UOC Creators Report

Inventory Control
and Job Costing

System for Leema
Creations (Pvt) Ltd
UOC Creators
[29-07-2008]
Group Members
Index Reg No Name
8372 2005s9719 M. R. Salih
8332 2005s9718 T. I. Sahabdeen
8335 2005s9541 E. K. Abeysinghe
8327 2005s9784 L. B. Lokugalappaththi
8269 2005s9595 K. W. T. C. Fonseka
8365 2005s9676 H. S. Perera
8141 2005s9495 E. C. J. Perera

Contents
1. Introduction
1.1 Introduction ...................................................................................................................................... 4
1.2 Scope of the Study ............................................................................................................................ 5
2. About the Organization
2.1 Organization History ......................................................................................................................... 6
2.2 Organizational Chart ......................................................................................................................... 6
2.3 Organizational Functions .................................................................................................................. 7
3. The Existing System
3.1 Functionality ..................................................................................................................................... 8
3.2 Drawbacks of the Existing System .................................................................................................... 8
3.3 System Diagrams ............................................................................................................................ 10
4. Proposed New System
4.1 The proposed Database System ..................................................................................................... 12
4.2 IT Infrastructure .............................................................................................................................. 12
4.3 Cost Analysis ................................................................................................................................... 14
4.4 Benefits of a Computerized System................................................................................................ 16
4.5 Impact on the Company Culture ..................................................................................................... 16
Appendix 1: The Database Structure .......................................................................................................... 19

Introduction
1.1 Introduction
This report is based on a study that has been carried out on the Inventory Control and Job Costing
System of Leema Creation (Pvt) Ltd, a small, privately owned firm specializing in Interior Design and
Manufacturing of Furniture. The study focuses on the Inventory Control and Job Costing System, which
is a sub process within the company.
The current system in place at the company consists of several manual processes which are
unstructured and poorly interlinked. The management has understood the need for a new Information
System, which would be more efficient at handling the Inventory Control and Job Costing process.
Main objective of the study was to understand the above Information System of the company and
understand the various information flows that take place. This report provides an analysis into the
structure and information flows of the existing system. It also proposes a possible IT infrastructure and a
Database structure for a new Information system that could replace the existing one.
Objectives of the Study
Investigating existing system

• Identifying problems and weaknesses in present system.
• Identifying volumes of data involved.
• Identifying future impacts.
Analyzing present system

• Documenting the present system and its information flows.
• Identifying required functions of a new automated System.
Create alternate solutions

• Propose a suitable IT infrastructure for a new Information System
• Propose a suitable data structure for the new system
• Discuss the impact of the new system on the company’s culture
1.2 Scope of the Study
Even though Designing Interiors and Furniture is a very small function at Leema Creation, it involves lot
of activities and sub processes. Therefore, out of the entire system, we selected one of the most critical
sub systems, which we thought would badly need automation. This was the Inventory control and Job
Costing subsystem.
The purchase subsystem concerns the purchasing of Materials & Timber from registered suppliers. The
Inventory Control subsystem groups all activities related to storing, accepting the materials & timber
when they are received and issuing them for manufacturing. The Job Costing system relates to the
costing of individual jobs.
A detailed study was carried out to reveal all functionalities of the above system. We studied all the
operations within each sub system and analyzed all personals involved in each operation.
Thereafter we took to analyzing the system using tools such as DFD’s. A proposed IT infrastructure and
database architecture has also been provided for a suitable new system.
2 About the Organization
2.1 Organization History
LEEMA CREATIONS was established in Year 2000, to cater to the ever growing demand for Interior Décor
& Furniture in the market. Though many companies were catering to this market need, there is an
increasing demand for high quality, innovative & trustworthy products.
Being a newly established company in Interior Designing & Furniture business, they grew day by day to
be among the most successful & trusted companies in Sri Lanka for Interior Designing & Decorating.
They have managed to achieve this recognition by being a customer oriented company.
2.2 Organizational Chart
Chairman
General Manager
Service Manager
Service Advisor Warranty Manager Part Manger Accounts in-charge
Foreman Stores Manager Accounts

Assistant 1
Technician Stores &

Technical Accounts
Officer Assistant 2
Peon (Helper)
2.3 Organizational Functions
The total operations of Leema Creation are controlled by Head Office situated at No. 26, Deal Place “A”,
Colombo – 03. The main task of Interior Designing is carried out here at the Head Office, which includes
the following.
Marketing
Designing
Planning
Implementation and Supervision
The Business Activities of Leema Creation include the following;

