Software Development On Training Accounts Information System (Tais) Organization Synopsis

Software Development On Training Accounts Information System (Tais) Organization Synopsis

1.0 Company Profile

Grameenphone is one of the largest private sector investments in the country with an accumulated investment of BDT 5200 crore up to December 2005. Grameenphone is also one the largest taxpayers in the country, having contributed nearly BDT 5000 crore in direct and indirect taxes to the Government Exchequer over the years. Of this amount, BDT 1670 crore was paid in 2005 alone.

GP was also the first operator to introduce the pre-paid service in September 1999. It established the first 24-hour Call Center, introduced value-added services such as VMS, SMS, fax and data transmission services, international roaming service,WAP, SMS-based push-pull services, EDGE, personal ring back tone and many other products and services.

Grameenphone nearly doubled its subscriber base during the initial years while the growth was much faster during the later years. It ended the inaugural year with 18,000 customers, 30,000 by the end of 1998, 60,000 in 1999, 193,000 in 2000, 471,000 in 2001, 775,000 in 2002, 1.16 million in 2003, 2.4 million in 2004 and it ended 2005 with 5.5 million customers.

After almost 10 years of operation, Grameenphone has over 10 million subscribers

Grameenphone is now the leading telecommunications service provider in the country with more than 10 million subscribers as of November 2006.

Presently, there about 15 million telephone users in the country, of which, a little over one million are fixed-phone users and the rest mobile phone subscribers.

Starting its operations on March 26, 1997, the Independence Day of Bangladesh, Grameenphone has come a long way. It is a joint venture enterprise between Telenor (62%), the largest telecommunications service provider in Norway with mobile phone operations in 12 other countries, and Grameen Telecom Corporation (38%), a non-profit sister concern of the internationally acclaimed micro-credit pioneer Grameen Bank.

Over the years, Grameenphone has always been a pioneer in introducing new products and services in the local market. GP was the first company to introduce GSM technology in Bangladesh when it launched its services in March 1997.The technological know-how and managerial expertise of Telenor has been instrumental in setting up such an international standard mobile phone operation in Bangladesh. Being one of the pioneers in developing the GSM service in Europe, Telenor has also helped to transfer this knowledge to the local employees over the years.

2.0 Grameenphone Corporate Governance

In the fast-paced world of telecommunications, vibrant and dynamic Corporate Governance practices are an essential ingredient to success. Grameenphone believes in the continued improvement of corporate governance. This in turn has led the Company to commit considerable resources and implement internationally accepted Corporate Standards in its day-to-day operations.

Being a private limited company, the Board of Directors of Grameenphone have a pivotal role to play in meeting all stakeholders’ interests. The Board of Directors and the Management Team of Grameenphone are committed to maintaining effective Corporate Governance through a culture of accountability, transparency, well-understood policies and procedures. The Board of Directors and the Management Team also persevere to maintain compliance of all laws of Bangladesh and all internally documented regulations, policies and procedures.

Grameenphone is a truly transparent company that operates at the highest levels of integrity and accountability on a global standard.

Fig 2.1: Grameenphone Organogram

2.1 Corporate Social Responsibility: an integral part of GP

The shareholders of Grameenphone believe that “Good development is good business”. Since its inception, Grameenphone has always considered Corporate Social Responsibility (CSR) as an important function of the company.

Thus, CSR is an integral part of Grameenphone. The goal of a good CSR program is to make the company a good corporate citizen of the country it operates in. The aim is to initiate or support social development programs which have a direct impact in the development of the society, thus making a company socially responsible.

Along with providing telecommunication services to more than six million people, providing direct income-earning opportunities to more than 200,000 people and being one of the top corporate taxpayers in the country, Grameenphone takes its CSR activities quite seriously.

An independent organization called ‘Ideas & Insights’ conducted a survey late last year, among people from different walks of life, on the CSR activities of different companies. CSR was the central issue of this survey. According to the survey, GP has been recognized as among the most socially responsible companies in the country.

