Final Asm

ABSTRACT Ashok Leyland is the SECOND largest manufacturer of commercial vehicles and diesel engines in India. The project “IT ASSET MANAGEMENT” deals with the alimony of stock level in the systems department. The main target of the system is to perceive and manage every IT Asset in the organization. The track of the product is being maintained to have surmise on the number of products being frenzied by each department. The products are being trouped into hardware, stationery and consumable products. When the reckoning goes below the reorder level an email alert is being hurled to the administrator for the purchase of the product. Each transaction is being carried out instantly to maintain a cost control on the overall system.

The products may comprise of physical computer components, preprinted stationeries, cartridges, ribbons, etc. A Gate Pass will be emanated to the product that is being sent for repair. A unique “BARCODED ID” is colonized for each item to have a control of the consumption of products by various departments. Purchase orders are emanated to the supplier for procurement of the product due to the requirement of the product or vary in the re-order level. The reports to be generated are re-order level report, consumption report (daily, department wise), inventory report (hardware, stationery, consumable), date wise reports. The project is executed on ORACLE THREE - TIER Architecture.

MODULES • Master Module • Purchase Order Module • User Requirement Module • Inventory Transaction Module • Gate Pass Module • Email Module • Barcode Module • Queries • Reports

1. MASTER MODULE:  Product master maintains information about the product, its ID, product group Id and product subgroup ID.  Vendor master maintains the details about different vendors available for issuing different type of purchase orders which is maintained by the purchase order type master.  Transaction code master maintains different codes for the different type of transactions done.  Department master maintains information about the departments available for issuing the assets.

2. PURCHASE ORDER MODULE Each and every asset that is maintained will have a reorder level. When any asset reaches the re-order level, the administrator will be intimated through mail. The administrator then issues a purchase order to the vendor whose details are collected from the vendor table available. When the user requests for an asset that is not available, then a purchase order will be issued to the vendor.

3. USER REQUIREMENT MODULE User of a particular department may request for an asset when required through the online user request form made available. The administrator views the request and then issues the requested asset to the user.

4. INVENTORY TRANSACTION MODULE The inventory transaction module performs various issue and receipt of assets and updates the details of the quantity of assets issued or received accordingly in the master table. Receipt of asset can be classified as new acquisition, return from user and received after repairs. Issue can be classified as issue to user, sent for repairs and scrap.

5. GATE PASS MODULE When an asset is repaired or obsolete, it has to be sent for repairs to the vendor. At such circumstances, a gate pass will be issued for the assets that are sent for repairs or for scrap with a due date within which the asset has to reach the company.

6. E-MAIL MODULE Every asset maintains the stock level. When an asset reaches the re-order level mentioned in the master table, a mail is sent to the administrator notifying him for the purchase of assets that has reached the re-order level.

7. BARCODE MODULE Generates unique Bar-coded ID for each and every asset that is maintained in the systems department. The required information for generating the bar-coded ID is collected from the product group master, product subgroup master and the product master.

8. QUERIES Queries from the table and gives the output for the appropriate query that has been given. The user selects the condition and when queried, produces the required result. Re-order level query returns the output of the assets that has reached the re-order level.

9. REPORTS Generates various output for the given condition in the form of reports. Reports such as re-order level report, purchase order report, gate pass report, daily utilization report, overall utilization report, date wise reports, department wise utilization report, inventory report are being generated.

CONTEXT ANALYSIS DIAGRAM

DATA FLOW DIAGRAM

LIST OF TABLES USED • PRODUCT GROUP MASTER • PRODUCT SUB-GROUP MASTER • PRODUCT MASTER • PURCHASE ORDER TYPE MASTER • VENDOR MASTER • TRANSACTION CODE MASTER • DEPARTMENT MASTER • PURCHASE ORDER • USER REQUEST • INVENTORY • GATE PASS

Product Group Master NAME

DATATYPE

DESCRIPTION

DC_LOGIN_LOC

VARCHAR2 (4)

Login Code

DC_COMPANY_CODE

VARCHAR2 (3)

Company Code

DC_UNIT_CODE

VARCHAR2 (2)

Unit Code

DC_REG_CODE

VARCHAR2 (4)

Region Code

DC_LOC_CODE

VARCHAR2 (4)

Location Code

DC_DEPT_CODE

VARCHAR2 (4)

Department Code

PROD_GRPID

VARCHAR2 (4)

Product Group ID

PROD_GRPNAME

VARCHAR2 (20)

Product Group Name

REMARKS

CHAR (50)

User’s Comment

CREATED_DATE

DATE

Created Date

CREATED_BY

VARCHAR2 (8)

Originated By

CREATED_IP

VARCHAR2 (20)

Created IP Address

CREATED_PROGRAM_ID

VARCHAR2 (15)

Created Program ID

LAST_UPD_DATE

DATE

Last Updated Date

LAST_UPD_BY

VARCHAR2 (8)

Last Modified By

LAST_UPD_IP

VARCHAR2 (20)

Last IP Address

LAST_UPD_PROGRAM_ID

VARCHAR2 (15)

Last Updated Program ID

DELETE_FLAG

VARCHAR 2 (1)

Deleted Flag

DELETED_DATE

DATE

Deleted Date

DELETED_BY

VARCHAR2 (8)

Deleted By

DELETED_IP

VARCHAR2 (20)

Deleted IP Address

DELETED_PROGRAM_ID

VARCHAR2 (15)

Deleted Program ID

PRODUCT GROUP

PRODUCT SUBGROUP

PRODUCT MASTER

PURCHASE ORDER TYPE

VENDOR MASTER

TRANSACTION CODE MASTER

DEPARTMENT MASTER

PURCHASE ORDER

USER REQUEST

ISSUE TO USER

ISSUE FOR REPAIRS

RECEIPT OF ASSET

GATE PASS FOR ASSETS

MAIL FOR ASSETS THAT CROSS RE-ORDER LEVEL

RE-ORDER LEVEL REPORT

OVERALL UTILIZATION REPORT

DEPARTMENT-WISE UTILIZATION REPORT

DATE-WISE REPORT

INVENTORY REPORT

DAILY UTILIZATION REPORT

PURCHASE ORDER REPORT

GATE PASS FOR ASSETS

CONCLUSION The structure of the tables created has been generalized with ALIMS (Ashok Leyland Information Management System) standards to enable the sharing of data between different sections. The new system enables networking facility and sharing among different sections. The system is developed with a lot of user-friendly features, keeping in the mind that the end user might not have technical knowledge. When a user of a particular department requires an asset, he can request the asset through the online user request form that is available instead of appearing physically to request the asset. The details of the asset can be sought through the barcoded ID.

When a product reaches its re-order level, the administrator will be immediately intimated through a mail to send purchase order to the vendor. When an asset is repaired or sent for scrap, a gate pass will be issued with the due date mentioning the vendor to whom it has to be sent. The details about the receipt and issue of assets are correctly maintained and updated accordingly. All the modules have been developed with real data from the organization and found to be executing correctly. Additional modules can be added easily when it becomes essential. The project can be further enhanced with modular reports since the decision rules are not statistically coded.