Designing & Decorating of Commercial, Residential and Recreational Interiors.
Manufacturing and installing Partitions, Suspended Ceilings, Venetian / Vertical Blinds, Carpeting,
Wall coverings, Staircases
Fabrication of all types of Household and Office Furniture, Knocked down Furniture, Pantry
cupboards, Doors & Windrows Kitchen cupboards, Wardrobes, Architectural facades, Doors,
Windows and all types of Wooden and other structures.
Supplying and installing blinds for Offices, Restaurants, Factories, Shops, Homes, Hotels etc
They also have all necessary modern Wood Processing Machines, such as Planers, Thicknesses, Circular
saws, Bench drills, Routers, Jigsaws etc., for processing Wood, Plywood, Mdf boards and Finishing
equipments such as Compressors, Spray Guns and Sanders etc., which has helped us in producing quality
products on time.
Leema Creations strongly believe that their Customers are very important. At the same/time they have
taken all measures to ensure that all their employees benefit from the Organization through their skilled
performance, in order to motivate them in maintaining exclusively superb quality standards.
3 The Existing System
3.1 Functionality
The Warehouse and factory of Leema Creations is situated at Malwatta, Nittambuwa. The Stores
Manager and his assistants handle the inventory. It includes many types of Items & Machines. All
Services and Customer related activities are handled by the Factory Manager.
Whenever new Job arrives Factory Manager issues a job card and sends it to the Supervisor and the
Supervisor assigns the Job to an Assistant Supervisor, who in turn Informs a particular Carpenter. After
viewing the Job card Information, the carpenter forwards the Materials requirements to the Assistant
supervisor who in turn enters the Material Requisition and Timber Requisition notes.
Then the Front Office checks the Material & Timber requisitions and contacts the Supervisor &
Storekeeper for approval. Subsequently the storekeeper issues the approved Material & Timber for a
particular job and makes not of them. Then the preparation process starts.
The storekeeper maintains a stock card for each product. He prepares the purchase requisition and
sends it to the Front Office for approval. Then the Front Office prepares the purchase order according to
the purchase requisition & quotations of supplier(s).The front office issues a Goods Received Note after
receiving invoices of the particular purchase. Consequently, that purchase Report is handed over to the
Management. If there are any differences between the Purchase Order and the Purchase Invoice, the
Supply officer should then settle the differences.
At Leema Creations, there is no Purchasing Department. All Purchases are handled by the Stores and
Front Office. Preparing purchase orders, Good Receive Note, purchase return notes are done by Front
Office.
3.2 Drawbacks of the Existing System
• If a specific Customer-Transaction information was needed, searches would have to be carried out
across many files written manually, in order to locate that piece of information.
Ex: - The Last order date of a particular customer.
• Inability to provide summarized and specific information, without reading and filtering through
scores of data.
• Data has to be manually entered in the relevant files thereby involving the human factor, leading to
human error
• Analyzing data for the purpose of budgeting and controlling was a very tedious task, if not
impossible, involving manual processes of calculation
• Vulnerability of data if fire, floods or any such disaster were to take place. An automated system on
the other hand, would provide for a back up facility at multiple locations and possible on line access
to minimize system down time.
• Maintaining large volumes of data in files and cabinets led to storage problems and large storage
spaces were required for this
3.3 System Diagrams
3.3.1 Context Diagram for the Inventory Control and Job Costing System
Quotation Info
Delivery note Info
Invoice Info
Employee Category Info
Employee Info
Employee Working Hour Info
Employee OT Hour Info
Total Job Cost Info Approved Material Requisition Info
Labor Cost Info Approved Timber Requisition Info
Job Timber Cost Info
Material Issues Info
Material Issues Detail Info
Job Material Cost Info Timber Issues Info
Timber Issues Detail Info
Item Price Info
Item Info
Job Labor Cost Info
Total Job Cost info
Item Supplier Info
Good Receive Note Detail Info
Timber Issues Detail Info Timber Requisition Detail Info
Purchases Report Material Issues Detail Info
Material Requisition Detail Info
Material Issues Info
Job Detail Report
Material Issues Detail Info
Job Cost Summary Report Timber Issues Info
Timber Issues Detail Info
Issues Detail Report
Job Cost Detail report
Item Category Info Required Item Report
Supplier Info
Job Detail Info
Item Unit Info
Purchase Return Info
3.3.2 Level (0) Diagram for the System
4 Proposed New System
Although at this stage no real software has been developed to automate the current system, we have
analyzed the system using DFD’s, so that it can be modularized and a software system be designed in
this effect. The context diagram and the Level (0) diagram relating to the information flows of the
system with relevant entities is shown below
4.1 The proposed Database System
Although no specific software system has been implemented with respect to the above system, we are
able to design the structure of the database with reference to the above DFD’s. The proposed Database
system has been presented under the Appendices section. The database tables spelled out directly map
with the DFD’s above
4.2 IT Infrastructure
The following is an appropriate IT infrastructure for the purpose of maintaining a suitable software
system that would handle an automated Inventory control system for Leema creation.
Since there is no IT infrastructure currently in place, this suggestion is for a totally new infrastructure for
the company. It is recommended that Leema purchases 8 workstation computers with 1 server
computer. Other than this, relevant network equipment, air-conditioning and backup devices have also
been recommended.
Hardware Requirements
Computers:
• 1 – Server Computer
• 08– Workstation Computers
Networking Requirements:
• 2 – Hubs (24 port / 100 Mbps)
• 08 – Network Cards
• Cables – Twisted Pair: Category – 5
• Connectors and Terminators
Environment:
• Air Conditioned, Fire Protected, Secure Room (for Server)
• Air Conditioners
• Fire Proof Cupboards (for Data Storage)
Other Equipments:
• 03 – Printers (Bubble Jet; Recommended)
• Diskettes
• 09 UPS
• Ink for Printers
• Papers
• Tape Drivers (for Backup)
• Backup Tapes
Software Requirements
Network Server Operating System – Windows 2000 Server (recommended)

