NEPAL COMMERCE CAMPUS

NEW BANESHWOR, KATHMANDU

FIELD WORK REPORT ON:

MANAGEMENT INFORMATION SYSTEM IN
IN GORKHA BAKERY, ITAHARI

Submitted by:
SANDESH JOSHI (Roll.no: 25018/19)
SANDESH PAUDEL (Roll.no: 25019/19)
SANGAM SHRESTHA (Roll.no: 25020/19)
SAPHAL POKHERAL (Roll.no: 25022/19)
NILISHA MISHRA (Roll.no: 26306/19)
Under the supervision of
KRISHNA BHANDARI
In Partial Fulfilment of the Requirements of Course Study for the Degree of
BACHELOR OF BUSINESS ADMINISTRATION (BBA)
Date of submission: 22nd February, 2020
 LETTER OF RECOMMENDATION
I hereby recommend that the field work report entitled “MANAGEMENT
INFORMATION SYSTEM IN GORKHA BAKERY, ITAHARI” prepared under my
supervision be accepted as fulfilling in a partial requirement for the degree of Bachelor of
Business Administration (BBA).

...................

Krishna Bhandari

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 CERTIFICATE OF APPROVAL

Date: 27/11/2020
This is to certify that the field work report prepared of entitled “Management Information
System in Gorkha Bakery, Itahari” as partial fulfilment of the requirements for the degree
of Bachelor of Business Administration has been approved as an original piece of work.
In our opinion, it is satisfactory in the scope and quality as a project for the required
degree.

…………………… ……………………

External Examiner Internal Examiner

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 ACKNOWLEDGEMENTS
It gives us immense pleasure to express our deep appreciation to all the people who helped
us in one way or another to complete this project work. Firstly, we express our sincere
gratitude to the Central Department of Management, Tribhuvan University for including
MIS field project as a part of our curriculum.

We would like to express our sincere gratitude and appreciation to our respected teacher
Mr. Krishna Bhandari for providing us his inspiration, continuous guidance and
tremendous support in the project work.

We want to specially thank Gorkha Department Store, Itahari and the entire team for being
cooperative and providing us with handful of information. We are heartily thankful to Mr.
Sridhar Gautam, the manager; Mr.Prem K.C. , the in charge and other staffs of Gorkha
Department Store, Itahari for their time and warm gesture. Further, we would like to show
our utmost gratitude to the entire management team of Nepal Commerce Campus for
creating and providing such a great opportunity for us students to cultivate our practical
knowledge, develop our communication skills and interact with the outside affairs. The
experience that has been undergone during the preparation of this project report was new
and exciting and the entire research was very productive and informative. Any kind of
suggestion and criticism will be highly appreciated and acknowledged.

Sangam Shrestha
Nilisha Mishra
Saphal Pokheral
Sandesh Paudel
Sandesh Joshi

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 TABLE OF CONTENT

LETTER OF RECOMMENDATION ................................................................................. i

CERTIFICATE OF APPROVAL....................................................................................... ii
ACKNOWLEDGEMENTS ............................................................................................... iii
TABLE OF CONTENT ..................................................................................................... iv
LIST OF FIGURES .............................................................................................................v
ABSTRACT ...................................................................................................................... vi
CHAPTER 1: INTRODUCTION ........................................................................................1
1.1 Background of the system .........................................................................................1
1.2 Pros and Cons of the system .....................................................................................3
1.3 Impact of the system .................................................................................................4
CHAPTER 2: METHODOLOGY .......................................................................................6
2.1 Hardware Requirement ..............................................................................................6
2.1 Software Requirement ...............................................................................................6
2.3 Network Requirement ................................................................................................6
2.4 Data Management Techniques ..................................................................................6
2.5 Organization Management.......................................................................................14
CHAPTER 3: CONCLUSION ..........................................................................................16
REFERENCES ..................................................................................................................17
APPENDIX........................................................................................................................18

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 LIST OF FIGURES
Figure 3. 1:Group Photo with IT manager ........................................................................ 18
Figure 3. 2: Photo with owner........................................................................................... 18
Figure 3. 3: Questionnaire .................................................................................................18
Figure 3. 4: photo of IT room ........................................................................................... 18
Figure 3. 5: Screen Shot of Zoom Meeting with Database Administrator ....................... 19

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 ABSTRACT
This report is prepared as part of course fulfillment of IT 203: MIS. We chose Gorkha
Bakery as our research site for the same study since it is one of the leading producers and
sellers of bakery items in eastern Nepal. The bakery also serves as the primary warehouse
for the Gorkha department store, which has branches in five different cities. Hence, this
study contains an analysis and assessment of the information systems in use, their
management, system needs, and implementation at Gorkha Bakery. The study also
discusses why the corporation believed it was necessary to implement an information
management system as well as other IT infrastructures. Financial Information System,
Production Information System, Sales Information System, and Inventory Information
System are among the primary information systems employed by the Gorkha Bakery,
according to our research and findings. The report also contains the Gorkha Bakery's
primary entities or tables, which are the Supplies table, Product table, and Sales Detail
table, all of which are discussed below with all of the relevant characteristics, data
structure, ER-diagram, and Data Flow Diagram. We've also spoken about the obstacles and
possibilities that using an information system might bring to an organization.

