Developing a MIS to improve the business process of PSL

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1.0 Introduction
The business world has gone through so many revolutions in recent years. The change has become a common obsession in todays business. Computers and other Information Technologies (IT) have the most significance influence on this changing business environment. World business has reached a competitive edge through the use of Computers and other IT implications. No business is safe and sound until and unless they offer continuously improved product and service and this is the reason for becoming advanced in the use of technology. In this report-Developing A Management Information System to Improve the Business Process of Paradise Sweater Limited. we will explicate & propose a tiny but significant use Management Information System in paradise sweaters. 1.1 Background of This Report: This report is documented to design a MIS to improve the Business Process of paradise sweaters Ltd. and the report title is -Developing A Management Information System To Improve The Business Process Of Paradise Sweater Limited. This report is produced as requirement of completing the internship of Independent University, Bangladesh (IUB). This report was assigned by Mirza Azahar Ahmed, General Manager, Paradise Sweaters Limited and approved by the internship supervisor Mr. A. Zaman Sarkar, Lecturer, IUB. 1.2 Problem Justification: The current information system of Paradise Sweaters Ltd. is completely manual, non-computerized, paper based system. Though they have a few updated computers and printers, but these devices are only used for some official letter or memo generation & printing and the internet is used rarely for any purpose. This manual system cause many problems to the smooth operation of the company. Especially it is really time consuming to answer any query related to progress of production of any particular styles in the floor. Even it is quite impossible to anticipate the expenses
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or the salary generated so far in middle of the months which is really important for making strategic decision as salaries are incurred on production commission basis in this organization. 1.3 Purpose of the Project: In a simple sentence, purpose of this project is to solve problems that the company is facing currently for maintaining the paper based information system by implementing computerized MIS system. After going through an intensive investigation, we found that if they run a simple MS Access Database, life will be more easier to them and this Database will increase there efficiency. By this MIS the authorities will be able to; Prepare salary sheets more efficiently, accurately and quickly. Trace out the progress of work simply on one or two clicks of mouse. Minimize the paper work thus will be able to save time and effort of employees. Find out the error percentage and where the error is happening frequently Any kind of production information will be just one mouse click ahead.

1.4 Objective of the project: As information storing and retrieving is done manually in paradise sweaters, it creates obstacles to make quick decisions by the management authority thus makes it an inefficient system. The objective is developing an automated information system for managing the business process that is the production process of Paradise Sweaters Ltd. that will effectively and successfully store all information related to the various feature of service operation, and will allow the management to access those information in different formats as desired by the management to made rapid and effective strategic decision making implementation.

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1.5 Limitations of the project Implementing any system has some difficulties to deal with. In this particular MIS, there is comparatively less limitation than others as it is quit a simple MIS but still it has got massive influence on the business process of paradise sweaters. The limitations found in this case are; Time limitation is one of the constraints faced to conduct the project. Three months time is not enough to know about the operations of such a company and if more time could be spending on designing and testing, it would be a better project and lots of other operation issues might have been included in this system. MS Access application software is used to design the MIS. If more sophisticated programming tools could be used it would have been made more user friendly and more efficient. Unwillingness and reluctance of using IT due to the illiteracy of IT by many staffs has been another problem in that organization.

2.0 Organizational Profile

Paradise Sweaters Ltd. is a registered limited company in Bangladesh; it is a manufacturing company of sweaters. The company has started operation in the year 2003. The sales turnover of the company last year was around US $1.6 Factory on. Paradise Sweater offers a diversified range of sweaters to its buyer. Paradise sweaters have three different kinds of knitting machineries of world renowned brands. They also have some sophisticated branded automated drying and finishing machineries. The company is also conscious about its Human Resources. The company continuously invests in training the human resource asset, such as arranging training session for its official with some other third party human resource management companies. The company also is care full regarding the humanitarian rights of its laborers. Paradise Sweaters arrange free consultancy of doctors for its labors, deferent specialized doctors come to the department once in a month two providing their consultancies.

