
Staff :
Staff of over 60 people will working in the P A K L A N D Housing Developers Organization at different capacities. All staff shows good performance and makes efforts for the progress of company. Every person is well responsible about his duties and they work by sharing their experiences with each other, which results in better performance then individual work. Staff of the Hispania Textile Mills ‘knitting branch’ is as; • • • • • • Administration Staff Accounts Staff Maintenance Team Electrical Staff Store Incharge Workers and other staff
Organizational Chart:
Honor
Director
Manager
Administration Department
Operations Department
Accounts Department
Manager
Manager
Manager
Management Staff
Maintenance Team
Store Incharge
Invoices, salary, Bank Dealing
Technical Staff
Quality inspection team
Workers, Employees
Electrical Staff
ORGANIZATIONAL CHART
Functional Departments:
There are three main departments P A K L A N D Housing Developers; 1. 2. 3. Administration Department Marketing Department Accounts Departments 1. Administration Department Housing Developers is also working under the
Administration Department controls the management of the Organization. Maintenance team of P A K L A N D manager of Administration Department. They make plans for improvement in this project through better techniques. To meet the challenges and opportunities in the international Real Estate trade and out, P A K L A N D quality for its customers. Administration team keep the atmosphere of the company good and processes within different departments are handled over by the administration staff. It makes the efforts to keep in maintenance of transactions between the departments because of that the administration has its own effect on the overall performance of the company. Good management makes the combination of experiences for working together and runs the company in smooth way that is suitable for making his status in competitive field of textile. In order to handle this type of company or a customer oriented organization and to provide maximum satisfaction to the clients, the management is appointed the most professional staff (like MBAs / BBAs) who has their designation in the specific field / department, like managers, assistant managers, directors and other staff. Administration department collect the required information about working in company and all departments are fully responsible to give the required information to the Housing Developers. (HTML) is striking for excellence by adopting the best quality management practices to maintain consistent
administration so that they could maintain and keep the records of company for making decisions for better improvement in management. 2. Marketing Department
Marketing Department is most important department for Advertisement. Developing a new product, and sale promotion. The marketing staff member do work about market and make a strong brand in market and in consumer mind. If we discuss about marketing in Marketing department then we will discuss about 4ps like • price • place • product • promotion price: Set the price means that what will the sustainable price of product. And what is affordable price for all consumer. Place: Where we are going to launch product. This place is suitable or not for these product. Product: We will discuss about product brand, images, name, color scheme, packaging, and every thing which are related product. Promotion: Use a tool for sale promotion like advertisement, and packaging. 3. Accounts Department
Invoices, Salary, Bank dealings and stocks are controlling by the Accounts Department. Agreements, payment and delivery procedure is handled by this department. Accounts Department is working to improve the unit’s financial assets so that branch could expand the marketing.
Accounts department is fully responsible for the sales operations and to give the required information in time to the destination through pre-alerts with sale details. All the transactions of payments are necessary to enter in record register. Stock manager is responsible to keep the record about the order that when it will be complete and what is the quantity of order. If the other company wants to add some quantity more in his order then he asked to the manager and then after doing this complex calculations that what is the previous wastage? What will be wastage now? and when order will be complete and then gives them the upgraded information about order completion and other information about their order.
Second Client Meeting Details of system:
Invoices: It is also an important document, which is also provided by the collection, which contains the following information: ? Complete particulars about itself/organization ? Invoice No and date ? Order No and date ? Complete details of the orders ? Quantity of the items ? Total cost of the order Mode of payments: There are two methods of payments 1. According to the first method of payment the client does not pay the charges in advance rather the payment is made after delivery of the items.
2. In the second mode of payment the clients pay the charges in advance and they just have to receive.
Details of Documentation:
The documents that are used in ? Customers / clients record registers ? Papers kept in file
PAK Land Housing Developers to keep the
updated record of all the activities are under;
? Inward and Outward record register ? Order record register
Customers’ record registers: This register maintains and keeps the record of the customers which have hired the services it maintains the contacts of customers that helps in preparing the reports of old customers and new customers for the information of the management.
Papers kept in file: It is also important to keep the proper record of the documents received from the customers in order to avoid any kind of particulars at the later stages. Appropriate numbers of the copies of the documents are kept in the file.
