Minh Hieu Mobile

Group Assignment 2 Analysis the Information system support for Sale process of Minh Hieu Mobile company. March – 2013 Table of Contents I. Executive summary3 II. Background of the organization4 III. Description of the business process4 IV. Description of the existing IT/IS to support the process6 V. Analysis of strengths and weakness of the process6 VI. Recommendation6 VII. Implementation Plan8 VIII. Conclusion:9 IX. List of reference:9 I. Executive summaryPurpose of assignment: Analyze the business process of a company, examine the IS use and issues of this company and develop a plan recommending more effective use of information and communication technologies. Selected company: Minh Hieu Mobile company The analyzed business process : Sale process What we have done: Collect the information about the company; discuss with Sale manager of the company to understand the organization and management system of the company essay writer magic; apply the knowledge of information system management to analyze the business and recommendation for improvement of the information system of the company.Group members: * Nguyen Thanh Ngoc * Tran Hong Nhung * Do Van Linh * Mai Hoang Oanh * Tong Thi Ngoc Quynh * Bui Khanh Son * Nguyen Thi Bich Hang II. Background of the organization Name of the company: Minh Hieu mobile Ltd. (Minh Hieu Mobile) Minh Hieu Mobile Limited is a small mobile trading company established in 2010 and located in Ha Noi city. At present, the company has more than 20 employees and has 3 mobile showrooms in Dong Da district, Hai Ba Trung district and Thanh Xuan district of Hanoi. The scope of services for Minh Hieu Mobile includes: Selling mobile and accessories, mobile repair services.Due to the small of scale, the management and the organization of the company is very simple with two departments is Sale – Purchase and Accounting. The Sale department is responsible for managing 3 showrooms. Figure 1: Organization structure of Minh Hieu Mobile com pany Director Sale – Purchase Accounting Showroom 1 Showroom 2 Showroom 3 III. Description of the business process According to the information provided by Sale managers, we understand the Sale process of the company as below: Showrooms are equipped computer and internet to support for business, each showroom is operating almost independently.There is some limitation of communication and exchange of information between showrooms of Minh Hieu mobile. Normally, at the end of the day, the head of showroom makes a sale report and sends to Sale Manager and Accounting department via email. After that, based on the report, Sale and Accounting update into the Accounting system and Warehouse for monitoring the inventory and finance. The Figure 2 illustrates the process for purchasing a mobile from a Minh Hieu’s store If a customer request to buy a mobile, the sale staff firstly checks if the mobile is in the how-case. In case the mobile is not in the show-case, the sale staff w ill check to warehouse of the showroom. If the product is available, the sale staff will deliver the mobile to the customer, then bill and print the invoice. The mobile will be received by the customer and he/she will bring it to technical staff for setup then it is all set. If the mobile is not available on the shelves, the sale staff will check the warehouse. If the warehouse has this mobile, the sale staff will give a delivery order to the warehouse to get the mobile and deliver to customer.If the mobile is out of stock, the sale staff will ask if the customer wants to order this item. If customer agrees, the sale staff prepares the order, sets up an appointment to customer and requests the Sale department to import the mobile. Take request Search shelves Avaiable? Delivery and billing by the clerk Deliver to the cashier on the end-day Propose warehouse Get from warehouse Search in wearhose Able to order? Go to another store Notify customer Return to store Place order Customer Cl erk Customer Purchase and setup the phoneTake phone home Figure 2 The process for purchasing a mobile from a Minh Hieu’s store From this figure, we can see this process has many steps with manual activities and the customer have to spend more time for manual process. IV. Description of the existing IT/IS to support the process To support for the business process, the current IT/IS includes: At the company level: * A system of computers network, which is operating under the clients/server model. * A accounting software (Fast Accounting) for accounting department. At the showroom level:Each showroom has 3 computers which can access internet. One computer is installed Fast accounting software for recording Sale and accounting transaction of the showroom but this computer is operating stand – alone not link to the server in the head office. V. Analysis of strengths and weakness of the process Weakness: In side each showroom: * Most of the sale process is done manually and the sale man cannot know the quantity in stock until they check the warehouse because they have no warehouse control system to provide real time information. The customer is not supported and severed properly. * Sale information is not updated real-time to head office. Between showrooms –showroom – head office * The information exchange capacity is very weak, the stock information, sale information is not update in time. * Each showroom is operating separately and rarely supports other showrooms. VI. Recommendation 5. 1 Objective: A comprehensive software and system for Sale – Warehouse management which can: * One system operates on clients/server model allowing computers of 3 showroom to access and work. One system integrates functions for Sale – Warehouse – Accounting. * Support and automatic sale process (invoicing, billing , †¦) * The sale staff can get information of the available product real-time to serve customer. * Can access and mana ge the system anywhere through internet. * Easy to use * High security. * Reasonable investment cost. Basing on the above the expected features of the new system, we redesign the purchasing process a mobile as below: Take request Search on system Avaiable Delivery, billing and change the phone’s status on systemSearch on other store Get from other store Purchase and setup the phone Take phone home Customer Clerk Customer Go to other store Figure 3 : Redesigned purchasing process a mobile from Minh Hieu’s store. 5. 2 Figure 4 : New system Brief description of the new IT-IS system: The new system operates as the client/server model in which, the server is located in the head office and stores the database. The clients are the computers at 3 showrooms and head office. These computers will be installed the software to access to sever and work at the same time.Moreover, the system also runs the Web function that allow access system from Web to get the information at anywher e internet available. Main function: * Ware house management Module * Module Purchasing management * Module Sale management * Module Payable and receivable management * Module Store and branch management. * Module Customer relationship The estimated cost for investment the new system is about 8000 USD VII. Implementation Plan Step| Detail work| Who| Time | Expected result| Analysis and select the IT provider. The company assigns a team to research and selects the best appropriate IT company. | The team includes Sale manager, Accounting manager, Director. | 1 week| A good IT company is selected and contracted. | System analysis| The consultant analyzes the current system to identify the problem| IT consultant and the team. | 1 week| All problems of current system are identified and discussed in a report | System design| The IT consultant will design a new system to solve the problem| IT consultant and the team| 2 weeks| Proposal for new system. Programming and testing| After proposal is accepted, the IT company will program and write the software, then test the features of the software| IT consultant| 1 months| The software and system meet the requirement and pass the test| Conversion and training | Convert data from current system to new system, training for staffs| IT consultant and the team| 1 week| Data is successful converted to new system, all staffs can use the new system | Inspection and handover| Final check and finish the contract| It consultant and team| 1 days| | Production and Maintenance| Maintain the system, back up data.. support| The team, It consultant, staffs| | The system operates smoothly and meets the requirement. | VIII. Conclusion: Improving competitiveness is very important requirement of the enterprise. With appropriate investment for information technology and effective using of technology systems will help to significantly improve the competitiveness of enterprises.It is widely known that the information technology helps to improve e fficiency, quality of work, reduce costs and better customer service. With the investment in the new system, Minh Hieu expects to increase 30% of sales in 2013. In addition to the above benefits, Minh Hieu expects to improve the standard workflow when applying this new information technology system. IX. List of reference: * http://www. minhhieumobile. com. vn/ * Mr. Toan – Sale Manager . Tel : 043. 5637237 .