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University of Dhaka
Faculty of Business Studies
Dept. of Management Information Systems

Assignment
Course Name- Advanced Information Systems
Course Code: MIS- 206

Submitted To
Dr. Md. Rakibul Hoque
Professor
Dept. of MIS
University of Dhaka

Submitted By

Kashfia Zerin keya

ID: 029-15-010
Tazrian Ferdous Farita
ID: 029-15-058
Section: B
Department of MIS

Submission Date: 24th August, 2022

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Table of Contents
An Automated Organization- “SHWAPNO” 03-08
An Manual Organization- “Ma Departmental Store” 09-13

An Automated Organization- “SHWAPNO”

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Description of the organization:

Shwapno is a well-known retail grocery shop in Bangladesh starting its journey in 200.
It’s an organization operated by the ACI Logistics Limited having a mission to provide
customers with warm services and value. Shwapno being considered as the largest grocery
chain, has almost 60 outlets and 11 franchises all over Bangladesh.

It has direct partnership with farmers. They provide both online and in store services.

Business functions of Shwapno:

• Marketing: Shwapno targets the price sensitive market by keeping the price level lower.
As they operate the business through both outlets and ecommerce, they promote
themselves by newspaper, liflett, sms and social media marketing.

• Supply Chain Management: Shwapno uses agile supply chain management, which
means that the production and delivery of items is prioritized for speed, cost
effectiveness, responsiveness, flexibility, and productivity.

• Finance: According to the annual report of ACI Ltd, the parent company of Shwapno,
the retail chain saw an 18.8% year-on-year growth rate from Tk1,156 crore turnover in
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the last fiscal year to Tk1,374 crore this fiscal year- the highest since its inception in
2008.

• Customer Relationship Management: They employ a program called EPS Mirror in

SHWAPNO. They have all the data on total and loyal foot traffic, total and loyal basket
sizes, and loyal sales contribution in their program.

A business function that is automated: Database Management

Every three months, they check their inventory.They record and control their sales information
using Microsoft Ideal System Software. They employ an SMS system to communicate with their
customers after they make any purchase giving their phone numbers. If a customer consistently
purchases their goods, Shwapno would include their name in their service book and SMS them
with an offer.

Description of the automated process:

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Shwapno uses various technology and software to connect to its customers more and know about
them.

 They first used Enterprise Resource Planning- ERP which failed to meet their
expectations. Then Shwapno decided to integrate Business Intelligence tools such as SAP
Business Objects, Oracle, Tableau etc which enables them to collect, store, prepare and
analyze data. These tools and their online offline monitoring has helped them with large
amount of data.
 Shwapno uses the BIG DATA which helps it to gain insights- information.
 Shwapno uses Internet of Things (IoT) so that they can optimize the data they collect.
 Shwapno uses Facebook workplace to do their marketing, Doubleclick Bid manager,
Google analytics, ASP.NET and other technologies to conduct their business activities.
 Shwapno Super Shop basically use 10 types of transaction methods to deal with the
customers such as: cash, bkash, rocket, Brac bank, city bank, royalty mobile bank, master
card etc.
 Shwapno pays its employees’ salary directly to their bank accounts.
 They offer membership cards to the customers. Every time they make purchases, points
are added to their account and these points can be used to make future purchase.

Explanation of Database:

Shwapno is the best retailer shop In Barisal city. They check their Inventory after every three
month. Controlling their selling process they use “Microsoft Ideal System Software”. After every
three month they adjust their whole selling process. Shwapno has loyalty card but in Barisal
branch they have no loyalty card .In this situation they use SMS system. If any customer buy
their product regularly Shwapno Include their name In their service book and SMS them for
some offer
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Usage of ERP, CRM, SCM, Vendors:

 ERP: At first, it used an ERP (enterprise resource planning) software called SAP R/3.
But it was not effective as it could not seamlessly integrate with the legacy system.
 CRM: Shwapno’s CRM systems compile customer data across different channels, or
points of contact between the customer and the company. In this way they get detailed
information on customers' personal information, purchase history, buying preferences and
concerns. Customer family meet program, home visit and phone call are main key
functions of CRM in SHWAPNO. In SHWAPNO, they use software named EPS mirror.
 SCM: The company has tens of thousands SKUs. Each master category has a category,
subcategory, and type category. These subdivisions help management make decisions and
understand thousands of SKUs. SHWAPNO's outlets must send the head office a sales
transfer order based on today's sales. The head office procurement department compiles
demand data from stores and instructs field procurement teams to buy products from
suppliers. Procurement teams deliver all purchased products to SHWAPNO's three
distribution centers in Bangladesh. The distribution center's management generates a
Goods Received note for the procurement department. From here, distribution centers sort
products based on each outlet's sales transfer order. Distribution centers sort products by
outlet demand and deliver them to all SHWAPNO stores. Each outlet generates and
delivers a Goods Received note to the distribution center.

