Assignment Cover Sheet

Qualification Module Number and Title

Higher National Diploma in Computing & System SEC4102-Business Information Systems
Development

Student Name & No. Assessor

Deloosha Abeysooriya

Hand out date Submission Date

Assessment type Duration/Length of Weighting of Assessment

Assessment Type

Course work 3000 (Group course work) 70% (Group Course work)

Presentation 20 minutes (Group 30% (Group Presentation)

Presentation)

Learner declaration

I, ………………………………………….<name of the student and registration number>,

certify that the work submitted for this assignment is my own and research sources are fully

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 acknowledged.

Marks Awarded
First assessor

IV marks

Agreed grade

Signature of the assessor Date

FEEDBACK FORM
INTERNATIONAL COLLEGE OF BUSINESS & TECHNOLOGY

Module :

Student :

Assessor :

Assignment :

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 Strong features of your work:

Areas for improvement:

Marks Awarded:

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 Acknowledgement

In performing our assignment, we had to take the help and guideline of some respected
persons, who deserve our greatest gratitude. The completion of this assignment gives us
much Pleasure. We would like to show our gratitude to Mr. Thivyan for giving us a good
guideline for assignment throughout numerous consultations. We would also like to expand
our deepest gratitude to all those who have directly and indirectly guided us in writing this
assignment.

Many people, especially our classmates and team members itself, have made valuable
comment suggestions on this proposal which gave us an inspiration to improve our
assignment. We thank all the people for their help directly and indirectly to complete our
assignment.

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 Introduction

Kerala Garments established the company in early 2000’s as a family business. The company
is the family name “Kerala”. Kerala Garments started manufacturing in a very small scale but
now are one of the leading companies.

Company is a sole proprietorship business which is owned by Mr. Kerala.

Kerala Garments are producing cloths for men, women and kids also. We distribute our
products locally for now but in the near future will be going globally.

In the beginning Kerala Garments Organisational structure was flat but with the growth of the
business currently Kerala Garments have a tall organisational structure.

Kerala Garments is based on a manual system basis since the beginning of the business. The
business was a flat organisation so manual system is easy to handle and with time the even
when the organisation structure the system remained as a manual basis.

In Kerala Garments daily around 1000 products are manufactured that’s all men women and
kids wear in total.

Kerala Garments employees are divided into different departments most of the employees are
used in the manufacturing department since that department handles manufacturing the good.

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Who are we?
Mission
Focus on speed of service. Provide high quality products. Meet or exceed compliance
standards. Maintain an efficient and effective seamless supply chain management

Vision
To be a world class leader in textiles and apparel, growing strategic alliances with our
customers

Our functional areas for KG products are 0

 Human Resource
 Finance department
 Marketing department
 Maintenance department
1. Security unit
 Manufacturing department
1. Sampling unit
2. Planning unit
3. Designing unit
4. Cutting unit
5. Production unit
6. Fabric washing section
 Quality assurance department
 Logistics department

HR department
Humans’ resource departments are often organized along functions and may be hierarchical
in nature. Human resource management (HRM) in garment industry has been defined as the
function in garment factory that facilitates the most effective utilization of human resource to

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achieve the objectives of both the garment factory and the employee. Common functions in
human’s resource departments are,

 Recruiting
 Training and development
 Compensation and benefits administration
 Health and safety
 Employee and labor

Why HR for apparel industry?

The successful functioning of apparel industry is determined by the factors like men,
material, money and market. Among all these factors, man power assumes greater
significance. So we can say that, there is no doubt that the “personnel” as the principal
resource of a labor-intensive garment industry plays a crucial role in any productivity
improvement and development.

HR must consider the following steps for a much needed organizational development in the
apparel industry:

 HR should find ways to align its aims and objectives with the organizational mission
and goals, for example, proactive participation in addressing the quality and
productivity issues in various departments.
 HR functions should develop smart, user-friendly, and effective staffing, development
and compensation procedures to support objectives of each functional area, for
example, production, merchandising, and R&D (research and development).