2.2 Contact address

Head Office

Grameenphone Ltd.

Celebration Point, Road # 113 A, Plot 3 & 5

Gulshan, Dhaka-1212.

Ph: 9882990

Fax: 9882970

2.5 Internship Program at Grameenphone

The purpose of the Academic Internship Program at Grameenphone is to facilitate student learning opportunities outside the classroom. Internships is experience-based learning that enhance student’s academic and career goals.

Grameenphone internships provide students with both observational and hands-on learning experiences designed to enhance their academic preparation and increase their ability to perform on a professional level after graduation. Students apply knowledge from their academic experiences to professional settings that are appropriate to receive practical experiences in telecom field.

Guiding factors in the operation of the internship program are:

The student’s work must be related to his/her field of study and individual interest.
The working experience will ideally increase in difficulty and responsibility as the student progresses.
The overall internship experience provides a global exposure of human resource issues, business practice and the technology involved in efficient service.

How Students benefited from their internship at Grameenphone:

Critically analyze telecom business operations.
Develop manual skills – use telecom equipment, and learn techniques, etc.
Develop self – confidence and leadership ability while working with others
Determine whether a student has a real interest in the field.
Apply theory to actual work experience.
Identify weaknesses in the student’s own educational program.
Develop job placement opportunities
Earn 6 credit hours towards graduation.

OBJECTIVE AND METHODOLOGY

3.1 System Development Methodology

In general, methodology is a systematic description of the sequence of activities required to solve a problem. In context to system development, methodology is a collection of procedures, techniques, tools and documentation aids, which help the system developers in their efforts to implement a new system. A system development methodology must provide means to:

Ensure that a consistent approach is applied to all project
Establish the system within a time limit and an acceptable cost
Reduce the risks associated with short-cuts
Records accurately the requirements for a system
Monitor the progress of system development
Produce consistent and complete documentation
Indicate any changes which need to be made as early as possible
Maintain continuity of the project so that previous projects are easily
Understood by the new workers.

3.2 Overview of System Development Phases

The process of putting system into place and continuing and enhance them refer to system development. System development process can divide into different phases and activities. No matter what the phases are, the development project is some combination of problem, opportunity and directives.

3.2.1 Preliminary Investigation

The perceived problems is defined training accounts system that triggered the projects and to assess the risk of pursuing the project. Also to figure out the scope of the project, preliminary requirements, constraints, project participants and schedule to establish the project charter. Few identified requirements of the “Training Accounts Information System” project that are given below:

The systems will response when end users need to add, modify or delete trainee information.

The systems will response when the status of the training and travel form has to be changed.
The systems will response when training and travel information has to the recorded.

3.2.1.1 Time line of the Project

Project Management scheduling is one of the most essential factors. By scheduling, we distribute the given time for the different phases of the project. It gives the project a pace and defines the deliverables of the different phases. Following is the expected and actual work schedule.

Steps	Timeline
Preliminary Investigation	5-8 Nov.
System analysis	9-12 Nov.
System design	13-15 Nov.
Programming	16-26 Nov.
Testing	27-29 Nov.
Conversion	30-2 Dec.
Maintenance	3-10 Dec.

Fig 3.2: Project Work Schedule

3.2.2 System Analysis

System Analysis is studying business systems to learn current methods and assess effectiveness. This phase itself consists of component phases:

Problem Analysis (analyzing the current system)
Requirement Analysis
Decision Analysis
Feasibility Study

(a)Problem Analysis is the study of the existing training system. At first the problem analysis is carried out to analyze the existing training in Grameenphone. The flaws and shortcomings of the current system were identified.

(b)Requirement Analysis was conducted to identify the organization’s information, the requirement specifications for the new system.

(c)Decision Analysis identifies solutions, analyze their feasibility and recommend a new system.