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2.1 Company At A Glance: Name of the Company: Paradise Sweaters Ltd. Year of Establishment: 2003 Head Office: Level-2, House-8, Road-15, Sector-4, Bangladesh. Manufacturing Unit: Holding No-2346, Uttarkhan Mian Bari, PS: Uttarkhan, Dhaka-1230. Nature of Business: Manufacturing all kinds of sweaters and similar garments. Yearly Turnover: US 1.6 factory on (approx) in year 2007. Paid Up Capital: US$ 3 factory on (approx.) Human Resource (Employee): 1200 person. Machineries: Winding Machine- 26, Knitting Machine- 900 (12, 7, 5 & 3 GG), Linking Machine- 256, Seaming Machine- 20, Button Hold Machine -10, Placket machine -10, Over lock Machine- 10, Dryer Machine-18, Iron Machine- 84, Boiler Machine-6 2.2 Organizational Chart:

Managing Director

GM

Manager, Payroll Officer, Payroll

Manager, Emp. Mgt.

Manager,
Comm. Dept.

Manager, Store. Dept.

Manager, Production

Officer,
Comm. Dept

Asst. Man. Production Asst. Man. Production

Junior Officer Junior Officer

Junior Officer Junior Officer

Junior Officer Junior Officer

Junior Officer Junior Officer

Junior Officer Junior Officer Junior Officer Junior Officer

Junior Independent University, Bangladesh (IUB). Officer

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3.0 Methodologies:
Methodology is the systematic structured depiction of sequence of actions required to resolve a problem. In context of System development, Methodology is a collection of procedures, techniques, tools and documentation aids which help the system developers in their efforts to implement a new information system. The classical System Development Life Cycle (SDLC) is one of the most popular system development methodologies. There are some benefits of using SDLC, like; Consistent approach to all projects Completion within time limit and acceptable cost, reduction of risk Reduce the risks associated with shortcut. Accurate record of requirements and monitoring of the process Early indication of changes Consistent and complete documentation and maintenance of continuity Maintain contiguity of the project so that previous projects are easily understood by new workers. Waterfall model of SDLC is used here to design the MIS for Paradise Sweaters Ltd.

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3.1 Waterfall Model of SDLC The waterfall model illustrates a development process that is firm, compact and linear. it is a popular version of the SDLC model for software designing. Waterfall development has different purposes for each segment of development where every segment is accomplished for the next one to be started.

Requirement Defamations

Design
Implementation & Unit Testing Integration & System testing Operation & Maintenance

Figure1: Waterfall (Traditional) System Development 3.2 Software Development Life Cycle The process of putting system into place and continuing and enhance them refer to system development. System
System Analysis
Preliminary Investigation

>> Problem Analysis >> Requirement development Specification

>> Requirement process can divide into different phases and activities, which I have used

as the technique for my software development, which are as follows.

System Design

>> Process Modeling >> Data Modeling >> Physical Design

Programming / Coding

Testing & Conversion

>> Unit Testing >> Integration Testing >> Acceptance Testing

Maintenance Independent University, Bangladesh (IUB).

Figure-2: Major phases of Software Development Life Cycle

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3.2.1 Preliminary Investigation In this phase of SDLC the researcher investigate whether it is worth of perusing the project or not! Researcher also finds out the troubles, opportunities and directives of the project and also evaluates the risk of the project. Fact Finding Techniques have been used in this aspect. 3.2.1.1 Fact Finding Techniques: Before starting the project the researcher must know about the system in details. As researcher in not a user or familiar person with the current system, he/she must gather knowledge from the existing users of the system. Fact finding techniques are used in this regard. The researcher has used the following fact-finding techniques. Interview Record Review

Interviews: This is the most common fact findings techniques. Interview is a formal meeting where the analysis can obtain information about the operation of the existing system and the requirement for the new system. For interview the researcher asked selected question to different employees of Paradise Sweaters. Record Review: Record review means examining information that has been recorded about the system and users. Records include policy manuals, regulations and standard operating procedures. In paradise sweaters there are different registrar books and achieved documentations of different departments from which researcher conducted record review. 3.2.2 System Analysis System Analysis is studying business systems to learn current methods and assess effectiveness. This phase itself consists of component phases;

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SYSTEMS ANALYSIS System analysis is the analysis of the problem that the organization will try to solve with an information system.