Inward and outward Transaction Record Register: Proper record of the inward and outward transactions is also maintained and kept so that it would be helpful when information are required about sale and construction of
PAK Land Housing Developers and how many material is gone outside the area and how
many is received.
Order record register: When takes the responsibility of the order and receives the required documents from the customers then before making the arrangements for the delivery of the order, first of all they entered the order details in the order record register and assign a proper number to each for ready reference in future.
Problems during running system:
The is presently maintaining its record on the registers manually. Brief details of the documents have been mentioned in the previous. It is the era of the competitive marketing and good customers services prompt actions on the users’ requirements are preferred all over the world. The most important and appreciable factor in every community and society is to avoid wastage of time. The clients appreciate it that they may not have to wait even for a while and their requirements may be fulfilled. In such a speedy life, it becomes inevitable to develop to such an environment that may not have under go the pain of waiting for some thing. Nobody can refuse that the speed of human being is much lesser than the machines. So the works done by the machines are much faster as compared to the works done by the human beings manually or physically. This is the case with the manual documentation and record keeping system. The major draw backs of the manual paper work are discussed under here:
(1) (2) (3)
First draw back of the manual record keeping is that the additional manpower is required to maintain the record. Sufficient stationary is required to keep the records manually As the organization becomes older and older its records also grow with the passage of time. After some times it becomes much difficult to handle such huge Records manually. If any previous record is required then a lot of efforts are required to find a specific record.
(4) (5)
There are frequent chances of misplacement of the documents There are no proper arrangements for the backup / copy of the record so that in case of any untoward incident / accident with the original record the copy may be utilized.
(6) (7)
Incase of any wrong entry the alternations are made in the records which not only make the records doubtful but also increase the irritation for the handler. If the person in each department that is the incharge of the documents, he can sole the authority for those documents. Whenever the management require some record / information, they approach the concerned person and have to wait for the reply for him.
(8)
Manual documentation makes the audit of the accountable-document difficult. It becomes almost impossible for the management to trace out the frauds of the concerned person (if any).
(9) (10)
If the management is dispersed at the different stations then it becomes more difficult to obtain required information timely and efficiently. If there is the workers over-stressed with workload then there are frequent chances of the mistakes, which can become several mistakes at the later stage and cab create complications.
Benefits of Computerized System:
Nobody can refuse the speed, importance and attraction of the computerized system. A computer is machine, which can process the data billions of time faster than
the human being can. The work that is done by the thousands of hour the computer can perform that task with in seconds and fractions of seconds. After careful observations the chances of error cannot be eliminated in the work done by the human being. But on the other hand the computer can ensure not only the bulk work in fraction of seconds but also ensure the accuracy.
Requirements for the computerized system:
In order to deploy the computerized system following are required; In the important places like Manager Office, Office of Stock manager, Operator near production area for Production Entry and 4th computer should be in the office near main gate for keeping record of Inward and Outward transactions and attendances of staff. Hardware requirements: ? Four Pentium IV Computers ? Four Networking Cards (LAN Cards) ? Central Hub and Cables For Networking ? One Printer (Laser) Software Requirements: ? Licensed copy of Windows XP ? A software to Handel record System Manpower Required: ? Four Computer operators are required who could properly manage the record system with data handling and data entering experience.
Proposed Budget:
For hardware, Software and manpower requirements, budget will be as; 4 P-IV Computer Systems Laser Printer Windows XP Data Handling Software Pay of 4 Computer Operators = = = = = 44,000 /3,500 /4500 /16,000 /7,000 /22,000 /- (5,500 /- for each) (11,000 /- each system) 4 LAN cards, Central Hub and Cables =
Total Cost for Establishment of a Network =
97,000/-
Cost Benefit Analysis:
The proposed budget for computerized system of
PAK Land Housing
Developers” is very light and can easily affordable. If we see the daily Sale, it can be said that the invested cost for computerized system can easily retrieved within few moths. Only the pay of Computer Operators is one thing that will be covered in round about one year but in this time will be used to getting the extra profits due to established system.
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PAK LAND Housing Developers
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Questionnaire:
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19.