(d)Feasibility Study was carried out to ascertain that the new project is viable and will be accepted in the organization. Three major areas of feasibility study are:

1. Technical Feasibility

2. Economical Feasibility

3. Operational Feasibility

3.2.3 System Design

While system analysis describes what a system should do to meet information design of an information system requirement. System design shows how the system will fulfill these objectives. The design of information is the overall plan or model for that system.

(a) Process Modeling Approach concentrated on the identification and understanding of the training and training record keeping processes. So it required dedicated time on the proper Process Modeling since its processes defines any system. Try to employed extensive use of the following graphical tools:

1. Data flow diagram The Gane & Sarson approach is used to draw DFDs and designed the system.

2. Entity Relationship Diagrams (ERD) The Entity Relationship (ERD) model database design identifies the Entities (Tables), their attributes, and their inter-relationship. Both logical and physical diagram are available.

3. Data Dictionary The detailed data dictionary for the database is identified. All the different data to be stored in each of the database tables.

3.2.4 Testing

Exhaustive and through testing must be conducted to as certain whether the Training Accounts Information System produces right result. Testing of information system can be broken down into three types of activities:

I. Unit Testing

II. System Testing

III. Acceptance Testing

3.3 Fact Finding Technique

The following are the fact-finding techniques that were used to determine the requirements of a system: Interview, Questionnaire, Record Review, and Observation.

3.3.1 Interview

Ms. Ishrat Jahan (Manager, Training) of Grameenphone were Interviewed to collect all the information related to training. Also Interviewed Mr. Rajib Alam Chowdhury (Officer, Training) for further and internal information.

3.3.2 Questionnaire

Most of the information is collect by interviewing, record review and observation; as a result of that questionnaire wasn’t done here.

3.3.3 Record or Document Review

All the existing sample records about the admission system were checked very vigilantly. Like Trainee information form, application status, the report of number of trainee were appear for training in a particular quarter.

3.3.4 Observation

All the different steps that are performed sequentially in the system were very seriously observed. With the help of training team personnel; it was easy to find out problem and overhead works occurring in the system.

3.4 Software Application Aids Used

A number of Software aids will be used to facilitate the design and development phases. For the graphical design approach, CASE (Computer Aided System Engineering) tool namely Microsoft Visio will be used. Using this powerful software, the DFDs, and ERDs are drawn.

3.5 Physical Development

Every attempt was made to emphasize User-friendliness. Wherever possible options were put in place to reduce or facilitate user input (e.g. Drop-down-lists, Comboboxes, Radio buttons etc.) the unit test is done. A user-friendly menu will also develop with Visual Basic (VB). In the coding phase, proper programming practices will follow in the development of the SQL server 2000 trigger code. Whenever compilation errors will encounter, extensive debugging will do to remove them.

SYSTEM ANALYSIS

4.1 Problem Analysis

In problem analysis the main key concern was to study the existing system, try to collect the factual information from system users, find out the existing problems etc. Here also core apprehension was to come across problem solutions and try to think and search the system improvement techniques.

4.1.1 Existing System

One of the major goals of system analysis is to study an existing system, its working environment, evaluate its effectiveness to meet the organization’s requirements. In order to analyze the existing system it is significant to learn current methods and assess effectiveness. The problems in the existing system are analyzed and the requirements of the system are defined.

Training Manager’s Office:

The core intention of Training Manager’s Office is store all the training applicant information in such a way that whenever any information is required they can use it. Like applicant information form, status, the report of number of applicant was appearing for training in a particular quarter.

How admission office help applicants

At first Training Manager’s Office do the counseling, means helping applicant-providing applicant required information.

Help applicant to fill the training and travel form.
Inform the application status
They also inform the visa date those who passed the preliminary steps.

4.1.2 Problem in Existing System

Maintaining paper files to keep the interested training applicants information all together and prepare the approved applicants list . Then they select the applicants to for training. As a separate form is maintained for each trainee, whenever any necessary action takes place, they have to find it out the required form and also the record is kept in the personal file of the trainee. Due to the manual maintenance error occur during information processing. Whenever any report is needed, all the personal files have to be searched which is absolutely waste of valuable time. Again because of the lack of time none of the records has any backup copies so if any useful paper is lost then they have to face a terrible situation. Then data can’t be retrieved as information. That’s why all the training unit of Grameenphone needs to develop a new reliable process.

