Chapter-01

Introduction
1.1 Introduction:
Britsh American Tobacco P.L.C. is the words most International Tabacco Group. Based in
London, UK it is a market leader in more than 50 countries selling over 300 brands in
some 180 markets world-wide with the strength of almost 90,000 employees.`

British American tobacco Bangladesh, a market leader in the country, is a subsidiary of

British American Tobacco P.L.C. Operating in Bangladesh since pre-independence, the
company headquarters and cigarette factory are based in Dhaka, with a tobacco leaf
processing operation in Kushtia. The company employs more than 1300 people and
provides indirect employment to a further 24,500 farmers, distributor and supplier; British
American Tobacco Bangladesh is a company with world class people, products, system,
process and tools.

We are the first company in Bangladesh to be awarded class a status as part of the
international and prestigious total business excellence programmed, MRPIT, audited by
internationally repowered consultants Oliver Wight. We have a total company
commitment to excellence and drive for continuous improvement, aspiring to be among
the very best in the world.

Our world class people work as a team to meet challenges in angler-changing business
environment. We have an open and transparent culture with the customer service that
exceeds expectations. We continuously seek to improve our manufacturing efficiency
without compromising on quality. As a result our company is recognized as benchmark for
quality in the region when we were the first company to be given the license to
manufacture Benson & Hedges in house, within this region of BAT group which stretches
from Pakistan to Australia. Our utilization of information technology is at the core of our
business strategy and is a benchmark among other fast moving consumer goods companies
in the country.

BATB give too much priority to internal communication so that they can meet customer
need effectively. They have our internet within their organization to maintain

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communication to everyone in the company. They always try to meet customer
expectation by maintaining a standard level of communication.

1.2 Background
To be operating in a controversial and challenging industry like the cigarette industry
successfully, communication plays a very important part. It is the responsibility of the
communication and the trade marketing team together to let the consumers know about the
new products or changes in the existing products; this becomes even more challenging as
they can’t promote their products using any media vehicle. Besides taking care of the new
regulations and talking to stakeholders is also a very important role for the communication
team. International communication, that is letting the employees and factory workers
know more about their product and leasing their cognitive dissonance through proper
communication and keeping them informed about the company happenings, is ever more
important.

1.3 Objective of the study:

Measuring the effectiveness of the tools used for internal communication in British
American Tobacco Bangladesh.

1.4 Scope
The study was limited to the permanent employees off British American Tobacco
Bangladesh. No comparison or analogy has been drawn taking other BAT companies or
other tobacco companies in Bangladesh. The survey respondents were asked questions
about the tools and services driven by BAT Bangladesh’s CORA communications team.
Other forms of organizational communication were not taken into consideration.

1.5 Source of Data Collection

The primary respondents were the employees of company. Both management and non-
management employees were considered to get a clear and non-biased answer. The sample
size taken was 37 for management and 33 for non-management employees that make it a
total of 70 employees.

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The sampling method adopted is stratified clustered sampling. It was kept in mind that
almost all the strata have at best one representative in the survey to keep the survey
unbiased, employees from all job grades and territories were brought under the survey.
Separate questionnaire (English and Bangla) for both management and non-management
employees were prepared. The questionnaire was prepared based on semantic differential
and liked scale and ratings. The sample questionnaire can be found in the annexure.

1.6 Limitations
Although while conducting the survey, the employees, of BAT provided great support but
there were sonic unavoidable problems that worked as limitations.
Conducting the survey proved to be a bit difficult as it included both the management and
non-management workers. The management employees’ part was manageable as they
more or less were able to comprehend the questionnaire. Although they were not willing to
sacrifice much time for the survey but they answered by understanding the enence of the
survey.

Though some questionnaire was sent outside Dhaka, but the number was not substantial,
so the survey results are biased towards die employees of the Dhaka Head Office to some
extent.

But with the non-management workers, it was a bit difficult to make them understand the
scale and rating, and in some cases, they gave wrong ratings.
Getting the factory workers in the working hours was a bit difficult, so 1 had to wait for
the road show. I was able to attend only one road show as others were scheduled in the
right shift.

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 Chapter-2 
Conceptual Issues

A management information system (MIS) is a computer system consisting of hardware

and software that serves as the backbone of an organization's operations. Am MIS gathers
data from multiple online systems, analyzes the information, and reports data on and in
management decision-making.