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 (apperal, 2019)

HR department features are the bellowing data of the employees

Emp. ID Name of the employee Gender, Religion, Nationality, blood type, shift time

Financial Department

The finance department is responsible for managing all financial and administrative affairs of
a company. (Sadovy, 2016)

The financing of a company’s operation requires very timely planning, ledger, payables, loan
management, bank reconciliation, fund management, cash-flow management, organizing,
auditing, accounting, budgeting and controlling in order to ensure to that adequate funds and
credits available when needed. The finance Department also usually produces the company’s
financial statements. (Ahashan, March 26, 2014)

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Apart from the money to pay suppliers, salaries, expenses available funds, stock of raw
material and finished goods import, export. Purchasing organizational infrastructure handle
by this department. (Balakumar, Mar 3, 2016)

Management
Accountant

Financial
controller
accountant

Cheif financial treasurer Tax

Manager
officer manager Accountant

internal
auditor
(Shaikat, 2010)

Production Department
The Production Department is mainly responsible for the Production category and the
Operational activities to approach the final product. With that, they have to consider about
Number of operators, Target for each day and Brake up line of the production. To operate
that functions, they have to collect several information.
Product Product_code, Product_name, Size, Brand, To make correct products
Price
Employee Emp_number, First_name, Middle_name, To manage human resources
Last_name, Salary, DOB, Mobile_number for a profitable product
Supplier Supplier_number, Supplier_name, To make strong supply to the
Mobile_number, Supplying_Material right time

Ensuring the proper quality of product, Production within timeline, Ensuring minimum
resources usage, maximum manpower utilization, reducing task duplicating are the main
objectives to reach by the department. (SPECTECHULAR, 2019)

Maintenance Department

What is the maintenance?

The technical meaning of maintenance involves functional checks, servicing,
repairing or replacing of necessary devices, equipment, machinery, building infrastructure,

and supporting utilities in industrial, business, governmental, and residential installations.

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Sewing Machine Maintenance in Garments:
Maintenance is the routine job for keeping sewing machine fit for garments
manufacturing. Every factory assign maintenance team to ensure the proper functioning of a
sewing machine.

Sewing Machine maintenance team make schedule and take preventive action. Proper
maintenance of sewing machine will ensure the long-lasting service. For this reason, sewing
cost per unit will be less. This is the reason importance is given for sewing machine in
garments.

Objectives of Sewing Machine Maintenance in Garments:

1. To get good quality product/ Garments.
2. Reduce sewing machine downtime.
3. Ensure long-lasting of sewing machine.
4. To save time.
5. Increase productivity of garments.
6. Stop unwanted machine breakdown.

Manufacturing Department
The Production Department is mainly responsible for the Production category and the
Operational activities to approach the final product. With that, they have to consider about
Number of operators, Target for each day and Brake up line of the production. To operate
that functions, they have to collect several information.
Product Product_code, Product_name, Size, Brand, To make correct products
Price
Employee Emp_number, First_name, Middle_name, To manage human resources
Last_name, Salary, DOB, Mobile_number for a profitable product
Supplier Supplier_number, Supplier_name, To make strong supply to the
Mobile_number, Supplying_Material right time

Ensuring the proper quality of product, Production within timeline, Ensuring minimum
resources usage, maximum manpower utilization, reducing task duplicating are the main
objectives to reach by the department. (SPECTECHULAR, 2019)
To reach these tasks, there are few information systems using in the organization. MRP –
Material Resource Planning is a one of them. Selection of Product and Design, Selection of
production process, Selection of right production capacity, Production planning, Inventory

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control are some functions which are available within this. It’s Centralizing, integrating and
processing information for effective decisions for supplying and inventory. TPS –
Transaction Processing System is another system using in this department to make reliable
transaction process to have materials and supply products on time. It has functions called
Transportation method, Capacity of the delivery. ESS – Executive Support System help the
executive to make strategic level information. Calculate working hours for a person per day,
estimating a possible deadline for the order, are main functions within the ESS Information
System.

Quality Assurance

In are Business Quality assurance managers play a crucial role in business by ensuring that

products meet certain thresholds of acceptability. They plan, direct or coordinate quality
assurance programs and formulate quality control policies. They also work to improve an
organization's efficiency and profitability by reducing waste. (Chron, 2019)

Fabric (Material) – Material Quality and Damagers

Cutting – Are cuts equal and as the same as the origin.

Stitching – Is the stich well done or not.

Design – Is the product is according to the design.