Problem Analysis

Requiremen t Analysis

Decision Analysis

Figure-3: Different parts of system Analysis. Problem Analysis, In this phase, researcher studied the business process of Paradise sweaters, which the production process in this details. Different problems were identified in this phase. Requirement Analysis; it is the stage for defining and prioritizing business necessities. This is perhaps the most vital phase. Errors or omissions in requirement analysis result in user dissatisfaction with final system and costly modifications. Researcher defined what kind of information is required by which person and in which format. As different departments required information with different purpose their formats or presentations also differs. Decision Analysis; in this phase candidate solutions is identified. Feasibility of these solutions will be analyzed and a new system is recommended.

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3.2.3 System Design System Design shows how the system will fulfill this objective. This is the phase of the system development where an appropriate solution is devised to fulfill all the information requirements of the system identified from the previous System Analysis phase. Logical design; logical design lays out the components of the system and their relationship to each other as they would appear to users. Data Flow Diagram (DFD) and Entity Relationship Diagram (ERD) are usually used in logical designing. Physical Design; it is the process of translating the logical abstract model into the specific technical design for the new system. In this project the researcher will develop a Data Dictionary for physical data modeling. 3.2.4 Programming/Coding: The process of translating design specifications into software (program code) for the computer is called programming or coding. It is considered to be the heart of the system. In this phase coding should be done bearing the needs of the users in mind. It should be user-friendly and should be kept as simple as possible as per the users level of understanding. 3.4.5 Testing & Conversion: In-depth and thorough testing must be performed to determine whether the system generates the expected result or not. Three kind of testing is common; unit testing, system testing, acceptance testing. Conversion is the process of changing from old system to the new system. Four main conversion strategies can be employed; Parallel Strategy, Direct Cut-Over, Pilot Study, Phased Approach. 3.4.6 Maintenance: In this stage users & technical specialists review the system to determine how well it has me its original goal. Sometimes changes are

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done to make it efficient. Technical supports are to be provided any time to fix any errors, omissions or new requirements may rise.

4.0 Current System Analysis

Paradise Sweaters Ltd. has an information system, which is completely manual. In the organization every task is done manually. From data record to report generation all are done in paper-based system. They have to keep different registrar book for work flow of every department for these 1200 workers, which is not only erroneous
Store Roomalso but

Existing Business System of PSL IS) (AS Finished Products

Production by Employee Salary Department time consuming. As a result, the organization often gets behind

the demands of their customer.

Proposed Business System Not PSL (To Be) If of
Goods Goods Check
Balances

Info.
Supplier Buy Order

If Yes

Store Management Store Management

4.1 Rich Picture Presentations:

If Not

If Yes Check Balances Supplier

Raw Materials
Factory
Finished Goods

Production
Material Req.
Storage Dept.

Storage Dept.

Finished Goods

. Buy Order Raw Materials Commerce Dept

F Goods Req

Storage Info .
Raw Materials Commerce Dept .

Purchases Req. Factory

Material Req.

F Goods Req

Storage Info .

Salary Payment

4.2 Excising Business System of PSL (As- Is):

Production Info MRR
MRR If Yes

If Yes
Check Balances

Check Balances
If Not

If Not
Purchase Requisition

Purchase Requisition

Raw

Finish Prod. Materials Info.

Money

Employee Employee Management Management

Production Information Production Information

New Employee Recruitment New Employee

Emp. Mgt.

Recruitment

4.3 Proposed
Payroll Payroll

Salary Slip

Salary Slip
Employee Productivity Employee Info

Emp. Mgt. Emp. Authority Mgt.