Telecommunication and networking technologies:

When a customer purchases any product, the shop keeps an account of the customer’s phone
numbers and send promotional messages whenever there is any discount or offer.

Contact number- 01847-265163

Website/e-commerce:

Shwapno has an E-Commerce platform. In 2017, Shwapno launched the beta version of its
ecommercewebsite known as Shwapno.com. It was done to keep up with both local and global
trends. There is a growing demand for convenience in shopping. The future of retail is thought to
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be online as more andmore people have become very comfortable with the use of technology
especially through rapidincrease in the use of smart phones and social media. Also Shwapno has
their own facebook page where customers can choose the products, know about the price and
order online. It eliminates the requirement of standing in long queues and bumping into people
blocking the aisles, as one can easily browse through the wide range of products at one go and as
many times as necessary. Catering to the situation at hand, shwapno.com has begun home
deliveries in more areas than before, expanding its reach all the way to Sylhet and Chattogram.

Starting from everyday staples like rice and oil, fish and meat, vegetables, snacks and packaged
goods to various clothing items and toys to stationery and electronic equipment, the online
platform is a mirror reflection of the physical outlets. The customers have access to a range of
daily essentials, household necessities, frozen and fresh food all being delivered straight to their
doorstep. Although products might vary location to location, there is always something in stock
to satisfy any requirement.

The website incentivises customers to shop online and to stay at home by providing a range of
items on offer. Other than that, they assure quality produce, particularly fish and meat, which one
would ought to inspect for themselves before purchasing. It may be difficult to resist the
temptation of physically going to the store to determine the condition of the poultry products, but
rest assured, they not only provide the best, but also maintain proper safety procedures in
handling the produce. Changes the e-commerce operation has witnessed in terms of the increase
of such purchases imply that customers have more than enough faith in Shwapno to fulfil their
requirements.

Tools and technologies for safeguarding information resources:

The swapnp.com website collects two types of information: one that they receive from the
customers and the other one is the information received from others. Information received from
customers includes those they, such as when they create an account on website. This also
includes information provided through technology, such as through a cookie placed on users’
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computer when they visit the Site. They also receive information from other sources to help them
supplement their records, improve the personalization of service and detect fraud.

Overall comments:

We have found some issue for the Shwapno. Managing the distribution of a retail chain which
contains perishable items and uses direct distribution method. An effort is taken to analyze the
policy followed by this retail chain whether they cover profit margin. Again, an alternate policy
for distribution strategy has been suggested which can be worthy based on cost aspect ratio. To
get competitive advantage and to deliver quality service, top management of these shops should
try to adopt the following recommendations:

 The salary that is given by Shwapno to Its employees isn’t enough. They should increase
the pay scale so that they can be able to maintain their basic living expenses.
 Some workers of Shwapno are working in standing condition for hours after hours. This
is too pathetic. Company should arrange sitting facilities for them.
 The feedback that is given by the authority to employee isn’t enough. They should give it
frequently.
 The supervision of Shwapno is too strict for its employees. They should reduce their
strictness
 Variety of products is available in SHWAPNO but volume is low, they should establish
more warehouse with large capacity.
 They target moderate customer, they don’t focus high profile customers.
 For the product quantity they rely on farmers, Suppliers, Intermediaries, Producer etc.
they may not full control of product quantity.
 As all the leading retail stores are Dhaka based. Don’t have noticeable outlet in any other
districts of Bangladesh.
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A Manual organization- “Ma Departmental Store”

Description of the organization:

Ma Departmental Store is a grocery store located in Dakshinkhan, Dhaka-1230. This store sells
different types of food and household products to the locals for everyday use and special
occasions. It is a retail store. The wide selection of products and brands as well as high inventory
levels allow customers to purchase goods that their household may need for a significant period
of time. Md. Ataur Rahman is the only owner of the store and has one employee.