2.1 Definition of MIS

A management information system (MIS) is com information system used for decision
making, and for the coordination, control, analysis, and visualization of information in an
organization.
The study of the management information systems involves people, processes and
technology in an organizational context.
Endowed with sharp intellect thoughts :-
i) Jerome Kanter, “MIS is a system that aids management in making carrying out
and controlling decision.”
ii) Frederck B. Cornich, “A proper management information system is structured
to provide the information needed when needed and where needed
iii) Thomas R Prince, “MIS as a computer based network containing one or more
operating systems, provides relevant data to management for decision making
purpose and also contains the necessary mechanism for implementing changes
of responses made by management in the decision making.”

2.2 Objective of MIS

Goals of an MIS are to implement the organizational structure and dynamics of the
enterprise for the purpose of managing the organization in a better way and capturing the
potential of the information system for competitive advantages
Following are the basic objective of an MIS:-
i) Capturing Date:-Capturing contextual data, or operational information that
will contribute in decision making from various internal an essential sources of
organization,

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 ii) Processing Data:-The Captured data is processed into information needed for
planning, organizing, coordinating a directing and controlling functional at
strategic, tactical and operational level.
Processing Data means:-
a. Making calculations with the data
b. Sorting data
c. Classifying data
d. Summarizing data.
iii) Information Storage:- Information ore processed data need to be stored for
future use.
a) Information Retrieval:- The System should be able to retrieve this information
from the storage as and when required by various users.
b) Information Propagations Reformation ore the finished product of the MIS should
be circulated to its users periodically using the organizational networks.

2.3 Scope of MIS

MIS, ore Management information systems, are used to manage the data created within the
structure of a particular business. These systems store the data and allow the business to
manipulate.

Computer
Science

Operational
Accourding
Research

MIS
Behavioral
Management
Science

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2.4 Advantages of MIS
Modern business have been leveraging management information system to manage, order,
organize and manipulate the gigabytes, and masses of information generated for various
purpose. MIS helps businesses optimize business processes, address information needs of
employees and various stakeholders and take informed strategic decisions.

An MIS provides the following advantages:

i) It facilitates planning:
Management Information System improves the quality off plants of providing relevant
information for sound decision making. Due to increase in the size and completing of
organizations, manager has lost personal contact with the scone of operations.

ii) In Minimizes Information Overload:

MIS change the larger amount of data in to summarize form and there by avoids the
confusion which may arise when managers are flooded with detailed facts.

iii) MIS Encourages Decentralization:

Decentralization of authority is possibly when there is a system for monitoring operations
at lower levels. MIS is successfully used for measuring performance and making
necessary change in the organizational plans and procedures.

iv) It Brings Co-ordination:

MIS facilities integration of specialized activities by keeping each department aware of the
problem and requirements of other departments. It connects all decision counters in the
organization.

v) It Makes control Easier:

MIS serves as a link between managerial planning and control. It improves the ability of
management to evaluate and improve performance. The used computers has increased the
data processing and storage capabilities and reduced the cost.

vi) MIS assembles, process, stores, retrieves evaluates and disseminates the information.

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2.5 Disadvantages of MIS
i. Highly sensitive requires constant monitoring.
ii. Budgeting off MIS extremely difficult.
iii. Quality off outputs governed by quality of inputs.
iv. Lack of flexibility to update itself.
v. Effectiveness decreases due to frequent changes in top management.

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 Chapter-3 
Conceptual Issues
3.1 Database:
This study based on both primary and secondary data.
Primary data were collected from Industrial employees through a questioner and personal
interviews. Secondary data has been collected from various printed document, like,
Annual Audit Report Journals, Industrial record web-site, etc. The collected data on
analyzed by using some statistical tools.

Data Sources:
In order to collect the information and data followings potential sources has been used:

Data requirements
To accomplish this research the information is needed as followings:
i. To get information about BTAB.
ii. To get information about the employees training.
iii. To get information how other industries are trained to the employees.
iv. To get information about Industrial.
v. To get information about Industrial employee.

3.2 Primary Source:

Interview of the employees of British American Tobacco Bangladesh at different level.
They are- Manager, Asst. Vice-President, Senior Principle Officer.

Secondary Source:
Some secondary Source like as-
i. Printed papers-annual report 2009-2010, corporate brochure and profile.
ii. Company’s Web-Site-www.titasggasltd.com
iii. Training Institute of BATB.
iv. Corporate internet of BATB.