Microsoft SQL Server 2000 as the Back end
Operating System for Workstations – Windows 2000 Prof, Win 98/Me (recommended)
Virus Scanners for each Computer
Live Ware Requirements
System Administrator
Data Entry Operator
Users – Operator (Staff can be easily trained to use the new system)
Configuration of a Workstation Computer (Recommended)
Processor- Intel Core 2 Duo 1.8GHz

512 MB of RAM
80 GB Hard Disk
1 Floppy Drive
CD-ROM (not essential – if budget support)
15’’ Monitor
Keyboard & mouse
Configuration of the Server Computer (Recommended)
Processor - Intel Quad Core, 2.6 GHz

2GB RAM
2 Hard Disks (Capacity of 250 GB each)
1 Floppy Drive
DVD-ROM Drive
15’’ Monitor
Keyboard & mouse
4.3 Cost Analysis
Initial cost will include all the expenses that incur in implementing the new system. In other words initial
cost is the cost that incur in the beginning of the system. It consists with:
Computer and Network Hardware purchasing cost

Software purchasing cost
Cost to arrange the environment
Cost to implement the network
Training cost of employee
Item Quantity Current Market Price
Computers
Server Computer 1 80000
Workstation Computers 08 (45000*8) = 360000
Networking Devices
Hubs (24 port / 100 Mbps) 2 (30000*2) = 60000
Network Cards 08 (2500* 10) = 25000
Cables – Twisted Pair: Category – 5 10km 18000
Connectors and Terminators N/A 4000
Environment
Air Conditioned, Fire Protected, Secure Room 1 40000
Fire Proof Cupboards (for Data Storage) 2 19000
Air Conditioners (Additional) 1 60000
Other Equipments
Printers (Bubble Jet; Recommended) 3 (8500*2) = 17000
Diskettes 500 (50*500) = 25000
Online UPS 8 10000
Tape Drivers (for Backup) 2 5000

Backup Tapes 10 5000
Software
Network Server Operating System 1 25000
Data Base Management System Software 1 15000
Operating System for Workstations 10 Copies 10000
Virus Scanners for each Computer 10 Copies 10000
Other
Cost to implement the network N/A 30000
Training cost of employee N/A 15000
Software Development Cost N/A 100000
Average Total Cost = Rs. 883000

Rounded Total = Rs. 890, 000
Initial cost will include all the expenses that incur in implementing the new system. In other words initial
cost is the cost that incur in the beginning of the system. It consists of
• Computer and Network Hardware purchasing cost

• Software purchasing cost
• Cost to arrange the environment
• Cost to implement the network
• Training cost of employee
The recurring costs to the company from implementing this system would be;
Maintenance of the Network