Reasons for establishing Hispania Textile Mills? Which Products you produced? What is your Marketing Procedure? What is Products Delivery & Payment System? What is Data Entering System / Record System? How you manage the records? How your system is efficient about recode retrieval? What is system of Documentation? What are Problems occurred in documentation System? Are you succeeded to control over these problems? What are your Requirements in current System? Requirements in Record Management System? What Customers require from you? What are problems in transactions between departments? What are problems in transactions between your company and Client? How you manage Invoices? What type of problems you are facing in working of Departments? What you require to make your records efficient and reliable? What are your requirements according to problems of transactions?
doc_299307929.doc
Information technology (IT) is the application of computers and telecommunications equipment to store, retrieve, transmit and manipulate data,[1] often in the context of a business or other enterprise.
INFORMATION TECHNOLOGY
CONTENTS
Acknowledgements Executive Summary Project Introduction Project Scope Project Objectives Project Deliverables Task Allocation Details of First Client Meeting Introduction and History Products Services Machinery Staff of the Branch Organizational Chart Functional Departments Administration Department Marketing Department Accounts Department Details of Second Client Meeting Details of existing System Orders from the Customers Invoices Action of HTML Mode of Payment Details of Documentation Customers Record Register Paper kept in File
……………………………… ……………………………… …………………………….… ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ……………………………….
5 6 7 7 7 8 8 9 10 10 11 9 9 10 11 11 12 12 13 13 13 14 14 14 15 15 15
I / O Transaction Register Order Record Register
……………………………….
15
…………………………..
16
Problems in the Existing System Benefits of Computerized System Requirements for Computerized System Hardware Requirements Software Requirements Manpower Required Proposed Budget Cost Benefit Analysis Website Layout Prototype (Screen Shots) Questionnaire
………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ………………………………. ……………………………….
16 17 18 18 18 18 19 19 20 21 33
-----------------------------------------------------------------------------------------------------------
Acknowledgements
We bow in front of Almighty Allah, Most Beneficent and Compassionate, Who granted us to develop our Project and to show our creativity. In fact we are nothing ourselves, all successful steps of our life are due to limitless blessings of Allah. Then we are deeply indebted to all who helped us and gave us any sort of information relating to our Project. Especially we wish to pay thanks to our Project Advisor and Project Manager Sir Inam ul Haq whose encouragement, most valuable suggestions, tips and guidelines were keys for approaching to the perfection in a I.T Project. Then we are thankful to Director of the SPD ( Sultan Property Dealer), Mr. Sultan Mehmood Gujjar, for cooperating with us for collecting required information about current system of the Real Estate Business. And we are also gratified to the Administration of University of Education an environment to polish our minds according to the professionalism. And at the end we dedicated this Project to our beloved parents who are sacrificing for us and for our better future. We believe that all successes in this life and life after this, are due to our parents and well-wishers after blessings of Allah.
M. Ibrar hussain Gujjar Bilal Ibrahim
Executive Summary
This project report is about P A K L A N D Housing Developers. As being the students of Bachelor of Business Administration, the major requirement was to mould our minds and thoughts according to information technology profession. So Sir Inam ul Haq gave us a project to study the business matters and record management system and Website to develop or make efficient management of the record system of company by decreasing problems and making database then recommending the computerized system in record management of the business and Launch a Website for Sale promotion. This project is a detailed description of the P A K L A N D Housing Developers. In this project enter all record daily and user. There are many problems in starting because we don’t know about any thing. First collect the data which provide all information, next analysis the data and then implementation. According to this situation, it is necessary to maintain data accurately because the company deals with other companies in the environment of competition and errors in record system may lose the contracts and agreements. So in our project this is the main issues that we will try to maintain their data. We will make an agency favoring and buyer-friendly system of data handling that will be the computerized system. And by solving their problems of the current system we will make a prototype through which they would automate their system. This computerized system will be most accurate, efficient and easy to use. And this project will be gorgeous for the.
P A K L A N D Housing Developers (Insha’Allah)
At the end, we would like to gratitude to Sir Inaam who gave us this project for developing our minds according to the needs of new competitive business fields. We will try to make this project most effective and efficient near to the perfection. Inshallah.