Data Collection:
In order to make the report more meaningful and presentable, two source of data and
information have been used widely.
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Those are:
a. Primary data
b. Secondary Data

Primary Sources:
Primary data has been collected from the individual account holder by questionnaire
survey. Also oral conversation has been done with different customers of the Industry.
i. The primary sources include interviews with the employees.
ii. Practical work exposures from the different desks of the department of the branch
covered.
iii. Relevant file study as provided by the officers concerned.
iv. Face to face conversation with the customers.

3.3-b) Secondary Sources:

Some Secondary Source are:-
i. Annual Report of British American Tobacco Bangladesh: 2011.
ii. Different manual and synopsis.
iii. Various books, articles, compilation etc.
iv. The internet was also used as a theoretical source of information by browsing their
web-site address.
v. Brochures and leaflets their web-site address.
vi. Head office circulars.
vii. Relevant business research books.
viii. Web-site of the industry.
ix. Some unpublished information.
x. Text books (Human Resource Department, organizational Behavior, Management
Process and Business Research).

3.4 Method of collection Data:

The information was collection mainly through my working experience in BATB. As there
is no performance evaluation or no comparison objective so there was no survey study.
The objective was to see how industry works and weather they are separated from theory.
And that why practical orientation takes the utmost preference and importance and works
as the most important mechanism for collecting data.

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Data Processing and Analysis:
After collecting all the required data, the question area has been coded and data processed
by a specific form in SPSS software for analyzing purpose. This software also had been
used to prepare graphical representation and the graphs have been interpreted accordingly.
The data has been collected from the respondents through structured questionnaire. After
that, data has processed through the following ways.
i. At first the questionnaires has given a serial number.
ii. Respondent’s answers are categorized according to their personal information,
present industry habit, experience, preference, attitude, behavior, satisfaction level
about BATB and so on.
iii. After that respondents answer are recorded in numeric figure.

Non Availability Sufficient Data:

To recognize the facts about the study in a practical way and more clearly quantitative
appearance of information its represented by data. It was very difficult to collect data,
which is very essential, because the branch of any make industry that is newly established
therefore I could not afford required secondary data in all area off the study.

Every organization has their own secrecy that is not repealed to others. While collecting
data ie interviewing the employees, they did not disclose much information for the sake of
the confidentiality of the organization.
i. To main constraints off the study are insufficiency of information, which was
require for the study. There are various information the industry employee
can’t provide due to security and other corporate obligation.
ii. Another significant problem faced during the preparation of this report was the
contradictory explanation of a single subject by different employee.
iii. Other limitation of this report is Industry’s policy of not disclosing some data
and information for obvious reason, which could be very much useful. I
carried out such a study for the first time, so inexperience is one of the main
constraints of the study.

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 Chapter-04
Findings of the Study
4.1 Business Layer:
Currently BATB has several applications in different departments and all the BATB
application are distributed into BATB business layer.

Such as:-
i. Talent HR
ii. Enable HR
iii. Galaxy Payroll & HR
iv. Midas
v. Reward
vi. Contract Management
vii. Share Management
Fig: As is application Landscape in Business Layer.

4.2 Different of Business Layers

The existing information system used in different business layers of BATB:-
i. Sap:
SAP or; Software application Product is the most popular system that provides
were with real time business application to track business operations and customer
relationship. BATB is using SAP in every layer of its business from seed to smoke.
Among various SAP application BATB was the following:

a. ERP:
Enterprise Resource Planning (ERP) is a cross-functional software module that
supports the basic internal business processes. It gives on integrated real-time view
off BATB’s core business processes such as production, order processing, and
inventory management.
b. APO:-
Demand Planning is a set of functionalities around demand management, statistical
forecasting, promotion ltd. Life-cycle planning process. It is an integral part of any
organizations sales & operation planning process.