Authority

Bonus/ Provident Funds

Info

Buy Raw Bonus/ Provident Funds Materials

SupplierLegends

Legends

Money

Process Process

Data Flow Terminator Data Independent University, Bangladesh (IUB). Flow Direction Terminator Direction

Figure-6:Proposed Business System of PSL Figure-5: Existing Business Process of PSL PSL Figure-4: Rich Picture of

Central Database of Streamline Process For PSL

Promotion of Commerce Dept. of Existing Existing Promotion Employees EmployeesSells Business System of PSL (To-Be):

Emp. Mgt. Authority Authority

Employee Info

Employee Info

Data store

Data store Employee

Decision Decision

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4.4 Functions of The System Functions of the system are the activities or processes within the system. There are five basic functions; input, output, processing, storage, control 4.4.1 Input: Input is simply defined as collection of raw data from within or outside the organization. It is the function that triggers all other functions to work out the system to completion. At the storage from the department , when any requisition for raw materials/spare parts is made department , they keep departments or finish goods from commerce

information regarding the description of the required materials or finish goods, purpose of the requisition, how much required and how much issued, who has generate this requisition, balance after issued, any remarks about the requisition etc. When the storage department make any purchase requisition, they also record information about the description of the required materials, quantity required, quantity currently in hand, importance of the purchase, any remarks etc. At the employee department , they keep information about the personal, official information regarding the employees. Like employees name, address, contact number (if any), date of birth, date of join, blood group, designation, employee type (Fixed Salaried Worker or Production Based Worker), their attendance, which they work in which section etc. At salary department, they used keep information regarding salary rules for employees. Like structure of the salary or time scale, house rent, medical allowance, conveyance allowance etc. and salaries of employees like basic salary, production commissions, current increment, extra wages for overtime works, bonus etc. All this information is recorded in their registrar book by some low-level workers and some department managers also.

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4.4.2 Processing: At the storage department , when any requisition for materials is made, the storage manager first check the availability of required items from their store registrar book where they keep balance information of stored materials. If they have the product balance to satisfy the requisition, then they write the information of the department on another register book or file and send the material to the with a receive paper where the department manager has to sign to notify that they have received the goods. The same process they do when the commerce department sends requisition for finish goods. At the employee department, they maintain separate files for storing employee personal, official information like their personal information, their attendance, and productivity rate per month etc. that is handled by the employee manager and the workers working under him. At the salary department, they maintain separate files for storing salary, bonus, and provident fund etc. accounting officer is responsible for all these processing. But the problem is that, the number of files is huge, kept unsorted, non-secured way where information searching is a matter of hours or even days. 4.4.3 Output The output of the system is manually written reports from various departments for their internal managers as well as the general manager (GM) of the company. At the storage department , they produce purchase requisition report, material receive report, finish goods dispatching reports, material quality certificate, material registration in/out report etc. which are basically monthly basis, but on demand of the GM these are produced at any time of the month. At employee department, the employee productivity reports, their attendance report etc. which are produce in diagram based and which are also monthly basis generated. At the salary department, they generate reports on salary list, provident fund, bonus, what was the scenario at the previous months etc. But the problem is, it takes long time to produce such reports and also contain lots of errors.

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4.4.4 Storage: In all the departments the information are kept in papers manually and in different formats and file notes but basically as registrar books. 4.4.5 Control: At the storage department, a monthly reconciliation is done in the storage

department to check the accuracy and validity of the information of the registrar books. At employee department, some times cross check is done with the previous data to ensure whether new update in employee date valid or not. At the salary department, cross check is done with attendance sheet and daily production sheet on monthly basis to make sure that the salary is counted correctly and also the same for the bonus and other issues. 4.5 Components of the Information System The five major components of information systems are people, procedures, data, hardware and software. 4.5.1 People People are the key requirement for the operation of any information systems. Users are people who use an information system or the information it produces. They can be further divided into three basic groups End-users: End users are those who directly use the information system to perform their daily activities. In Paradise Sweaters Ltd. in all workers are of this category. User manager: User managers are those who supervise the end-users. All department al managers are of this category. User sponsors: User sponsors are those who authorize the project initiation and approve funding for development. The GM, chef account officer of the organization are of this category. IS Specialist: There is no IS (Information System) specialist now in the Paradise Sweaters Ltd. department s the basic