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 CHAPTER 1: INTRODUCTION
1.1 Background of the system
The management information system (MIS) has played a significant part in the day-to-day
operations of businesses, organizations, and institutions, as well as in everyday life. These
businesses are able to do everyday tasks quickly and precisely because to the usage of
information technology. Factories use computer-based information systems to automate
production processes and order and monitor inventory. This technological breakthrough
has also benefitted the baking industry. Here, in this project we have explained major
management information system used by Gorkha Bakery, Itahari.

Gorkha Department Store is one of Province 1's most prominent retail centres. It started in
Itahari in 2056 B.S Ashad 2 and has since extended to four additional cities: Dharan,
Biratchowk, Pathari, and Damak. Gorkha also has a bakery products subsidiary firm.
Gorkha Bakery was established on the 13th of Magh in the year 2068 B.S. Biratchowk,
Kanepokhari, Pathari, Urlabari, Damak, Jhumka Birtamode, Khanar, Duhabi, and
Biratnagar are among the localities where Gorkha Bakery distributes baked goods. It
employs over 250 people and makes 84 different products that are divided into three
categories: hard, normal, and soft. Every day, a considerable amount of data is shared in
order to keep track of changes in information about its personnel, goods, raw materials,
and sales. In the beginning, the company relied on paperwork and worked manually, which
proved to be time-consuming, slow, and challenging. As a result, the corporation
implemented an information system and other IT infrastructures to support the system's
methodical organization of all of these data and information.

1.1.1 Problem Statement

▪ What is the role of MIS in the company?

▪ What sorts of information system does the company use?
▪ What is the system requirement for the MIS in the company?
▪ How does the company manage and maintain the MIS?
▪ What are the limitations of MIS in the company?

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1.1.2 Objectives

The objectives of our visit to the Gorkha Bakery are as follows:

▪ To know the role of MIS in the company.

▪ To know the problems faced before using the information system.
▪ To know the IT infrastructures used.
▪ To know the types of information system used.
▪ To know about the overall execution and significance of information system in the
company.

1.1.3 Report Methodology

For the report work we used the following 3 methods:

▪ Data Collection
➢ Questionnaire
➢ Semi-structured interview
➢ Online meetings ➢ Observation
▪ Data Presentation
➢ ER- diagram ➢ Data schema
➢ Dataflow diagram
➢ Data Analysis
➢ Data interpretation
➢ Case elaboration

1.1.4 Report structure

This project work report is structured into three different categories:

▪ Preliminary
➢ Cover Page
➢ Letter of Approval
➢ Acknowledgement

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 ➢ Abstract
➢ Table of Content
▪ Body
➢ Introduction
➢ Methodology
➢ Conclusion/ Recommendation
▪ Post-materials
➢ References
➢ Appendix

1.2 Pros and Cons of the system

The pros of MIS in Gorkha Bakery have many advantages, among which majors are:

• Easy access to information i.e., the user can access the required information anytime
he/she wants.
• Operations have become more organized and less time-consuming.
• MIS has helped the bakery to regularly track its sales and expenses which further
has helped the managers to take quick and effective decisions.
• MIS in Gorkha Bakery has simplified the stock purchase and inventory and helped
improve the company’s performance and quality of product.
• It has helped manager to get better insights on profitable and best-selling items,
profits and much more.
• It has helped in better coordination and within the various departments.
• MIS has helped the bakery to maintain better relationship with customer and gain
competitive advantage.

The company faces the following limitations or cons using the MIS for management:

• MIS is costly and difficult to maintain in company.

• It requires skilled manpower to handle the system.
• Employees find it difficult to adapt with the new system which increase cost to hire
new skilled staffs.

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 • Some sensitive data might be stolen like credit card details of customer while MIS
is connected online.

• The company has many information systems. So, it faces difficulty in integrating
and managing all the information system.

1.3 Impact of the system

Information systems are used by businesses and other organizations to carry out and
manage operations, engage with consumers and suppliers, and compete in the marketplace.
Interorganizational supply chains and electronic markets are run using information
systems. Corporate information systems, for example, are used to handle financial
accounts, manage human resources, and reach out to potential consumers through internet
advertisements.

