Project report on business process analysis by

group No 4

Contents

Introduction……………………………………………………………2
Group details…………………………………………………………..3

Business process Analysis……………………………………………..4

It infrastructure Analysis……………………………………………..20

Results………………………………………………………………..23

Acknowledgement……………………………………………………24

1 Introduction
This is a study report of the project, identifying problems and introducing solutions for a
software system which is handles the business processes of a particular company. The
study is done by Group No 4 group of 3rd year students in faculty of Science of
University of Colombo.

The company selected by Group No 4 for this study is Orient Electrical Company (Pvt)
Ltd.A Company which manufactures and supplies electrical appliances such as switches,
trip switches, bulbs etc. The company issues their products to the market with a brand
name ‘Orange’. The head office is situated at Maharagama and there are Branches of the
company in three places namely Pettah, Ganagaramaya and Barns Place. The factories of
the company are situated at Maharagama, Boralesgamuwa and Meegoda. The business
processes going on in those factories and branches are monitored and executed by the
Enterprise resource planning software named ERP ln.

The objective of this particular study is to identify business processes handled by the
above mentioned software and then identify the problems and errors which might occur
when those tasks are operating. The system keeps all the different departments and
offices placed at different locations interconnected.

Following are the business processes which can be identified as operating under the
currently installed system at Orient Electrical Company (Pvt) Ltd.

• Sales order handling – sales Department

• Accounts handling
• Attendance handling – Human Resource Department
• Works for Manager – Marketing Department
• Warehouse handling – Storage Department

This study report gives an insight to the practical problems encountered when the above
operations are in operation and by analyzing those problems and issues carefully, some
practical solutions can be inferred which will be very effective in overcoming these
problems.

2 Group details
Leader- M.D. Pasan 8215

Members
W.C.S. Rodrigo 8231
T.W.A. Piris 8364
M.C.S. Kumari 8309
R.S. Atukorala 8193
G.L.T. De Silva 8155
R.I.P. Wijerathna 8248
V.S. Fernando 8158

3 Analysis
The following business processes was identified in the organization. These business
processes was categorized according to departments.

1. customer order handling-Sales department

2. warehouse handling-storage department
3. attendance handling-human resource systems
4. handling accounts -accounting department
5. marketing campaign management-marketing department
3.1 Customer order handling
There two type of customer orders which is been handled by the system.
1. Direct sales for distributors.
2. Sales for construction projects.

The main sales order process will be carried out as follows.

3.1.1 Business process model

Send request to
Sales Manufacturing,
Inventory check If available No
order Ordering
departments

Yes

end Contact customer Release invoice

The Sales for projects always be given preferences since the customers will be keeping
always ordering.

The actors are as follows.

Customer
Accountant
Warehouse manager
System user who handles the order

Resources are as follows.

Warehouse database
3.1.2 Sales order use case

System

handle sales order

system user *
«uses»

«uses»
*
inventory check
*
«extends» warehouse manager

Release invoice
*
* send order

accountant
*
* contact customer
*

customer
3.2 Warehouse handling

The warehouse has three main business processes as follows.

1. Processing received items update database.

2. Processing issuing of items updating database.
3. Counting units available and validating with the system.

3.2.1 Processing received items

Count
Invoice
Process Invoice units
received

Units
end Update database
received

The actors are as follows.

Warehouse manager
Warehouse workers
System user who handles the invoice
Supplier

System resources are as follows

Warehouse database
Warehouse

3.2.2 Received Items use case

 System

send invoice
*
«uses»
*
*

proces invoice

system user
* «uses»
*

count units supplier

*

*
*
* update database
* worker

warehouse manager

3.3.1 Processing issuing items

 Invoice
Process Invoice Check database warehouse

Units
Update database Release items
available

The actors are as follows.

Warehouse manager
Warehouse workers
System user who handles the invoice
Customer

System resources are as follows.

Warehouse database
Warehouse

3.3.2 Issuing items use case

 System

send invoice
«uses»
*
*

proces invoice

*
system user

«uses»

*
*

*
warehouse manager
* * check database

worker

*
update database

«uses»
customer
*

release items
*
3.4 Counting units and validating with the system

This process is carried out by the warehouse manager who is responsible for items in
the warehouse.
3.4.1 Business process for validating

Validate with the

Count items in
warehouse warehouse
the warehouse
database

Inform the Manual count=

No
management Database count

Yes

Update
warehouse
database End the process

The actors are as follows.

Warehouse manager
Warehouse workers

System resources are as follows.

Warehouse database
Warehouse

3.4.2 Marketing campaign request handling use case

 System

* handle campaign
request *
Marketing manager
«uses» «uses»
Head of the department

send request to approvement *

finance
*
*

finance department * allocate cahce

*

3.5 Attendance handling

The attendance of every person is being checked by barcode card which is given to
every worker in the organization.

3.5.1 Business process for handling attendance

Process barcode
Bar code
Barcode reader number

Validate
information with database
the database

Information
Attendance Process
about the
data attendence
worker

Update database database

end

The actors are as follows.

Worker

System resources
Barcode card
Barcode reader
System database

3.5.2 Attendance handling use case

 System

interact barcode
reader
*
* «uses»

worker
handle attendance

«uses»
«uses»

update database
check database

3.6 Handling accounts

 There are three types of accounts are handled by the system
The account types are as follows.