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4.5.2 Procedure: Procedures are sets of instructions that instruct the people in the organization what to do to perform their jobs. As an organization goes forward, it develops standard operating procedures to guide its operations. These procedures may be formal or informal and vary from department to departments. The procedure components of Paradise Sweaters Ltd. can be broadly classified into the following categories. Storage Requisition Process: The production manager of different department s send requisition for row threads or spare parts or stationeries to the store manager when any thing is required need these for production. The commerce department send requisition for finish goods to the store manager when need these for selling purpose. Purchase Requisition Process: When the storage level of raw materials falls below the required level, the storage manager generates store purchase requisition to the commerce department. Shipment Process: After the requisition for finish goods were made, when the commerce department receives it, they start delivering as per the ordered instruction of buyer. 4.5.3 Data Data is more than the raw material of information systems. It is the core of the information system. Data constitute a valuable organizational resource. Data can be numerical, textual or graphical or even audio type. In Paradise Sweaters Ltd. data are the requisition information, purchase information and store balances in the registrar of the storage departments. In employee management department, employee detail information, year of experience etc. are the data. Productivity information and salary rate are also data for the payroll department. The data are processed and transformed into valuable reports. 4.5.4 Hardware Hardware resources include all physical devices and materials used in information processing. It includes computers, calculators, printing devices, input devices, storage media, etc. Following are the hardware used by the Paradise Sweaters Ltd, 3 Pentium-IV (1.3 GHz, 128 MB RAM, 40 HDD) Computers
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1 HP Laser Jet 4350 printer 3 UPS

4.5.5 Software Software resources include all sets of information processing instructions for the computer. The following are examples of software resources: System software: Currently they are using Windows 2000 Server for server machine and Windows XP as operating system in all computers. Application software: Currently they are using Commercially available software packages: MS Office 2003 etc 4.6 Function Component Matrix of the Existing IS of Paradise Sweaters Ltd. Input People Processing Output Storage control All the department managers and GM is controlling the total process. All the processes need approval of the managers and managers ensure the control.

Junior Officer of different Officers and Junior Manager of all departments (Storage, officers of all the the departments Emp. Mgt. & Payroll departments Depts.)

Purchase and reacquisition of raw materials and finished goods. Recruiting new employees. Production information and salary rate of the employees

Requisition information, purchase information and store balances in the registrar. Production rate of Employees, their details, year of experience etc. Productivity information, salary rate etc.

Arrangements to send or purchase raw materials/finished goods. Also arrangement of recruiting new employees and promotions of employees. dealing production of salary slip Data required during the processing of all the activities like, employee details, past production rates, age etc...

Officers and Junior officers and asst. Mangers perform storage of registrars by themselves. Sending or N/A purchasing raw materials and finished goods. Recruiting and promotions of employees. Payments of salary. Different Reports produced for the managers and GM from different departments. Manually written reports, photocopies, registrar books etc.

Data

Procedure

Checked and confirmed by the managers and asst. mangers of different departments.

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Hardware

Not used

Not used

Not used

Not used

Not used

Software

Not used

Not used

Not used

Not used

Not used

4.7 Phases of System Analysis: 4.7.1 Description of the Existing Business System `The system is divided in much subsystem, among which my concern is the following three parts where each part has its own way to proceed. So each part performs different steps to be completed. The parts are as follows; Store Management System Employee Management System Payroll System 4.7.1.1 Steps performed in Store Management system At first when department manager of different department s of PSL send

requisition for raw threads or any spare parts (SPR), the store manager verifies if raw thread or spare parts are available. If available then store manager satisfy the department manager requisition, otherwise sends the store purchase requisition to the commerce department After a purchase requisition is made, the commerce department verifies whether the store really needs materials or not. If needed, they purchase goods from their selected suppliers and send goods to the store. When the goods reach to the store, the store manager checks the legality of the goods and then verifies the quality of the goods. And based on the verification a quality certificate is made for each unique item type. After quality certificate is made, the goods are loaded to the store and registrar is updated to balance up and a material receive report is prepared (MRR).