Project Introduction
Project Scope:
Our Project on P A K L A N D Housing Developers consists of data handling in best way through computerized system and to give them solution of the problems that occurs. We will automate the P A K L A N D Housing Developers through making relational database, solving various problems in current existing system and providing them a theme of data handling and managing software. Software theme will guide them to make full-fledged software according to their requirements that make easier and efficient to maintaining and managing data and records of P A K L A N D Housing Developers.
Project Objectives:
This Project will contain better business techniques and system supporting processes in a strategic vision. This Project will provide integrated services to P A K L A N D Housing Developers for their system, that’s result, will be significant in this competitive business field. We will also develop a P A K L A N D Housing Developers that will hold all information about history and introduction of the Organization mission. Website will give benefits to the P A K L A N D Housing Developers by high-level publicity on the world of Internet. And then we will make the structure of a computer program that will be the base for developing high-level business software.
Project Deliverables:
We will give a prototype and graphical shots of the data handling / record management software for the current system of P A K L A N D Housing Developers. We will also develop a website for Ibrar Vilalz and Bilal Vilal.Our project will be the comprehensive report on Ibrar Vilalz and Bilal Vilal that will help them to improve their system management. This project will develop our minds in a manner of Professionalism. We will get a lot of the new techniques through this project that will help us in our profession. It will be helpful for us to determine that how a business can be managed in best way by using the computer technology.
Task Allocation:
We are two members of the group. In our group M. Ibrar Gujjar is the leader of the group. Before going in organization and getting information about the system of the organization, we defined tasks for working of the whole group. Allocated tasks are; Roll # 628(7th semester) Name M. Ibrar Gujjar Tasks System Analyst, Database Programmer, Typist, Management of Technical aspects, Website, Prototype, Formatting, Editing 635(7th semester) Bilal Ibrahim Client Advocate, Management of Collected Information, Database Consultant
Technical Associate, Client Advocate Writing Information, Typist
Details of First Client Meeting Introduction and History:
P A K L A N D Housing Developers (HTML), was established in start
of the year 2009. Honor of this newly established mill is Mr. Khizar Hayaat. Knitting Branch of Hispania Textile Mill was established at the same site of the company ‘Crystal World’ after shifting the ‘Crystal World’ to another site. Hispania Textile Mill is recognized as quality garment manufacturer by following the international standards of merchandise. Hispania Textile Mills Limited (HTML), after earning a reputable name from Spain (Barcelona) in the field of knitwear, now started his dynamic operations in Pakistan.
P A K L A N D Housing Developers has two Projects;
1. Ibrar Vilas 2. Bilal Vilas
The head of the working body director Mr. Nasir Kamboh manages Ibrar Vilas. The aim of the management body is to producing the high quality Housing and to competing the other Real Estate Companies. Ibrar Vilals is now situated in very prominent place in the city.
Site Office of P A K L A N D Housing Developers is situated at the following address;
Address: PAK land (housing developer), 84 M.A. Jinnah Road Okara, Pakistan Phone: 92-333-6990930 92-332-4991003 Fax: 92-442-8974684 Email: [email protected] [email protected]
he clients’ list of P A K L A N D Housing Developers is as under;
? INVESTER ? FORGINS
Products:
? GOVT EMPLOYEE ? REGULAR CUSTOMER
The major products of the P A K L A N D Housing Developers are; • • • Plotting. Housing Developing. Commercial Shops.
Services: We Developed a Housing society with research process. First of we will find out the suitable place in the city then we will purchase and start the construction which do full fill the need of all customers.
We provide all facilities which necessary in town for example main road, street lights, green belts, electricity, water, and also security.