4.2 Requirement Analysis

In the software industry, catastrophic software failures are common. If the software is based on inaccurate requirements, then despite well-written code and design, the software will be unsatisfactory. Therefore a System’s Requirement Analysis is an important component of the system development process. The specific findings which my requirement analysis of the system yielded are listed below:

4.2.1 Purpose of the Training

In education, certification, counseling, and many other fields, training is a tool or technique intended to bring up of knowledge, skills and/or abilities. The core purpose of training is to develop the employee competence level.

4.2.2 Functional Requirements

What steps are performed (input, process, and output)?

For training management perform the following steps. These are listed below:

Step 1: Training applicants search common folder and collects the training and travel form.

Step 2: Filling the training and travel form applicants put forward the form to training office.

Step 3: Submitted forms are tartan that all the forms fills up perfectly.

Step 4: Data entry person enter the applicant’s information into the system.

Step 5: If applicants number is more than capacity then applicants list are sorted according to supervisors need.

Step 6: Request mail from trainee/manager to training section

Step 7: Travel & Training form raised by the trainee after the approval from supervisor, and department head.

Step 8: Received Travel & Training form by training section.

Step 9: Approval from training manager.

Step 10: Approval from Cost control.

Step 11: Approval from CTO.

Step 12: A1 send to the vendor for the final confirmation of the training seat.

Step 13: Travel and Training form forwarded to Finance by Cost control.

Step 14: Approval and budgetary conformation from Finance budget unit and CFO.

Step 15: Approval from Director HR.

Step 16: Approval from MD.

Step 17: Approval from HRD.

Step 18: Received Invitation Letter from vendor.

Step 19: Visa processing starts from Travel desk (HR).

Step 20: Ticket confirmation from Travel Desk (HR).

4.2.3 Nonfunctional Requirements

Where are they performed?

The most of the steps are performed in training office. In this process different unit, accounts department and higher administration of the company also involve.

Who performed them?

Manager: For sending trainee there is a manager to brief up the detail to Applicants and his/her managers and looking up the eligibility and status of the applicants.

Officer: They enter relevant data into the system. Also they generate required reports for management. They help manager to manage the training.

How often it is done?

The process of sending employee for training is a continuous process.

How great is the volume of transaction?

The volume of transaction is not fixed, it fluctuates. It depends on the number of applicants employee. However, all the information is responsive, so the information is very care fully handled.

Who uses the resulting information?

Management needs the resulting information for analyzing and taking decision.

4.3 Constraints

Does a problem exist and what is the cause?

i) Problem

It is mentioned earlier that the system is paper based. For this reason

All the processes are time consuming
Processes are not effective in rush hour as they are using few books for different transactions.
Errors are occurring most of the time.
Sometimes there are data redundancy problems.
If useful and important paper gets lost then they do not have any kind of backup system for data recovery. So it lacks data security.
Information searching is very much time consuming.
Last but not the least it makes work tiring.

Solution

The new system will be automated and there will be simultaneous multiple user login facility to keep records of the various transactions. This new system will reduce the redundancy of data. Data backup mechanism will be introduced in the automated system. Searching option will be given that will save valuable time. Users will find interest by using the automated system.

ii) Problem

Top management need different kinds of report like how many applicants get the training for a particular quarter. They also have to compare different information. These require customized reports. With this existing paper based system it takes long time to deliver requested reports to management.

Solution

But the new system will offer customized report generation facility that will reduce work pressure and will save valuable time.

4.4 Feasibility Study

4.4.1 Technical Feasibility

The solution has the full technical feasibility, because our solution can be implemented with the available hardware, software and technical resources that are present at training unit. I will use SQL Server as backend and Visual Basic at front-end which is very friendly to the users. The new proposed Training Accounts Information System will be operating on the following hardware:

¤ Machines consists of: Pentium IV 1.8 Processor, 40GB Hard drive, Mother Board Intel, Sound Card, AGP card, Network Interface Card, 15 inch Monitor, Standard Keyboard, Mouse and Printer.