(Repairs, New Additions, Expansion of Network)
Maintenance of Computers
(Repairs, Services, Upgrading)
Purchasing of Computer Accessories
(Backup Tapes, Floppies, Ink, Papers)
Purchasing of new versions of software
Staff payment
(Admin and Data Entry Operator)
4.4 Benefits of a Computerized System
The tangible and intangible benefits to Leema from a new implementation of an automated system are
many. Most of these benefits may not be evident at the beginning, however as time goes by, the
benefits of an automated system would become evident
Some of the tangible benefits of implementing the above system, most notably are,
Fewer processing errors

Faster information retrieval
High throughput
Reduced Expenses
Compact information storage
File Updating is easier and faster
Several types of reports can be obtained any time
The following are some of the Intangible benefits Leema Creation would obtain out of introducing a new
automated system. These benefits are not materially visible; however add to the company’s success
Improved service to the customers.

Improved employee moral
Better decision making opportunity
Managing and handling of data information in a most structured way preventing any
Unauthorized personnel from accessing data
Higher flexibility
Easier and accurate accounting
Reduced working load of workers
Easier to manage stocks
Automation clerical work eliminated
Accuracy of information provides the efficiency
Recovery from fire, flood like disasters
4.5 Impact on the Company Culture
Implementing an automated system is going to be a major business change for a company that has been
operating for years on manual methods. Although this report covers only the Inventory Control and Job
costing system, which is a major subsystem, the automation process can be extended to cover the other
subsystems as well. The most notable implications on company culture would be;
• Employee resistance to change: Most employees would find it difficult, if not threatening to
accept a change in their traditional methods of working. Leema Creation has a considerable
number bottom level employees including Carpenters and unskilled laborers. These individuals
may have never witnessed automated systems or computers for that fact. Thus introducing such
a system to these individuals will be a critical issue for the management
• Employee training: Substantial focus would have to be applied on employee training in order to
reap the true benefits of a new computerized system. The management will have to prepare a
proper plan on training employees at all levels, lest face the risk of total failure of the system
• System suitability: The suitability of the new system will also be a deciding factor for its success
at Leema. The type of system developed should match the styles and culture of the company
and should include user friendly interfaces and options
• Maintenance and Services: The implementation of the system should be followed up with good
maintenance methods for the systems. Well trained professionals should be assigned to
administer the system. Constant breakdowns and lack of help and support could lead to the
increase in frustration among employees and eventual system failure
5 Conclusion
The current system in place at Leema Creation is a Manual System, for which the management is
contemplating automation. What we have done in this report is a system study, to help Leema
understand its processes and information flows prior to automation. We have also recommended a
suitable database structure and an IT infrastructure to support this automation. Furthermore we have
discussed the implications of such a change on the culture of the company.
The software products we have recommended for Leema are mainly Microsoft products. This is due to
the Cost Effectiveness, Wide use, Compatibility and ease of maintenance.
We have recommended high performance Server PCs and workstations for Leema. This is in
consideration of the increasingly fast changing technological environment where it is essential to
purchase high end computers in order to be compatible with the latest software and features, and to
work with a higher level of reliability and productivity. It is also important to take in to account the total
cost of ownership. However, management can reduce level of these requirements if they feel this is
economically not feasible.
The benefits that Leema would reap by replacing the existing manual system with a computerized
system will be huge. The management has to subsequently decide on the development of the system
and how it will be deployed. It will also have to consider other aspects such as resistance to change and
the learning curve for the users.
We would also recommend a new system to run parallel with the existing manual system for some time.
So the two systems can be compared. So if there are incompatibles with the new system and the old
system, they can be corrected.
Appendix
Appendix 1: The Database Structure
File Number : D1
File Name : Users
Description : Used to store information about the users in the system
Primary Key : UserName
Foreign Key :
Field name Field Description Data Type Size
UserName User Name Text 30
Password Login Password Text 10
CreatedDate User Created Date Date 08
Type User type Text 08
File Number : D2
File Name : JobDetail
Description : Used to store information about the jobs in the system
Primary Key : JobNumber
Foreign Key : JobResPerCode
Field name Field Description Data Size

