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SYSTEM ANALYSIS

The document outlines the analysis and proposal for replacing the manual system at Ponlait Milk Cooperative Society with a computerized system to improve efficiency and accuracy. It identifies key problems with the existing system, such as time delays, redundancy, and inaccuracy, and proposes a new system that enhances data management and reporting capabilities. The proposed system aims to streamline operations by maintaining various details like dispatch, billing, and payroll in a user-friendly manner, ensuring quick access and reduced errors.

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Barathy Jayabalan
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3 views

SYSTEM ANALYSIS

The document outlines the analysis and proposal for replacing the manual system at Ponlait Milk Cooperative Society with a computerized system to improve efficiency and accuracy. It identifies key problems with the existing system, such as time delays, redundancy, and inaccuracy, and proposes a new system that enhances data management and reporting capabilities. The proposed system aims to streamline operations by maintaining various details like dispatch, billing, and payroll in a user-friendly manner, ensuring quick access and reduced errors.

Uploaded by

Barathy Jayabalan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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SYSTEM ANALYSIS

To develop any system, first we have to acquire the user’s requirement and study the
existing system ca5refully, and analyze the persisting problem faced by the user of the
system. After analyzing the existing system and its short comings, a new system should be
proposed which satisfies the user’s requirements as well as removes the problems due to the
existing system. In our institution, all the activities are done manually. It is not efficient
because there is a chance of making mistakes while entering the data. For example, if the user
enters wrong values, it will create confusion. To avoid such mistakes, a real time project has
been developed.

Various aspects of the project with respect to software, cost, maintenance,


effectiveness etc., have been analyzed. After a thorough analysis we have arrived with the
following technical report on the existing system study analysis.

2.1 PROBLEM DEFINITION

In this Company, they are maintaining the details of the employees working there,
productions done there and stock that are maintained there. The primary goal of our project
is to replace the existing manual system at PONLAIT MILK CO-OPERATIVE SOCIETY.
By this project it is ensured that all necessary data are available at all times with higher of
reliability.

The existing manual system is time consuming process and labor task. It is tedious
work to maintain records of personal, production and stock details; this finally results in large
volume of data that have to be maintained with some mind numbering calculations.

The purpose of the project in general is reduce a lot of paper work; economized
expenditure of recovering nature and to provide quick and timely service. The objective of
this study is to develop a user friendly environment. This is to serve en-users efficiently by
giving accurate and up to data information regarding all the factors.

2.2 EXISTING SYSTEM


The existing system constitutes the maintenance of personal, production and stock
details manually. Every time when an employee or agent enrolls for an appointment, the
detals of that particulars is entered and maintain in a separate sheet, done in foxpro. The
entries are done data wise. Similarly, the details of production and stock are entered in a
separate form. It is difficult to prepare reports on the agents performance in the various
departments of our company. All the calculations are done manually. Updating work is also
difficult.

Since all the details occupy a large number of forms, it occupies more space. It is also
a time consuming process to retrieve the details of the workers, production and stock. Since
the existing system has many disadvantages, the company has planned to computerize all the
work which is done manually.

The details of the employees working, production calculations done and stock details
maintained are separately stored in the databases, so that they can be retrieved an updated
easily and quickly.

2.2.1 DRAWBACKS IN EXISTING SYSTEM

The existing system has the following drawbacks.

Time Delay
In the manual records keeping system, the information flows through various
activities. At each stage of activity it has it own process delay. Experience has shown that the
up-to-date rarely available, when they are required for decision making.

Redundancy
The same information is being tabulated at different stages of activities in each
section, which involves a lot of duplication in work, however, if the information is to be
shared at various levels of processing many duplicate copies of the same information are
required, this result in increase of cost, time and excess of manpower.
Less accuracy
Another disadvantage of the existing system is the inaccuracy. Since the same data are
to be compiled at different stages of activities the possibility of tabulating wrong data will
increase. Besides, if there is a large amount of data, manual validation becomes difficult. This
may also result in inaccuracy of data.

Difficult to prepare reports


It is difficult to maintain all records. And also it is difficult to keep track of up-to-date
records.

2.3 PROPOSED SYSTEM


The proposed system involves computerization of the existing manual system. In this
system, all the activities performed in the “Ponlait Management System” are done in an
efficient way with very good user interface. The new system is developed in order to
overcome the drawbacks faced by the manual system.
As per project, the system has to take steps in the direction of Ponlait Management
System that are listed below:

OBJECTIVES
 To maintain the Dispatch details
 To maintain the Bill details
 To maintain the Employees personal details
 To maintain the Payroll details

2.3.1 FEATURES OF PROPOSED SYSTEM:

The features in computerizing over the existing system:


 To gain speed, accuracy through handling of records.
 Quick, timely and consistent service.
 Data integrity and high accuracy.
 User friendly and easy to handle.
 Data security and updating of record is easy.
 Reduction of data redundancy.
 Easy maintenance and retrievals of records.
 Reports can be designed in the desired format and multiple copies are possible.

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