Staff :
Staff of over 60 people will working in the P A K L A N D Housing Developers Organization at different capacities. All staff shows good performance and makes efforts for the progress of company. Every person is well responsible about his duties and they work by sharing their experiences with each other, which results in better performance then individual work. Staff of the Hispania Textile Mills ‘knitting branch’ is as; • • • • • • Administration Staff Accounts Staff Maintenance Team Electrical Staff Store Incharge Workers and other staff
Organizational Chart:
Honor
Director
Manager
Administration Department
Operations Department
Accounts Department
Manager
Manager
Manager
Management Staff
Maintenance Team
Store Incharge
Invoices, salary, Bank Dealing
Technical Staff
Quality inspection team
Workers, Employees
Electrical Staff
ORGANIZATIONAL CHART
Functional Departments:
There are three main departments P A K L A N D Housing Developers; 1. 2. 3. Administration Department Marketing Department Accounts Departments 1. Administration Department Housing Developers is also working under the
Administration Department controls the management of the Organization. Maintenance team of P A K L A N D manager of Administration Department. They make plans for improvement in this project through better techniques. To meet the challenges and opportunities in the international Real Estate trade and out, P A K L A N D quality for its customers. Administration team keep the atmosphere of the company good and processes within different departments are handled over by the administration staff. It makes the efforts to keep in maintenance of transactions between the departments because of that the administration has its own effect on the overall performance of the company. Good management makes the combination of experiences for working together and runs the company in smooth way that is suitable for making his status in competitive field of textile. In order to handle this type of company or a customer oriented organization and to provide maximum satisfaction to the clients, the management is appointed the most professional staff (like MBAs / BBAs) who has their designation in the specific field / department, like managers, assistant managers, directors and other staff. Administration department collect the required information about working in company and all departments are fully responsible to give the required information to the Housing Developers. (HTML) is striking for excellence by adopting the best quality management practices to maintain consistent
administration so that they could maintain and keep the records of company for making decisions for better improvement in management. 2. Marketing Department
Marketing Department is most important department for Advertisement. Developing a new product, and sale promotion. The marketing staff member do work about market and make a strong brand in market and in consumer mind. If we discuss about marketing in Marketing department then we will discuss about 4ps like • price • place • product • promotion price: Set the price means that what will the sustainable price of product. And what is affordable price for all consumer. Place: Where we are going to launch product. This place is suitable or not for these product. Product: We will discuss about product brand, images, name, color scheme, packaging, and every thing which are related product. Promotion: Use a tool for sale promotion like advertisement, and packaging. 3. Accounts Department
Invoices, Salary, Bank dealings and stocks are controlling by the Accounts Department. Agreements, payment and delivery procedure is handled by this department. Accounts Department is working to improve the unit’s financial assets so that branch could expand the marketing.
Accounts department is fully responsible for the sales operations and to give the required information in time to the destination through pre-alerts with sale details. All the transactions of payments are necessary to enter in record register. Stock manager is responsible to keep the record about the order that when it will be complete and what is the quantity of order. If the other company wants to add some quantity more in his order then he asked to the manager and then after doing this complex calculations that what is the previous wastage? What will be wastage now? and when order will be complete and then gives them the upgraded information about order completion and other information about their order.
Second Client Meeting Details of system:
Invoices: It is also an important document, which is also provided by the collection, which contains the following information: ? Complete particulars about itself/organization ? Invoice No and date ? Order No and date ? Complete details of the orders ? Quantity of the items ? Total cost of the order Mode of payments: There are two methods of payments 1. According to the first method of payment the client does not pay the charges in advance rather the payment is made after delivery of the items.
2. In the second mode of payment the clients pay the charges in advance and they just have to receive.
Details of Documentation:
The documents that are used in ? Customers / clients record registers ? Papers kept in file
PAK Land Housing Developers to keep the
updated record of all the activities are under;
? Inward and Outward record register ? Order record register
Customers’ record registers: This register maintains and keeps the record of the customers which have hired the services it maintains the contacts of customers that helps in preparing the reports of old customers and new customers for the information of the management.
Papers kept in file: It is also important to keep the proper record of the documents received from the customers in order to avoid any kind of particulars at the later stages. Appropriate numbers of the copies of the documents are kept in the file.
Inward and outward Transaction Record Register: Proper record of the inward and outward transactions is also maintained and kept so that it would be helpful when information are required about sale and construction of
PAK Land Housing Developers and how many material is gone outside the area and how
many is received.
Order record register: When takes the responsibility of the order and receives the required documents from the customers then before making the arrangements for the delivery of the order, first of all they entered the order details in the order record register and assign a proper number to each for ready reference in future.