Final Product – If the product has the quality to sale

Fatigue test of Fastener

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(Chron, 2019)

Material Sample Code, Fabric Name, Color Code,

Softness Stitching, Style, Stitching Color,
Design Name, Design Code

Suppliers Supplier Name, Supplier ID, Email, Contact

number,
Supplier cost

Buyer Buyer ID, Buyer profit

Logistics Department
Logistics is the department of the movement of goods and services between the idea of origin
and the point of consumption in order to meet the supplies of customers or corporations.

Functionalities of the department

• Transportation

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• Inventory

• warehousing

Transportation
• The department transport materials, machinery, product...etc. to and from the company

Inventory
• Manage the materials, machinery, product...etc. in the company (within warehouses)

Warehousing
• Store the materials, machinery, product...etc. in a specific location(s)

Data that are used in the logistics department.

Transportation
product Code , name, date, id

suppliers Name,id,address

buyer Name , id , address,

Inventory
Product Code, warehouse id, warehouse address

Warehousing
warehoues Id,date,quantity

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Marketing Department
Marketing Departments promotes the business and finds methods to increase sales of the

business’s products. Marketing department plays an important role in the business.

Functions of the Marketing Department

 Marketing research

Gathering data about the market, consumers, and competitors to avoid failure and to resolve
specific marketing issues.

 Price planning

Determining prices or adjusting the price level of existing product to gain a competitive
advantage over its competitors. This also benefit the consumers as the information of
researches can be used to make the price fair for them.

 Promotion planning

Communicating with the customers or markets through advertising, sales promotions or

public relations in order to increase sales and stay competitive in the market

 Marketing management

Controlling the marketing strategies and identifying all the risks and benefits of decision
making and avoiding all the risks

 Product planning

The process of developing and maintaining products that is in the market. This also includes,
improving the brand, packaging etc. This can be also used to take down unsuccessful
products.

 Consumer analysis

Studying the consumers and evaluating their characteristics, needs, capability of purchasing
and using it to choose for which group of consumers they should put their marketing effort
into.

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  Distribution

Finding the best way to get their products to the customers. This is important since most
of the customers tries to find the fastest way to obtain their products.

So when the Marketing department have to find ways to improve their products or set prices
to their products several information is required.

Product Name , code ,price, brand

So as a new business KG products should try to find best way to promote their products and
target the best market suitable for them. Online advertising will be an effective way to target
markets as most of them uses online systems when trading.

Task 2

Production Department
To reach these tasks, there are few information systems using in the organization. MRP –
Material Resource Planning is a one of them. Selection of Product and Design, Selection of
production process, Selection of right production capacity, Production planning, Inventory
control are some functions which are available within this. It’s Centralizing, integrating and
processing information for effective decisions for supplying and inventory. TPS –
Transaction Processing System is another system using in this department to make reliable
transaction process to have materials and supply products on time. It has functions called
Transportation method, Capacity of the delivery. ESS – Executive Support System help the
executive to make strategic level information. Calculate working hours for a person per day,
estimating a possible deadline for the order, are main functions within the ESS Information
System.

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Hr Department information system

(admin, 2019)

The Human Resources Information System (HRIS) is the way in which organisations gather,
analyse and report information on people and employment. HRIS is basically a database
system that provides important information about employees in a central location. If such
information is needed, data can be retrieved and used to facilitate decision-making on
personnel planning. (admin, 2019)

Functions of HRIS
Recruitment information - it includes advertisement module, applicants’ profile,
appointment and placement data.
Personal administration information - It consists of personnel needs of an employee
concerning leaves, transfer, promotion, increment etc.
Manpower planning information - It offers data that could help human resource
mobilization, career planning, succession planning and inputs for skill development.
Training information - It provides information for designing course material, arranging
need based training and appraising the training programme etc.
Health information - It consists of data relating to health, safety and welfare of employees.
Appraisal information - It consists of performance appraisal information that serves as basis
for promotion, career and succession planning.

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Payroll information - It provides data regarding wages, salaries, incentives, allowances,
fringe benefits, deductions for provident funds (PFs).
Personnel research information - It is a bank of historic and current data about employees’
attitude, turnover, absenteeism which may be used for different types of analysis.

Finance department
An accounting information system (AIS) is a structure that a business uses to collect, store,
manage, process, retrieve and report its financial data so it can be used by accountants,
consultants, business analysts, managers, chief financial officers (CFOs), auditors, regulators,
and tax agencies. (investodepia, 2019)

What are the Key Roles of the Accounting Department?