Gorkha Bakery has been benefitted by the use of information management system as we
have mentioned it in above topic. Thus, here some major positive impacts of the system on
Gorkha Bakery are as follows:

➢ It greatly improved efficiency and enhances workflow.

➢ It helped to save operating costs, but it also saved a lot of time.
➢ Billing, tracking metrics, gathering client data, monitoring particular procedures,
and so on may all be simply automated.
➢ The bakery's MIS has enabled it to keep track of sales and costs on a regular basis,
allowing management to make rapid and effective choices.
➢ Gorkha Bakery's MIS has helped enhance the company's performance and product
quality by simplifying stock buying and inventory.

➢ It has aided managers in gaining a better understanding of lucrative and best-selling

goods, earnings, and other factors.
➢ It has aided in greater coordination and collaboration amongst departments.
➢ MIS has aided the bakery in maintaining a stronger customer relationship and
gaining a competitive edge.

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Information system also have few negative impacts on the company. Thus, some of them
are:

➢ It requires High operating expenses.

➢ There must be skilled man power to use the system.
➢ Difficulty in adaptation and management of the entire system.
➢ System threats and insecurity.

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 CHAPTER 2: METHODOLOGY
2.1 Hardware Requirement

• Dell PCs with large monitors screens

• For 32-bit systems an Intel or compatible processor, 1GHz or faster (2 GHz or

faster is recommended

• For 64-bit systems a 1.4 GHz or faster processor

• 512 MB RAM (2 GB or more recommended)

• 2.2 GB hard disk space

2.1 Software Requirement

▪ The supported operating systems are Windows Server 2003, Windows Server 2008,
Windows Server 2008 R2, Windows Vista and Windows XP
▪ Software such as word processing, spreadsheet, and graphics programs to
accomplish a variety of tasks,

2.3 Network Requirement

NET Framework 2.0 SP2

2.4 Data Management Techniques

All organizations, from little shops to multinational corporations, must manage data.
Database management systems (DBMS) have been key techniques of data management for
decades. A database management system (DBMS) is a software package for defining,
manipulating, retrieving, and managing data in databases. Data is automatically stored,
organized, and protected with advanced security using DBMS software. Today, databases
are available on a wide range of computer devices, from smartphones to large-scale
mainframes.

Gorkha Bakery has also used Database Management system to manage its data as it holds
large information of its various aspects. We have thoroughly presented its Entity
Relationship Diagram, Database Schema and Data Flow Diagram.

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2.4.1 Entity Relationship Diagram (ER-Diagram)
An ER-Diagram is a graphical depiction of an information system that shows the links
between people, items, places, concepts, and events. Similarly, Gorkha Bakery develops a
logical ER-diagram to map out the flow of information as a major organization with a large
flow of information.

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Figure 2.4 1:Entity Relationship Diagram
2.4.2 Database Schema

A data schema is a database framework for organizing and categorizing data. In other
words, database schema is a visual and logical design of a database generated on a database
management system is known as a database schema which allows us to organize and show
database items including relations (tables), fields, functions, and relationships logically.
The logical perspective of the whole database is represented by a data schema. The
following is the data schema for the various entities or tables used in the Gorkha
Department:

Suppliers
P-Bill_No Suppliers_Pan_No Suppliers_Desc Cash_credit Net_Amt Store_code
Figure 2.4.2 1 Suppliers' Database Schema
Gorkha Bakery
Store_Code Location Contact_ no
Figure 2.4.2 2: Gorkha Bakery Database Schema
Bakery Items
Prod_Code Prod_Desc Prod_Type Quantity Unit_Price Buy_Rate Sale_Rate
Figure 2.4.2 3: Bakery Items Database Schema
Sales
S-Bill_No Date Cash-credit Net-amt Store_Code User
Figure 2.4.2 4:Sales Database Schema
Warehouse
Prod_Code Store_Code Item_type Entity_Date Basic_Qty Net_Qty Remaining_Qty

Figure 2.4.2 5: Warehouse Database Schema

Figure 2.4.1: ER-Diagram of Gorkha Bakery, Itahari.