Problems during running system:
The is presently maintaining its record on the registers manually. Brief details of the documents have been mentioned in the previous. It is the era of the competitive marketing and good customers services prompt actions on the users’ requirements are preferred all over the world. The most important and appreciable factor in every community and society is to avoid wastage of time. The clients appreciate it that they may not have to wait even for a while and their requirements may be fulfilled. In such a speedy life, it becomes inevitable to develop to such an environment that may not have under go the pain of waiting for some thing. Nobody can refuse that the speed of human being is much lesser than the machines. So the works done by the machines are much faster as compared to the works done by the human beings manually or physically. This is the case with the manual documentation and record keeping system. The major draw backs of the manual paper work are discussed under here:
(1) (2) (3)
First draw back of the manual record keeping is that the additional manpower is required to maintain the record. Sufficient stationary is required to keep the records manually As the organization becomes older and older its records also grow with the passage of time. After some times it becomes much difficult to handle such huge Records manually. If any previous record is required then a lot of efforts are required to find a specific record.
(4) (5)
There are frequent chances of misplacement of the documents There are no proper arrangements for the backup / copy of the record so that in case of any untoward incident / accident with the original record the copy may be utilized.
(6) (7)
Incase of any wrong entry the alternations are made in the records which not only make the records doubtful but also increase the irritation for the handler. If the person in each department that is the incharge of the documents, he can sole the authority for those documents. Whenever the management require some record / information, they approach the concerned person and have to wait for the reply for him.
(8)
Manual documentation makes the audit of the accountable-document difficult. It becomes almost impossible for the management to trace out the frauds of the concerned person (if any).
(9) (10)
If the management is dispersed at the different stations then it becomes more difficult to obtain required information timely and efficiently. If there is the workers over-stressed with workload then there are frequent chances of the mistakes, which can become several mistakes at the later stage and cab create complications.
Benefits of Computerized System:
Nobody can refuse the speed, importance and attraction of the computerized system. A computer is machine, which can process the data billions of time faster than
the human being can. The work that is done by the thousands of hour the computer can perform that task with in seconds and fractions of seconds. After careful observations the chances of error cannot be eliminated in the work done by the human being. But on the other hand the computer can ensure not only the bulk work in fraction of seconds but also ensure the accuracy.
Requirements for the computerized system:
In order to deploy the computerized system following are required; In the important places like Manager Office, Office of Stock manager, Operator near production area for Production Entry and 4th computer should be in the office near main gate for keeping record of Inward and Outward transactions and attendances of staff. Hardware requirements: ? Four Pentium IV Computers ? Four Networking Cards (LAN Cards) ? Central Hub and Cables For Networking ? One Printer (Laser) Software Requirements: ? Licensed copy of Windows XP ? A software to Handel record System Manpower Required: ? Four Computer operators are required who could properly manage the record system with data handling and data entering experience.
Proposed Budget:
For hardware, Software and manpower requirements, budget will be as; 4 P-IV Computer Systems Laser Printer Windows XP Data Handling Software Pay of 4 Computer Operators = = = = = 44,000 /3,500 /4500 /16,000 /7,000 /22,000 /- (5,500 /- for each) (11,000 /- each system) 4 LAN cards, Central Hub and Cables =
Total Cost for Establishment of a Network =
97,000/-
Cost Benefit Analysis:
The proposed budget for computerized system of
PAK Land Housing
Developers” is very light and can easily affordable. If we see the daily Sale, it can be said that the invested cost for computerized system can easily retrieved within few moths. Only the pay of Computer Operators is one thing that will be covered in round about one year but in this time will be used to getting the extra profits due to established system.
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Questionnaire:
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19.
Reasons for establishing Hispania Textile Mills? Which Products you produced? What is your Marketing Procedure? What is Products Delivery & Payment System? What is Data Entering System / Record System? How you manage the records? How your system is efficient about recode retrieval? What is system of Documentation? What are Problems occurred in documentation System? Are you succeeded to control over these problems? What are your Requirements in current System? Requirements in Record Management System? What Customers require from you? What are problems in transactions between departments? What are problems in transactions between your company and Client? How you manage Invoices? What type of problems you are facing in working of Departments? What you require to make your records efficient and reliable? What are your requirements according to problems of transactions?
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