The essential roles and duties of accounting department include the following:

 Money out – making payments and keeping the bills paid

 Money in – processing incoming payments
 Payroll – make sure everyone gets paid (including the government)
 Reporting – preparing financial reports, e.g. P&L, Balance sheets and budgets
 Financial Controls – to avoid errors, fraud and theft (Group, 2019)

(commons, 2019)

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Marketing department
Marketing Information System (MIS) is the most suitable information system for the
Marketing Department. This collects data and analyses them providing important information
than can be used when doing several marketing activities. MIS has four main components
Internal Records, Marketing Intelligence, Marketing Research and Marketing Decision
Support System.

Functions of a Marketing department

Conducting campaign management for selling initiatives - selling proactively identifies
the merchandise and services to specialize in over the course of your sales cycle, and so
produces materials and communications that get the word out.

Producing selling and promotional materials - Your selling department ought to produce
the materials that describe and promote your core merchandise and/or services.

Producing internal communications - Your workers ought to perceive your company, its
values, its goals and its priorities.

Maintenance Department
A maintenance information system is a necessary part of a good maintenance program. Such
a system makes the maintenance program more effective and reduces its cost in the long run.

The function of Maintenance Department:

 Inspection of sewing machines and other machinery in the factory repairing

 Maintaining and ensuring continuous power supply in the factory
 Maintaining proper water supply, compressors boilers etc.
 Planning, design and implement any kind of expansion of the factory.
 Supply purified water for factory using and washing plant.
 Maintain WHO standard PH value for ETP.
 Purchase of new machinery.
 Issuing of different spore parts and accessories according to the production
requirement.

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Security Unit

 Security Access Control

Security and proscribing access to secure and unauthorized locations became a preponderant
importance, not just for high security areas, except for day to day businesses also. Security
access management are often secured by exploitation Fingerprint, Face Recognition, RFID
(Radio Frequency ID), HID (Secure ID Format), etc.

We provide the whole answer with installation and maintenance of the system and a
comprehensive once sales service. (Cenmetrix, 2019)

Logistics Department
Functions of a logistics Department
1. Order processing
The supplying activities begin from the order process which could be the work of the
industrial department in a corporation.(Marketing91, 2019)

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 (Marketing91, 2019)

2. Materials handling
Material handling is that the movement of products inside the warehouse. It involves
handling the material in such a way that the warehouse is able to process orders efficiently.
(Marketing91, 2019)

(Marketing91, 2019)

3. Warehousing
If we tend to take the instance of LG or Samsung, these are shopper sturdy firms that are gift
in multiple countries. Their producing can be at one purpose, but the distribution is all across
the world. (Marketing91, 2019)

(Marketing91, 2019)

4. Packaging
There are two types of packaging – One which the customer sees on the shelf of supermarkets
or hypermarkets where the package appears attractive and makes the customer buy the
packages. (Marketing91, 2019)

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 (Marketing91, 2019)

5. Transportation
Now we tend to come back to 1 of the foremost supplying activities that is one amongst the
foremost resources serious and revenue serious phase of supplying. There is one reason that
transportation is dear – Fuel. (Marketing91, 2019)

(Marketing91, 2019)

6. Inventory control
If a firm has one hundred units of a product available, however the demand is barely often
units, then the corporate has uselessly invested with in ninety units. (Marketing91, 2019)

(Marketing91, 2019)

Manufacturing Department
There are more Information Systems using by other Apparel organizations to achieve their
business targets within the industry. TMMS – Textile Manufacturing Management System
is the one of modern information system, which is not using in this organization. This has
many features such as Ensuring Accuracy, Gauges organizational Productivity, identifies
weaknesses, and automate much of supply chain. Otherwise this can be used behalf of using
mentioned three information systems.

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These are the Main task functions in a Textile Manufacturing Department
1) Design/ Sketch:
In the garment manufacturing the first step is designing the sketch for the dresses that have to
be prepared.

2) Pattern Design:
Hard paper copy of each component of the garment of exact dimension of each component is
called pattern.

3) Sample Making:
The first patterns are sent to the sewing unit for assembling them into garment. This is
usually stitched on calico or muslin which is an inferior quality of fabric and it reduces cost.