Customer
Cust_id C_Description Contact_No Address
Figure 2.4.2 6: Customer Database Schema

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2.4.3 Dataflow Diagram
A data-flow diagram (DFD) is a diagram that depicts the movement of data through a
process or system, typically an information system. The DFD also includes information on
each entity's outputs and inputs, as well as the process itself. Moreover, it is easy to
understand and is also used as the part of documentation file. The DFD model utilized in
Gorkha Bakery is as follows:

Figure 2.4.3 1:Dataflow Diagram of Gorkha Bakery

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 2.4.4 User Interface

A user interface (UI) is a visual component of a computer program or operating system that
allows a user to interact with a computer or software. It controls how orders are sent to the
computer or program, as well as how data is shown on the screen. Gorkha Bakery employs
a variety of such apps, including "Bake well" and "Sajilo Software" which have a graphical
user interface and allow users to quickly collect data and do computations. The user
interface for Bake Well is shown below:

Login Form

Figure 2.4.4.1:Login Form in Bake Well Software

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Figure 2.4.4 2: Sajilo software Interface

Stock Form

Figure 2.4.4 3:Stock Form of Gorkha Bakery Sales Form

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Figure 2.4.4 4: Sales Form of Gorkha Bakery
Purchase Report

Figure 2.4.4 5: Purchase Report of Gorkha Bakery Sales Report

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Figure 2.4.4 7: Sales Report of Gorkha Bakery
Stock Report

Figure 2.4.4 6: Stock Report of Gorkha Bakery

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2.5 Organization Management
MIS or management information system is basically a software tool which gives a holistic
report of processed information based on which management can take certain crucial
decision on which strategy and tactics could be figured out. It is a computerized system
that helps to fulfil the information needs of different levels of managers. It has become an
integral part of business world today.

Gorkha Bakery, being such a large enterprise and dealing with numbers of activities also
felt the need of MIS. It has implemented MIS form the very beginning of its establishment
in 2068 B.S. The company uses the following types of information system:

2.5.1 Human resource information system:

HIRS is a computerized system that assists in the processing of HRM about employees in
a central and accessible location. Gorkha Bakery uses this information system to keep the
data of total no. of employees by their occupation, location, department, ages, services and
skills. It also keeps record of the no. of employees joining and leaving the company, actual
salary is wage, overtime worked etc.

2.5.2 Inventory management information system:

An inventory management information system is the combination of technology and

processes and procedures that oversee the monitoring and maintenance of stocked
products, whether those products are company assets, raw material and supplies or finished
products ready to be sent to vendors or end consumers.

Gorkha Bakery uses inventory management information system to keep systematic record
of the information such as record of raw materials, finished goods work in progress, safety
stock, decouple of inventory, reorder quantity, etc.

2.5.3 Production management information system:

A production management information system is a tool for tracking the items that are
transformed from raw materials to finished product. This information is used by the Gorkha
Bakery to track how many goods are produced and what types of goods are produced.

2.5.4 Sales management information system:

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Sales management information system is the information system that is used in sales
management department to keep track of the sales process in the organization. Gorkha
Bakery has used this information system to keep on accurate and easy record of the bakery
daily transactions.

2.5.5 Financial management information system:

Financial management information system is the software and processes on organization

uses to manage assets, income and expenses. It accumulates to analyses financial data in
order to make good financial management decisions. Gorkha Bakery uses that information
system for preparation and execution of budgets, financial statements, for providing audit
trail and preparing payroll for employees.

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 CHAPTER 3: CONCLUSION
As a nutshell, the above paper depicts the history of the Information System, an analysis of
the current state of the Information System, difficulties and challenges encountered, and
the Information System's future prospects in Gorkha Bakery. The paper stresses the many
types of information systems employed by Gorkha Bakery, and how, despite their limits,
their deployment has provided the organization with a variety of benefits. The corporation,
however, has not yet been totally digitalized.

The utilization of Information System is currently emerging in the small to large corporate
enterprises. It has made the work easier, faster, safer and more convenient to store high
volume of information and make the information available to the appropriate person, at
right time and right location. The fast development in technology, management's use of
technology, and its influence on company performance are the major reasons that make
management information systems today's most fascinating issue in business.

While putting together the project work, we encountered a few difficulties. We were unable
to obtain adequate information and data on the company's software and apps due to security
issues. We were also unable to include all of the things in the tables because the firm has a
vast inventory and works with a broad chain of suppliers, customers, and vendors.

Some additional aspects, such as program coding, employing more trained staff, and
providing them with the necessary wage and benefits, might be adopted and incorporated
into the bakery's information management in the future.

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 REFERENCES
Mantra Ideas Pvt.Ltd. Gorakha Department Store. (2018).
Retrieved from https://www.gorakhadepartmentstores.com/gorakha-
bakery.

Field visit, observation and questionnaires.

Online meetings via Zoom Application for gathering more detail information about
database schema, entities and attributes.

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 APPENDIX

Figure 3. 1:Group Photo with IT manager Figure 3. 2: Photo with owner

Figure 3. 4: photo of IT room Figure 3. 3: Questionnaire

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Figure 3. 5: Screen Shot of Zoom Meeting with Database Administrator

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