Type
JobNumber Job number Text 10
JobDescription Job description Text 50
JobCustomerName Job customer name Text 30
JobStartDate Job start date Date 08
JobEndDate Job end date Date 08
JobResPerCode Job responsible person Text 06

code
JobDetailDescription Job detail description Text 300
File Number : D3
File Name : Supplier
Description : To record supplier’s details
Primary Key : SupCode
Foreign Key :
SupCode Supplier’s code Text 06
SupName Supplier’s name Text 30
SupAddress Supplier’s address Text 100
SupTelephone Supplier’s telephone Text 10
SupFax Supplier’s fax number Text 10
SupEmail Supplier’s email Text 50
SupContactPersonName Supplier’s contact Text 50
Person name
SupContactPersonTelephone Supplier’s Contact Text 10
person telephone
File Number : D4
File Name : Item
Description : To record details of items
Primary Key : ItmCode
Foreign Key : ItmCategoryCode, ItmUnitCode
ItmCode Item code Text 10

ItmDescription Item description Text 100
ItmCategoryCode Item Category Code Text 05
ItmUnitCode Item Unit Code Text 05
ItmReOrderLevel Item Re-Order Level Number 06
ItmReOrderQty Item Re-Order Quantity Number 06
File Number : D5
File Name : ItemUnit
Description : To record item unit detail
Primary Key : ItmUntCode
Foreign Key :
ItmUntCode Item unit code Text 05
ItmUntDescription Item unit description Text 50
File Number : D6
File Name : ItemCategory
Description : To record the item category detail
Primary Key : ItmCatCode
Foreign Key :
ItmCatCode Item category code Text 05
ItmCatDescription Item category Text 50
description
File Number : D7
File Name : ItemSupplier
Description : To record Item price according to each Supplier
Primary Key :
Foreign Key : ItmCode, SupCode
ItmCode Item Code Text 10
SupCode Supplier Code Text 06
ItemPrice Item Price Money 20
IsCurrentSupplier Current Supplier Boolean 10
File Number : D8
File Name : MaterialRequisition
Description : To record Material Requisitions
Primary Key : MatReqCode
Foreign Key : MatReqJobNumber, MatReqRequisitionedByCode,
MatReqApprovedByCode
MatReqCode Material requisition code Text 10
Material requisition job number
MatReqJobNumber Material requisition date Text 10
Material requisitioned by code
MatReqRequisitionDate Material requisition approved Date 08

date
Material requisition approved by

MatReqRequisitionedBy code Text 10
Code Material requisition status

MatReqApprovedDate Material requisition remarks Date 08
MatReqApprovedBy Text 10
Code
MatReqStatus Text 10
MatReqRemarks Text 100
File Number : D9
File Name : MaterialRequisitionDetail
Description : To record the details of Material Requisitions
Primary Key :
Foreign Key : MatReqCode, ItemCode
MatReqCode Material requisition code Text 10
ItemCode Item code Text 10
ReqiredQty Required quantity Number 08
ApprovedQty Approved quantity Number 08
File Number : D10

File Name : TimberRequisition
Description : To record Timber Requisitions
Primary Key : TimReqCode
Foreign Key : TimReqJobNumber, TimReqRequisitionedByCode,
TimReqApprovedByCode
TimReqCode Timber requisition code Text 10
Timber requisition job number
TimReqJobNumber Timber requisition product Text 10
Timber requisition part
TimReqProduct Timber requisition date Text 50

Timber requisitioned by code
TimReqPart Timber requisition approved Text 50

date
Timber requisition approved

TimReqRequisitionDate by code Date 08
Timber requisition status

TimReqRequisitionedBy Timber requisition remarks Text 10
Code
TimReqApprovedDate Date 08
TimReqApprovedBy Text 10
Code
TimReqStatus Text 10
TimReqRemarks Text 100
File Number : D11

File Name : TimberRequisitionDetails
Description : To record detaileds of Timber Requisitions
Primary Key :
Foreign Key : TimReqCode, ItemCode
TimReqCode Material requisition code Text 10
Item code
ItemCode Exact length Text 10
ExactLength Exact width Number 08
ExactWidth Exact height Number 08

ExactHeight Exact no of pieces Number 08
ExactNoOfPieces Approximate length Number 08

Number
ApproximateLength Approximate width 08
Number
ApproximateWidth Approximate height Number 08
ApproximateHeight Approximate no of pieces 08