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 c. CRM:
Customer Relationship Management (CRM) helps companies acquire and retain
customers, gain marketing and customer insight.
d. SCM:
Supply chain management (SCM) helps companies with the process of resourcing
its manufacturing and service process.
e. SRM:
Supplier Relationship Management (SRM) enables companies to procure from
suppliers.
ii. BAT leaf is a system developed to automate the following business area of BATB in
their leaf operations. Such as:-
a) Former Management.
b) Management of Materials and Supplies to formers.
c) Green leaf purchase and payments management.
d) Green leaf inventory management.
e) Process planning.
f) Green leaf threshing.
g) Quality Assurance
h) Packed leaf Inventory
i) Factory Efficiency
j) Traceability

Apart from the above set of functionalities, the following additional features would be
provided by the system that would be applicable at a system level:-
a) Data recording using a defined, standard organization structure for easy
consolidation and reporting.
b) Ability to view the inventory position at a higher, macro level (across regions)
division etc. As well as at a lower, micro level (Go-down, Pallet level etc.
c) Ability to interface with the following devices.
d) USB Scanners for reading barcodes, RS232 scanner for weighing scale application
alone for reading the barcode.
e) PDAs for capturing processing Inputs and outputs, Inventory, Infestation control
activities.
f) Electronic weighing scales for reading the weight.
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 g) Generic and parameter based system to cater to difference in business scenario
across operating countries.
h) Data synchronization across location within the company through replication of
data.
i) Ability to saw the output of Dynamic queries as tab separated files.
j) Authorization based on the user profile and data level access control.
k) Audit trials
l) Data Archival
m) Interface to existing quality assurance systems.
n) Shipment Instructions and sales order processing.
o) Packing material purchases.
p) Interface to other systems for traceability.
q) Packed Leaf costing.
r) Logistics Planning
s) Machine Maintenance and Spares Management.
t) Plants Performance Management such as auto recording of downtime, Energy
consumptions etc.
u) Payments to other parties like transporters, contract labours, outsourced
processing.

iii. TQMS:
Having a huge operation in Bangladesh BATB cares in every step of the production,
especially during product manufacturing it is aware about the products quality. For
ensuring standard quality of the products BATB honors the automated process off quality
maintaining. Hence it is using several distinguished computer applications for different
modules. Since data are stored separately from different workstations, combined reports
from that data is almost impossible or BATB has to get all data together manually and
generate reports from there. For this, BATB has an integrated application where all the
modules data are stored together for further excretion as well as report generation named
Integrated quality Management System (TQMS). TQMS is a desktop application that uses
a single database for data scoring from different workstations installed with the
appropriate module and all workstations are network connected with the database server.

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As mentioned above, TQMS is used at primary and secondary manufacturing process.
They use this for testing temperature, moisture, fill value, filter rod, firmness and pack seal
of the cigarettes produced in BATB.

iv. Express:
As mentioned above Express is used in the process of distribution and consumer. It has
basically two modules; order placement and customer feedback. In the order placement
module customers and distributors place their orders for cigarettes for a particular time
period, say, ten days while customer feedback module is designed to take customers
complaints about the products.

a) Order Placement:
This module is used to generate information about monthly and weekly sales of
distributors located in different regions across the country. The information is useful for
the supply chain management to carry out its functions of purchase and procurement and
enhance the functions of PMD and SMD. The weekly and monthly sales information of
different distributors helps management:-
 To know about sales volume.
 Measure the performance of distributors
 Daily delivery report.
 Sales for forecast.

b) Customer Feedback:
This module of Express receives customer feedback about the quality of the products.
Basically customer complaints are locked in this software such as damp and damage,
flaws in packaging and any other physical quality. These complaints are then investigated
by the management and checked by tracing back the machine that produced the faulty
products.

v. Wings:
The Express wings process flow is a new software module designed in a similar way to
perform only invoicing feature of SAP. Software inside Express web application. SAP
does not function for reporting reason around four-five days of a month. During these
days, of SAP downtime express lings process flow will work to print truck load order,
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Invoice, consignment note and VAT challan Behan ever sales incur or products are moved
to depot houses at different locations.
The main function of wings process flow is to continue with the sales process off British
American Tobacco Bangladesh by providing them the sales documents. The wings process
flow will generate mainly four sales documents that are:-

a. Truck load order

b. Invoice
c. Consignment Note
d. VAT Challen

The sales process of BATB includes releasing products from C&C to:-
a. Distributors
b. Depots
c. Retailers
d. Customers

A truck load order is a sales document issued when products are taken out of BATB using
a truck. Users can select an order list and click on truck load order to get it printed.
 Whenever cigarette are released from CSC to any of the above parties invoices has
to be sent to the receiver. Therefore, every time invoices are to be printed through
this wings process flow expect for depots. A consignment note is issued instead of
an invoice for the depots only. Users can get these two sales documents printed by
selecting the order and clicking invoice/consignment note.
 Every time cigarettes are moved from CSC, VAT is added. Therefore a VAT
challlan is also printed with every orders made with CSC. It is to be noted carefully
that VAT is added when cigarette are moving out from CSC only and not from
depots. Therefore depot users will not be able to print any VAT challan. After
generate and print VAT challan.