¤ Server machine are UNIX based Sun Solaris Server machines. Reason behind to use this hardware

All the accessories are available in the market.
Easy to set up.
Work will be Faster.

4.4.2 Operational Feasibility:

When an organization develops its new system, it involves additional cost. Implementing system will not require much training of the personnel. So it saves both time and money. The staff of those departments may feel uncomfortable while using the system and it will take some time before they start working efficiently using the system. This might cause the company to incur economic losses. On the other hand, as soon as the employees get acquainted with the new system, the company will start getting benefit from the system Company’s daily activities will be done more efficiently and the company will get economic benefits from it. This may be considered as an outcome of an investment. The following benefits will be provided by my new system:

(a) It will save time for organizational activities.

(b) It will make the employee more flexible.

(d) It will avoid complication and to makes work more comfortable.

4.4.3 Economical Feasibility

The system will change the working environment rapidly. Once the system is implemented, there will be no more sluggish activities and erroneous movements from any staff. Since, the new system is designed according to the specification of the management and end users there will be no problem for the users of the system to operate on the system. The system is also designed to overcome the existing barriers of the organization. Moreover, the use of this system will not have any effect in organization’s culture, task, politics and standard operating procedures. The input and output screen of the system are designed to give a better GUI for the users. The system is also easy to operate and necessary tips/instructions will be given to the user during validation, verification and errors. The new system will make the problem solving activities more reliable, error free, efficient, flexible and acceptable to the overall end users. As less time and personnel is required means less expenses and better profit.

4.5 Feasibility Study Analysis

Therefore, after careful consideration of all the feasibility factors affecting the system

development project, it can be stated that the project is feasible for Grameenphone.

SYSTEM DESIGN

System Design refers to the reconstructing of the components and the functions identified during the System Analysis phase to produce the backbone of the software product. The goal of the system design phase is

• Determining which system components will cover which requirements in the system specification, and

• How these system components will work together.

The design phase is concerned with technology-based views of the system’s Data, Process and Interfaces. The system is designed with the aim of fulfilling the requirements identified in the System Analysis phase. For this project both two designs- Logical Design and Physical Design are applied.

5.1 Data Flow Diagram (DFD)

A data flow diagram (DFD) is graphic representation of the “flow” of data through business functions or processes. More generally, a data flow diagram is used for the visualization of data processing. It illustrates the processes, data stores, and external entities, data flows in a business or other system and the relationships between these things.

5.1.1 Context Level DFD

The highest level of DFD becomes the Context Diagram. This puts the system to be analyzed into context by showing the external people, processes and systems with which the system as a whole interacts. This is similar to the Unified Modeling Language action diagrams.The context level diagram of Training Accounts Information System is shown here. In this diagram the basic work process of the software is shown. From this diagram it is identified that how in the system applicants collect admission form, submit it, how applicants are chosen after written test, viva-voice and then reports with all information are send to the management. The over view of the Training Accounts Information System are shown here as at a glance

Training Accounts Information

System Data Flow

Diagram Logical

View Context Level

Figure 5.1: Context level diagram of Training Accounts Information System

5.1.2 System Diagram

System level diagram is the explosion of the context level diagram. Each process is numbered with an integer, generally starting from the upper left-hand corner of the diagram and working toward the lower right-hand corner. The major data stores and all external entities are included on system diagram. From the system level diagram of Training Accounts Information System can be divided, identify total five subsystems. These subsystems or process describes the feathers of each part of the total system in small segments and each segment describes the individual part of the program. The subsystems we have in the Training Accounts Information System of Grameenphone are as bellow:

Application Process
Selection Process
Budget Process
Application Progress Process
Feedback Process

Selection Process: Managers select employee by searching their past training history