Number
ApproximateNoOf Required quantity 08
Pieces Approved quantity

Number
ReqiredQty 08
Number
ApprovedQty 08
File Number : D12

File Name : MaterialIssue
Description : To record Material Issues
Primary Key : MatIssCode
Foreign Key :
MatIssCode Material issue code Text 10
MatIssDate Material issue date Date 08
MatIssMatReqCode Material requisition code Text 10
Material issued by code
MatIssByCode Material issue remarks Text 10
MatIssRemarks Text 100
File Number : D13

File Name : MaterialIssueDetail
Description : To record detailed information about MaterialIssue
Primary Key :
Foreign Key : MatIssCode, ItemCode
MatIssCode Material issue code Text 10
IssuedQty Issued quantity Number 08
File Number : D14

File Name : TimberIssue
Description : To record Timber Issues
Primary Key : TimIssCode
Foreign Key :
TimIssCode Timber issue code Text 10
TimIssDate Timber issue date Date 08
TimIssMatReqCode Timber requisition code Text 10
Timber issued by code
TimIssByCode Timber issue remarks Text 10
TimIssRemarks Text 100
File Number : D15

File Name : TimberIssueDetail
Description : To record detailed information about Timber Issue
Primary Key :
Foreign Key : TimIssCode, ItemCode
TimIssCode Timber issue code Text 10
IssuedQty Issued quantity Number 08
File Number : D16

File Name : ItemQuantity
Description : To record item Quantity detail
Primary Key :
Foreign Key : ItmCode
QtyInHand Quantity in hand Number 08
File Number : D17

File Name : RequiredPurchaseItem
Description : To record required purchase items
Primary Key : ReqItmCode
Foreign Key :
ReqItmCode Required item code Text 06
ReqItmDate Required date Date 08
File Number : D18

File Name : RequiredPurchaseItemDetail
Description : To record required purchase item Details
Primary Key :
Foreign Key : ReqItmCode, ItmCode
ReqItmCode Required item code Text 06
Status Status(New, Requested, Text 10
Completed)
File Number : D19

File Name : PurchaseRequisition
Description : To record purchase requisitions
Primary Key : PerReqCode
Foreign Key : PerReqSuupilerCode, PerReqPreparedByCode
Field name Field Description Data Size

Type
PerReqCode Purchase requisition code Text 10

PerReqDate
Purchase requisition date Date 08
PerReqSupilerCode
Purchase requisition supplier Text 10
code
PerReqPreparedBy Purchase requisition

Text 10
Code Prepared by code
File Number : D20

File Name : PurchaseRequisitionDetail
Description : To record details of purchase requisitions
Primary Key :
Foreign Key : PerReqCode, ItmCode
PerReqCode Purchase requisition code Text 10

ItmCode
Item code Text 10
File Number : D21

File Name : Quotation
Description : To record about quotations
Primary Key : QuoCode
Foreign Key : QuoSuupilerCode
QuoCode Quotation code Text 10
QuoDate Quotation date Date 08
QuoSuupilerCode Quotation supplier code Text 10
QuoRemarks Quotation remarks Text 100
File Number : D22

File Name : QuotationDetail
Description : To record detail of quotations
Primary Key :
Foreign Key : QuoCode, ItmCode
QuoCode Quotation code Text 10
UnitPrice Unit price Money 08
File Number : D23

File Name : PurchaseOrder
Description : To record information about purchase Order
Primary Key : PerOrdCode
Foreign Key : PerOrdSuppilerCode, PerOrdPreparedByCode
PerOrdCode Purchase order number Text 10
PerOrdDate Purchase order date Date 08
PerOrdSuppiler Purchase order supplier code Text 10
Code Purchase order prepared by code
PerOrdPreparedBy Text 10
Code
File Number : D24

File Name : PurchaseOrderDetail
Description : To record detailed information about purchase order
Primary Key :
Foreign Key : PerOrdCode, ItmCode
PerOrdCode Purchase order number Text 10
Quantity Quantity Number 08
File Number : D25

File Name : DeliveryNote
Description : To record delivery note data
Primary Key : DelNoteCode
Foreign Key : DelNoteSupplierCode, DelNoteEnteredByCode
DelNoteCode Delivery note code Text 10
DelNoteSupplier Code Suppliers code Text 10

DelNoteDate
DelNoteEnteredBy Date of delivery Date 08
Code
DelNoteGRNIssued Delivery note Text 10
Entered by code
GRN issued or not Boolean 05
File Number : D26