Business Functions of Ma Departmental Store:

 Accounting and Finance: the owner finances the business and collects profits. Total
expenditures and revenue are determined in this department. He decides to invest or take
a loan for business purposes in some big sum of money.
 Inventory & Purchase: Inventory is important. The owner buys inventory in wholesale.
If the store doesn’t have enough amount inventories, then the owner purchases them.
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 Customer service: As the store is in a residential

Yes area, the store has many familiar and

regular customers. So the owner of the store maintains a good relationship with
customers and provides services to them.
 Sales: The sales department is the most business department. The owner sales goods and
products to customer in retail from the inventory. From 6 in the morning to 11 at the
night the store records all the sales manually. The owner sales goods and products to
customer in retail from the inventory.

A business function which is going to be automated:

As “Ma Departmental Store” is not as big as other super shops, so the owner doesn’t follow
automated sales function. So I would change the sales function from manual to automate. The
store will be able to provide superior customer service as a result. Also, it will help them to stop
is mismanaging of sales amount. In other words, automating the sales function will streamline
the organization and simplify the task of the salesperson.

Requirement analysis, as-is, to be, context diagram, DFD level 0

Requirement Analysis

Requirement analysis is crucial for every organization since it involves a thorough assessment of
what is required for a specific service, good, or piece of software to succeed. This step will aid
the company in learning what will occur when any initiatives are put into action. The manual
sales operation of "Ma Departmental Store" will be changed to an automated sales operation.
This task's requirement analysis entails identifying objectives, the software's user, challenges,
and potential solutions.

AS- Is function of the

Go toBusiness
Search Product Yes Place Receive
Customer store product available? order product Pay Bill

As-is function describes the current business operation. The “Ma Departmental Store” now
operates each of their function manfully. AS-Is
No process for purchasing products physically from
Yes

the store-
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Customer Order Inventory

Process

Context Diagram
Manager

E-R Diagram, Relation database and interface design

E-R diagram

Last Customer
Middle
Id

Date of Road

First Phone birth

Name Number

House
Town

Customer
Address

Price
Buys Order No Go to
Owner Check perform another
Inventory available? store
Details

Product

Quantity
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Product
Name

Product ID

Relation Database

Suggesting ERP, SCM and CRM

ERP, or enterprise resource planning, integrates all other software that is available in an

organization. Supply chain management, or SCM, refers to the use of applications to maintain
the flow of supplies. CRM stands for customer relationship management, and this program aids
in keeping up relationships with clients. Ma departmental Store is a small business. They do not
currently own any software, thus purchasing any ERP would not be a wise move for them.

Suggesting telecommunication and network technology for them

The store can use a number of tools and techniques for communicating. For instance, they
currently contact with their customers and place orders with their suppliers using a cell phone.
They are able to utilize LAN and WiFi networks. They can also communicate via text message
and email.

Website and E-commerce

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There is no e-commerce website for the store. However, they will soon need to launch the e-
commerce site in order to run their sales automatically. Until then, companies can continue to
offer their product to customers by being linked to delivery websites like chaldal.com. It is also
advised that Ma department store create a Facebook page so they may inform customers about
their products.

Develop security policy

Ma Departmental Store may use antivirus or firewall software on their computer to prevent
hacking. They must stop installing unlawful data if they want to save their data. They have to
prevent others from using their equipment. They might install CCTV to monitor and maintain a
positive work atmosphere in the firm in addition to data security.

Data Analytics

Ma Departmental Store has never conducted any data analysis because they have never used an
automated data storage technique. But they have employed data analytics based on their manual
report. However, they were challenging because they were unable to use any sorting data,
making it incredibly challenging for them. They were unable to take any measurements to
remove the barrier since they were unable to ascertain what was occurring. They can employ the
appropriate data analysis when they transition to an automated organization.

Global system

This Store does not require any global system.

Overall Comment

The manual organization “Ma Departmental Store” operates every function of them
manually. The business's sales operation has been automated in this section. The As-Is, To-Be,
and Contest Diagrams assist us in displaying our objectives as well as the general state of the
organization. We used the E-R diagram to create our relational database and business user
interface. The choice to implement ERP was made based on present company needs, and if the
process can be automated, the organization's business will definitely grow.