4) Grading:
The purpose of grading is to create patterns in different standard sizes. Grading a pattern is
really scaling a pattern up or down in order to adjust it for multiple sizes.

5) Marker Making:
All the pattern pieces for all the required sizes are arranged in the paper in such a way so that
maximum number of garments could be produced with minimum fabric wastag4e.

6) Spreading:
It is the process of arranging fabrics on the spreading table as per length and width of the
marker in stack form. Normally height of the lay/fabric is limited up to maximum six inches
high. But 4 inches to 5 inches’ height of the lay is safe.

7) Fabric Cutting:
On the fabric lay/spread the marker paper is placed carefully and accurately and pinned with
the fabric to avoid unwanted movement or displacement of the marker paper. Normally
straight knife cutting machine is used to cut out the garment component as per exact
dimension of each patterns in stack form, care must be taken to avoid cutting defects.

8) Sorting/ Bundling:
All the garments components in stack form is shorted out as per size and color. To avoid
mistake in sorting, it is better to use code number on each pattern.

9) Sewing or Assembling:
Sewing machines of different types are arranged as a vertical line to assemble the garments.

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 10) Inspection:
Each and every garment after sewing passes through the inspection table/ point, where the
garments are thoroughly and carefully checked to detect/find any defect if present in the
garment. The defects may be for example variation of measurement, sewing defect, fabric
defects, spots etc

11) Pressing/ Finishing:

After passing through the inspection table, each garment is normally ironed/ pressed to
remove unwanted crease and to improve the smoothness, so that the garments looks nice to
the customer. Folding of the garment is also done here for poly packing of the garments as
per required dimension.

12) Final Inspection:

It is the last stage of inspection of the manufactured department on behalf of the department
manufacturing organization, to detect any defective garments before packing.

13) Dispatch:
The cartoons of the manufactured department are delivered or placed in the dispatch
department or finished product go down, from where the department lot is delivered for
another department.

Task 3

Information System to solve business Problem in advance

methods

As this system is not in are Company, we are planning to bring this system forward and work
with this system which will be a huge advantage for our company.
Understanding the customers' quality requirements and making more products as
they wish.
Making a proper flow of quality requirements in the Quality Control department.
Every project will have a testing, measurements of “1” sample to check the quality of the
product before making a full supply.
Making Groups to check the quality prosses till the begin (Material Quality Level) and
the (Processing Quality Level) till the End(Acceptable Quality Level) and two groups
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will check one project to ensure the product is managed properly. (TextileLearner,
2019)

Production Department
There are more Information Systems using by other Apparel organizations to achieve their
business targets within the industry. TMMS – Textile Manufacturing Management System
is the one of modern information system, which is not using in this organization. This has
many features such as Ensuring Accuracy, Gauges organizational Productivity, identifies
weaknesses, and Automate much of supply chain. Otherwise this can be used behalf of using
mentioned three information systems.
Capacity Requirement Planning to manage raw material resources, Production Control
& Product Data Management to control the production processes, Master Production
Scheduling is using to Select of Product Design and Production planning, Resource
Planning and Management responsible for Inventory and Warehouse Management,
Production Cost Analysis, Textile Finished Product Delivery to Store can be used to have
Supply and reach deliveries to buyers on time are the main functions within this newest
version of information system. (Rahman, 2017)

Task 4

Production Department
(Should be implement a new information system to the organization)
Therefore, we have to implement a new Information System using following things. So
please Find out
Facts Finding methodologies
How to create SRS document?
SRS Doc to Relational Schema
Draw a Design using by Relational Schema (Diagrams)

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Algorithms
Decision Trees
Decision Tables
System Development Life cycles
TMMS is the most suitable information System to the Production Department within this
company. Because TMMS has different functions, most similar to the current manual system
such as calculating material availability. It automatically calculates customer requirements to
the month, HR requirements and machine requirements.
This organization is requiring a balance report after completing an order & after sales
deadline of an item from the production department. TMMS automatically generates this
balance sheet with Current Warehouse Status (Selling Income, Net profit, Inventory stocks,
Material requirements, etc..) after a sales deadline without involving of a human. Another
main task responsible by production department is analyzing future plans throughout new
socio-cultural trends. The TMMS is also willing to analysis these data automatically with
information in organizational database which are given previously. It makes the business
more accurate and customer attractable one with time saving benefit.

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