File Name : DeliveryNoteDetail
Description : To record detailed information about delivery note
Primary Key :
Foreign Key : DelNoteCode, ItmCode
DelNoteCode Delivery note code Item code Text 10
ItmCode Quantity Text 10
Quantity Number 08
File Number : D27

File Name : GRN
Description : To record good received note data
Primary Key : GRNCode
Foreign Key : GRNSupplierCode, GRNDelNoteCode, GRNPreparedByCode
GRNCode Good received code Text 10
GRNSupplierCode Suppliers code Text 10
GRNDelNoteCode Delivery note code Text 10
GRNPreparedDate Prepare date of GRN Date 08

GRNPreparedByCode Prepared by code Text 10
GRNRemarks GRN remarks Text 100
File Number : D28

File Name : GRNDetail
Description : To record detailed information about good received note
Primary Key :
Foreign Key : GRNCode, ItmCode
GRNCode Good received note code Text 10
Item code Text 10
ItmCode Received Quantity
Quantity Number 08
File Number : D29

File Name : Invoice
Description : To record information about invoice data
Primary Key : InvNumber
Foreign Key : InvSupplierCode, InvEnteredByCode
InvNumber Invoice number Text 10
InvDate Entered date of invoice Date 08
InvSupplierCode Supplier code Text 10
InvEnteredByCode Entered person code Text 10
InvTotalVal Total value of invoice Money 08
File Number : D30

File Name : InvoiceDetail
Description : To record detailed information about invoice data
Primary Key :
Foreign Key : InvNumber, ItmCode
InvNumber Invoice number Text 10
UnitPrice Unit price Money 08

Number
Quantity Quantity Money 08
Value Value 08
File Number : D31

File Name : PurchaseReturns
Description : To record purchase returns details
Primary Key : PurRetCode
Foreign Key : PurRetGRNCode, PurRetPreparedByCode
PurRetCode Purchase return code Text 10
PurRetGRNCode Good receive note code Text 10
PurRetPrepared Prepared date of purchase return Date 08
Date Prepared person’s code of purchase

return
PurRetPrepared Text 10
Purchase return remarks
ByCode
PurRetRemarks Text 300
File Number : D32

File Name : PurchaseReturnsDetails
Description : To record purchase returns details
Primary Key :
Foreign Key : PurRetCode, ItmCode
PurRetCode Purchase return code Text 10
Quantity Returned quantity Number 08
File Number : D33

File Name : EmployeeCategory
Description : To record employee category details
Primary Key : EmpCategoryCode
Foreign Key :
EmpCategoryCode Employee category code Text 06
EmpCategoryDescription Employee category description Text 30
Monthly salary of that category
EmpCategoryMonthly Half day salary of that category Money 08
Salary Over time hour payment
EmpCategoryHalfDay of that category Money 08
Salary
Emp CategoryOTHour Money 08
Payment
File Number : D34

File Name : Employee
Description : To record employee details
Primary Key : EmpCode
Foreign Key :
EmpCode Employee’s code Text 06
EmpCategoryCode Employee category Code Text 06
EmpName Employee’s name Text 50
EmpAddress Employee’s address Text 100
EmpTelephone Employee’s telephone Text 10
EmpRemarks Employee remarks Text 100
File Number : D35

File Name : EmployeeWorkingHour
Description : To record employee working hour details
Primary Key :
Foreign Key : EmpWorkHourEmpNumber, EmpWorkHourJobNumber
EmpWorkHourDate Date of work Date 08
EmpWorkHourEmp Relevant employee number Text 10
Number
EmpWorkHourJob Relevant job number Text 10
Number
EmpWorkHourTime Time of work Text 10
File Number : D36

File Name : EmployeeOTHour
Description : To record employee over time hour details
Primary Key : EmpOTHourCode
Foreign Key : EmpOTHourEmpNumber, EmpOTHourJobNumber

EmpOTHourCode Over time code Text 10
EmpOTHourDate Over time date Date 08
EmpOTHourEmp Relevant employee number Text 10
Number
EmpOTHourJob Relevant job number Text 10
Number
EmpOTHours Over time hours Text 10
File Number : D37

File Name : JobMaterialCost
Description : To record material cost
Primary Key : JobMatCostCode
Foreign Key : JobMatCostJobNumber
JobMatCostCode Job material cost code Text 06
JobMatCostJobNumber Relevant job number Text 10
JobMatCostDate Date of cost Date 08
JobMatCost Material cost Money 08
File Number : D38