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Finally the store manager satisfies the department managers requirement. Another item is the finish goods the company manufactures and wastes are also kept in the store. When the commerce department sends requisition to the store management for finish goods or waste to sell, the store manager first checks the availability and then sends to the commerce department. In case of non-availability the store manager re-sends requisition to the department manager for finish goods. When department manager sends finish goods to storage, the store manager first checks the quality of the goods and based on the quality, he categorizes the goods in to finish goods and waste and storage in these two categories separately. 4.7.1.2 Steps performed in Employee Management System When the company needs new employee, the management selects employees from middle level management as employee selection manager who are responsible for better employee selection. Before selection the company divides the selection board into two categories. One board select only fixed salaried workers and other board selects production based workers where production workers are those who are involved in production and rest of are fixed salaried workers. After categorization of employees they are given an attendance card and ID card. The company strictly maintains employee attendance as in every month they measure employee performance where attendance information is needed. They also measure employee productivity rate (production worker only). Thus they measure employee performance, which helps them to promote employees. 4.7.1.3 Steps performed in Payroll System When an applicant is registered as an employee, the salary department manager opens a salary file and provident fund file for him and other facilities he is going to consume like house rent, medical etc. When employee salary is given these files are updated.

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5.0 Systems Design

While systems analysis describes what a system should do to meet information requirements, systems design shows how, the system will fulfill this objective. The design of an information system is the overall plan or model for that system. Systems design has three objectives: Systems designer is responsible for considering alternative technology configurations for carrying out and developing the system. Designers are responsible for the management and control of the technical realization of systems. The system designer details the system specification that will deliver the functions identified during analysis. The design phase is concerned with technology-based views of the systems Data, processes and Interfaces. Design specifications can take many forms including written documentation, or working computer generated prototypes of the new system. There are two types of design 1) Logical design; 2) Physical design. 5.1 Logical design Logical design lays out the components of the system and their relationship to each other as they would appear to users. In this project two types of logical design have been used. They are: Process Modeling: Data Flow Diagram (DFD) Data Modeling: Entity Relationship Diagram (ERD)

5.1.1 Process Modeling: Data Flow Diagram (DFD) of Paradise Sweaters Ltd.

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5.1.1.1 Context Level DFD Storage Dept. Factories

Commerce Dept.

Management

Paradise Sweaters Ltd. Information System

Employee Mgt. Dept

Employee

Payroll Dept. Process Name

Data Flow Direction

Legends

Entity Name Data Storage

Figure-7: Context Level DFD. Context level DFD generally shows the total background of a process. Every entity that is involved with the system is shown here and it has the main data store in which every data which are generated by the process are stored. So we can say that context level DFD is the basic structure of the information flow in a system. In this context level DFD there are seven entities; Storage dept., Factories, Commerce, Management, Employee management dept., Employee, Salary dept..

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5.1.1.2 System level DFD: Storage Dept. Factory

Commerce Dept.

Raw/Spare Parts Storage In & Out Process Material Info./ Approval

Finish Goods Storage In & Out Process Finish Goods Info. / Approval

Storage DB

Finish Goods DB

Production
Employe
Employee Details Employee Confirmation Employee Productivity

Management

Payroll Dept.
Employee Salary Info.

Employee Info./ Approval

Salary Info./ Approval

Employee Management Process

Employee Productivity DB

Employee Management Process

Employee DB

Legends

Entity Name Data Storage

Process Name
Data Flow Direction

Figure-8: System Level of DFD Diagram

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This is the second level of DFD. This level is also known as 0 level DFD. These levels consist of eight entities, five processes and seven databases. These are: External Entities are Storage dept., Factories, Commerce, Management, Employee management dept., Employee, Salary dept. Process; Raw/SPR storage process, Finish Goods Storage IN & OUT Process, Employee Management Process, Payroll Process, Databases, Storage database, Finish Goods database, Employee database, Employee, Productivity database, Salary Role Database, Accounting Database. 5.1.2 Data Modeling: Entity Relationship Diagram (ERD) ERD is used to do the data modeling. It includes the entities, their attributes and relationships. ERD for the whole system is that it comprises of a single database. An important characteristic of every business is record keeping. In our information society, this has become an significant feature of business, and much of the world's computing power is dedicated to maintaining and using databases. Databases of all kinds pervade almost every business. All kinds of data, from emails and contact information to financial data are stored in some form of a database. The logical data design technique most commonly used in traditional systems development is the entity-relationship (E-R) diagram. This diagram uses a number of notational conventions to model the relationship among the entities of organizations. Thus data modeling technique is based on relational database concepts. The entity-relationship (E-R) model is a high level conceptual data model developed by Chen (1976) to facilitate database design. The basic concept of ER model is an entity or entity type, which represents a set of objects in the real world with some properties. An entity has an independent existence and can be object with a physical existence or an object with an conceptual existence. Some examples of entities are designer, worker etc. A Relationship represents an association between two or more entities. It illustrates how two entities share information in the database structure. Some examples of relationship are: Designation depends on Salary Structure Change ,worker has user account etc. Relationships are classified in terms of degree, connectivity, cardinality, and existence. These concepts are discussed below.