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4.3 Human Resource Management System/Human Resource
Information System (HRMS/HRIS):
Currently BATB has a system named galsay which HR uses for-payroll process, MIS,
LTA, Funds, Tax, Personal Payment, Overtime Process, Reward System etc. It is basically
combination of different application which shares three different databases.

Below is the brief of current HR system architecture in words:-

A. HR & Payroll for-
a. Management Employees
b. Non-Management Employees:-
i) Dhaka Factory
ii) Kushtia Leaf Area
c. Seasonal workers of kushtia leaf Area.
B. Features & Functionalities off current software:-
a. HR:-
i) Detail Employee Profile
ii) Employee life- cycle (Joining, confirmation, management, Final settlement)
iii) Organ-o-gram
iv) Head count related activities (Non Mgt.)
v) Leave
vi) Disciplinary Module (Non Mgt.)
vii) Disciplinary Module (Non Mgt).

b. Payroll:
i) Benefits
ii) Arrears
iii) Loans and advance etc.

c. Yearly Activities.
i) Bonuses
ii) LFA
iii) Provident Found
iv) Gratuity
v) Income Tax
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 vi) Provision Settlement with SAP
vii) LTA
viii) Session start, End for seasonal workers

d. Other associated Modules:

a) Attendance
b) TRM (Non Mgt.)
c) Pension Module (Mgt.)

e. Integrations with other systems which are not directly dependent on galaxy
database:
a) SAP
b) Lotus Notes
c) Dispensary (Developed by CEL using MS VB 6.0)
f. Other Peripheral Applications which are directly dependent on Galaxy Database:
a. Galaxy self service
b. Instant Reward & statement (Yes & Share)
c. Emplopedia (Reporting portal for non-mgt).

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 Chapter-05
Recommendation & Conclusions

5.1 Recommendations:
As we have mentioned earlier, British American Tobacco is a multinational company and
its subsidiary BATB is the leading company to tobacco industry in Bangladesh. In our
analysis we have found that even this giant company has limitations and scope to improve.
As being the number one tobacco company in domestic market we can compare the
information system of the company with its global subsidiaries. Like, here we have
compared the information system of BATB with that of British American Tobacco
Malaysia. They are using one single information system named TaO ( Target operating
Model+Onesap) for their overall information system throughout each level of its business
layers which will remove the need to use a number of application, their modules and sub-
modules. Also it is cost effective and time savings for global management decision.

This new system, TaO, will also reduce number software used by HR of BATB. Currently
they are using talent HR, Enable HR, Galaxy Payroll & HR, Midas, Reward, contract
Management, Share Management. If BATB adopts Tao, the new HRMS/HRIS will need
to use only global contract Management & share Management.

5.2 Business layer of BAT Malaysia:

Application Landscape in Bangladesh Layer of BAT Malaysia:
i) BATB HRIS
ii) Global Contract Management
iv) Share Management

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5.3 Conclusions:
In the conclusion we are able to say from our findings that British American Tobacco
Bangladesh, a subsidiary of British American Tobacco, which is also the market leader of
tobacco industry of Bangladesh, is already using a standard information system which
helps them to perform well and be the market leader from the beginning of its journey. But
while comparing globally it is still lagging behind many of its global subsidiaries
operating around the world. Thus we strongly recommend them to follow the update
information system to enable them compete globally.

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 Bibliography
Books
1. Business-Driven Information system by paige Baltzan; Amy Phillips
2. Information system project management by David Olson
3. Information Governance and Security by John G. Iannareidi, Michael
O’Shaughnessy.
4. Measuring Organization Information System success by Zakarya Belkhamza.
5. Wang, Zhining, and Nianxin Wang. "Knowledge sharing, innovation and firm
performance." Expert systems with applications 39.10 (2012): 8899-8908.
6. Essentials of Business Information Systems by Jane Laudon.

Website:
1. www.assingnment.point.com
2. www.googlescholar.com
3. www.wikipedia.com
4. www.bat.com
5. www.msrblock.com
6. www.bangladesh.com

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