1. Accounting Receivable
2. Accounting payable
3. General ledger

The above accounts are handled manually entering data to the system which is
done by personnel in the accounting department.

The distributors, project customers, suppliers have accounts in the system.

Also the system generates balance sheets, profit-loss accounts for management
Purposes.

3.7 Marketing campaign management

Marketing management is introduced to carry out marketing campaigns in the
organization.

3.7.1 Organizing a marketing campaign

yes

Marketing
Request for the
campaign manager sends Head approves
request to the the request
head

Marketing
Finance
After completion manager sends to
department
supplier is paid finance
allocates cahce
department

End No

Actors are as follows.

Marketing manager
Head of marketing Department
Finance department head or finance manager

3.7.2 Marketing campaign use case

 System

* handle campaign
request *
Marketing manager
«uses» «uses»
Head of the department

send request to approvement *

finance
*
*

* allocate cahce
finance department
*

3.8 Structure of the organization

The workflow management is managed through the organization as follows.
 Distribution Sales

Accounting Accounts Receivable

Board of Directors

$
MICROSOFT CORPORATION

Bank Finance Management Customer Service

Pay to $

Marketing Payroll Information Systems Inventory

Personnel Warehouse

Research & Development

Manufacturing
Receiving
Packaging

Quality Assurance

$
$
$

Purchasing

Accounts Payable

Suppliers

The above diagram shows the overall physical structure of the communication between
the departments of the organization.
3.9 Communications

The following diagram shows the communication between the sales department and
manufacturing department.
Customer order Process customer
Item available Yes Release invoice
order

No

Planning

Item type
Production order Yes
manufactured

No

Release to Components in
Yes
manufacturing inventory
Process purchase
order

No

Manufacturer
requirement
planning

Purchase order

Process purchase
orders

Purchase order

Deliver to
Contact Supplier
warehouse

Pay to supplier

3.10 Business intelligence

The orient electric company uses software named “cognos” as tool for business
intelligence. This software used for following functions.
 1. Analysis of region wise sales
I. Profit analysis
2. Analysis of production performance
I. Costing performance
II. Build of material
3. Analysis of purchasing
I. Supplier wise purchasing
II. Category wise purchasing
4. Finance analysis
I. Reports of balance sheets
II. Other statements

This web based system is been used for various applications to check performance and
increase performance by the management.

4 IT infrastructure analysis

The oriental electric company has three factories and three branch offices at six different
locations.
The factory locations are as follows.

1. maharagama
2. borelasgamuwa
3. meegoda

The branch office as follows.

1. peta
2. Jinarathana road
3. barnes place

4.1 Virtual private network

All these locations are connected through a virtual private network established by
suntel telecommunication provider.

The all offices and factories use Ethernet LAN networks of 10Mbits/s in the local
communication within the factory or branch office. These Ethernet facilitates
voice, data, internet and video communication within the enterprise.

The IT department mainly located at maharagama. The computers are bought buy
local distributors with three years of warranty. The company has a team of
technicians to support various hardware software problems arise at different
situations.

4.2 SERVRS
The company uses two main firewalls to block unauthorized access of the system.
They are hardware firewall and software firewall.

The MacAfee virus guard is used as main antivirus server and it is daily updated
through internet.

4.3 ERP software

The orient electric company uses software named Infor ERP ln handled there
enterprise resources. The description of the software is as follows.
“Infor ERP LN” is an advanced, easy-to-use ERP solution that brings together a
wide range of business functions to serve the needs of leading discrete and
project-based manufacturers in industries such as industrial equipment and
machinery, high-tech and electronics, component manufacturing, commercial
aerospace, and shipbuilding. A fully integrated solution, “Infor ERP LN” provides
flexible global business operations support across all departments including
finance, warehousing, freight management, and aftermarket service. The company
us it for “Infor ERP LN” are able to improve their agility and lower their total cost
of ownership.

4.4 Attendance
To facilitate attendance handling of human resource systems the orient electric
company uses magnetic stripe cards and magnetic stripe readers. Each person who
works in the company has given a magnetic stripe card to punch into the reader
when they enter to the office. The example picture of the magnetic stripe card and
a reader shown below.

5 Results

The following implementation problems were identified in the system with the
corresponding solutions are as follows.
  The system users are not given enough training how to use the system.
On some situations sales order handling generates some errors because of the
user’s lack of knowledge.

The solution to this problem is to train the system users more efficiently, with the
help of company who has provided the Enterprise resource planning software to
the orient electrical company.

 The IT department only located at factory of maharagama. There for if

person encounters a problem when accessing the system he would have to
give a call or send an email to the IT department in maharagama. At some
situations this might not be efficient since the person who is having the
problem accessing using system resources cannot contact the person face
to face, who is responsible for administrating system.

The solution to this problem is to put one or more people in the all six location of
the organization, who has knowledge about administrating the system and finding
solutions to various problems.

6 Acknowledgements
We would like to thank the IT manager Mr Nalaka Weragama system
administrator and Mr Udana Ariyawansa software engineer at oriental electric
company private limited.