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The degree of a relationship is the number of entities associated with the relationship. The n-ary relationship is the general form for degree n. Special cases are the binary, and ternary, where the degree is 2, and 3, respectively. Binary relationships, the association between two entities is the most common type in the real world. A ternary relationship involves three entities and is used when a binary. Relationship is inadequate. Many modeling approaches recognize only binary relationships. Ternary or n-ary relationships are decomposed into two or more binary relationships. The connectivity of a relationship describes the mapping of associated entity instances in the relationship. The values of connectivity are "one" or "many". The cardinality of a relationship is the actual number of related occurrences for each of the two entities. The basic types of connectivity for relations are: one-to-one one-to-many Many-to-many. A one-to-one: relationship is when at most one instance of an entity A is associated with one instance of entity B A one-to-many: A relationship is when for one instance of entity A, there is zero, one or many instances of entity B, but for one instance of entity B, there is only one instance of entity A. For example, one designer has many workers. A many-to-many: relationship, sometimes called non-specific, is when for one instance of entity A, there are zero, one, or many instances of entity B and for one instance of entity B

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5.1.2.1 Entity Relationship Diagram (ERD)

Designation
1

Depends On

Salary Structure Chang

Has
M 1

Has

M<

Worker

Has

5.2Physical design M

Gives Production of translating Rate

Is Paid
M

Has

Physical Attendance the process design is 1

1

the logical abstract model into theProv . Fund specific M Salary

technical design for the new system. In this project Data Dictionary has been used for physical data modeling. A dictionary serves as a reference or repository containing facts
Store about the structure of data 1elementsSends employed in applications. The data dictionary enables M Factory Requistion

users to access and maintain the data stored in databases. The data dictionary shows the table name, data type, field size, keys, constraint and functions of the tables. M
1

Location

Has
1

New Kardex
1 1

Is Given

MRR
1

5.2.1 SAMPLE DATA DICTIONARY

Is Made For
M

Is Given
M

Is Given
M M 1

Is

Purchase Requisition

Quality Certificate

Register In

Is Given

Register In

Legends

Entity Relation

Relationship Name Cardinality 1- One M- Many

Figure: ERD

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5.2 .SAMPLE SCREEN SHOT OF USER INTERFACE

Independent University, Bangladesh (IUB).

Developing a MIS to improve the business process of PSL

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Independent University, Bangladesh (IUB).

Developing a MIS to improve the business process of PSL

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6.0 Conclusion:
In todays business world saving times and being swift and also efficient has become an vital phenomenon. Storing, sorting, retrieving and reporting data manually is obviously an obstacle to this phenomenon. Day by day most business organizations and others are adapting to the automated MIS system to overcome this barriers. For this obvious reason, this automated MIS is developed for PSL which offers these following advantages over the manual system: In the proposed computerized system data is maintained in the various data files. The system being computerized helps in faster, easier and systematic feeding processing and retrieval of data in the required format. Saves space for storage and handling of stationary and this means savings a lots of expenditures. Generation of reports in various formats is just a one click away activities. It saves times of the employees and provides a opportunity to use the human resource in better way. Increase the accuracy in calculation and thus the acceptance of the reports. The implementation of this automated database is conditional upon the level of adaptability and level of intellect or understanding of the user. This developed database is has been designed very simply using MS Access2003 which is especially well known database management application that provide a common platform for the MS users. End users and others must not be an IT specialist to use this MS Access application. Also the user interface has been kept very user friendly and hence its users do not need any kind of training. This database is expected meet the primary needs of paradise sweaters Limited for the current situation. How ever continuous improvement development is also required as the business environment is very dynamic and companies should response to the changes immediately to exist in the market.

Independent University, Bangladesh (IUB).