File Name : JobTimberCost
Description : To record timber cost
Primary Key : JobTimCostCode
Foreign Key : JobTimCostJobNumber
JobTimCostCode Job timber cost code Text 06
JobTimCostJobNumber Relevant job number Text 10

JobTimCostDate Date of cost Date 08
08
JobTimCost Timber cost Money
File Number : D39

File Name : JobLabourCost
Description : To record labour cost
Primary Key : JobLabCostCode
Foreign Key : JobLabCostJobNumber
JobLabCostCode Job labour cost code Text 06
JobLabCostJobNumber Relevant job number Text 10
JobLabCostDate Date of cost Date 08
JobLabCost Labour cost Money 08
File Number : D40

File Name : TotalJobCost
Description : To record total job cost
Primary Key : TotalJobCostCode
Foreign Key : TotalJobCostJobNumber, JobMatCostCode,
JobTimCostCode, JobLabCostCode
TotalJobCostCode Total job cost code Text 06
TotalJobCostJobNumber Relevant job number Text 10
TotalJobCostDate Date of cost Date 08
JobMatCostCode Job material cost code Text 06
JobTimCostCode Job timber cost code Text 06
JobLabCostDate Job labour cost code Text 06

TotalJobCost Total job cost Money 08
File Number : D41

File Name : TemporaryItem
Description : To record temporary item
Primary Key :
Foreign Key : ItemCode
TotIssuedQty Total issued quantity Number 08

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Inventory Control

and Job Costing

Index Reg No Name

8372 2005s9719 M. R. Salih

8332 2005s9718 T. I. Sahabdeen

8335 2005s9541 E. K. Abeysinghe

8327 2005s9784 L. B. Lokugalappaththi

8269 2005s9595 K. W. T. C. Fonseka

8365 2005s9676 H. S. Perera

8141 2005s9495 E. C. J. Perera

1.1 Introduction ...................................................................................................................................... 4

1.2 Scope of the Study ............................................................................................................................ 5

2. About the Organization

2.1 Organization History ......................................................................................................................... 6

2.2 Organizational Chart ......................................................................................................................... 6

2.3 Organizational Functions .................................................................................................................. 7

3. The Existing System

3.1 Functionality ..................................................................................................................................... 8

3.2 Drawbacks of the Existing System .................................................................................................... 8

3.3 System Diagrams ............................................................................................................................ 10

4. Proposed New System

4.1 The proposed Database System ..................................................................................................... 12

4.2 IT Infrastructure .............................................................................................................................. 12

4.3 Cost Analysis ................................................................................................................................... 14

4.4 Benefits of a Computerized System................................................................................................ 16

4.5 Impact on the Company Culture ..................................................................................................... 16

Appendix 1: The Database Structure .......................................................................................................... 19

Objectives of the Study

Investigating existing system

Analyzing present system

Create alternate solutions

2.2 Organizational Chart

Service Advisor Warranty Manager Part Manger Accounts in-charge

Foreman Stores Manager Accounts

Technician Stores &

The Business Activities of Leema Creation include the following;

3.2 Drawbacks of the Existing System

4.1 The proposed Database System

Network Server Operating System – Windows 2000 Server (recommended)

Live Ware Requirements

Configuration of a Workstation Computer (Recommended)

Processor- Intel Core 2 Duo 1.8GHz

Configuration of the Server Computer (Recommended)

Processor - Intel Quad Core, 2.6 GHz

Computer and Network Hardware purchasing cost

Item Quantity Current Market Price

Server Computer 1 80000

Workstation Computers 08 (45000*8) = 360000

Hubs (24 port / 100 Mbps) 2 (30000*2) = 60000

Network Cards 08 (2500* 10) = 25000

Cables – Twisted Pair: Category – 5 10km 18000

Connectors and Terminators N/A 4000

Air Conditioned, Fire Protected, Secure Room 1 40000

Fire Proof Cupboards (for Data Storage) 2 19000

Air Conditioners (Additional) 1 60000

Printers (Bubble Jet; Recommended) 3 (8500*2) = 17000

Diskettes 500 (50*500) = 25000

Online UPS 8 10000

Tape Drivers (for Backup) 2 5000

Network Server Operating System 1 25000

Data Base Management System Software 1 15000

Operating System for Workstations 10 Copies 10000

Virus Scanners for each Computer 10 Copies 10000

Cost to implement the network N/A 30000