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Business Information Systems and Analysis

Project Report on Jinasena (Pvt.) Ltd

1.1 Organization

1.1.1 Organization’s History

In 1905, Mr. C. Jinasena kept his first step to fulfill his dream to be an entrepreneur by founding the Jinasena Company. As a brilliant practical engineer and as a member of Institute of Mechanical Engineers, England he started his business as anengineering services providing organization. He developed his business step by step and Jinasena was the only Ceylonese Company rated among the top five engineering companies in the island by 1932.

Now, Jinasena Company is handling by Mr. Thissa Jinasena who is the third generation member of the legendary Jinasena family which has a history of over hundred years of business specially in engineering and technology areas.

After he commenced his career in 1973 as a director of this organization he was instrumental in establishing several companies to the Jinasena group such as;

  • Jinasena Electric Motors (Pvt.) Ltd.
  • JInasena Agricultural Machineries (Pvt.) Ltd
  • Jinasena Engineering Technologies (Pvt.) Ltd.
  • Jinasena Innovation and Technology Institute (Pvt.) Ltd
  • Vedawatta (Pvt.) Ltd

So, currently all these companies are handling under the Jinasena Group (Pvt.) Ltd and it has selected Jinasena Engineering Technologies (Pvt.) Ltd to continue this project further more.

1.1.2 Organization’s Portfolio

As Jinasena (Pvt.) Ltd has a large history with it from 1905, currently it has been the pioneer of the business world as an Engineering company. As Jinasena Engineering Technologies (Pvt.) Ltd. (JET) is an engineering company which provides the engineering services to the market with the use of latest technologies they are specialized in following areas.

  • Design and Fabrication of customs built machinery and equipment.
  • Environmental Engineering solutions.
  • Industrial automation.
  • Weighing, conveying and storage systems and solutions.
  • CNC retrofitting.
  • Heating, cooling and ventilation systems.
  • Machining services.
  • Automobile engineering.

They develop the machineries which match with the modern requirements and they always try to provide these services with the latest technology and the knowledge.

Followings can be identified as several products which they release to the market under their company name. (Appendix 1)

  • Water pumps
  • Water purifiers
  • Electric motors
  • Drip and Sprinkler Irrigation systems
  • Agricultural Machineries etc.

Likewise, Jinasena Engineering Technologies (Pvt.) Ltd produces different types of products for different uses.

All these products are designed and developed by the company itself with the contribution of their resources of both human and machineries and they use their island wide distribution network to market these products. (Appendix 2)

As a well reputed organization, they use various strategies within their business with the purpose of overcome the competition as well as the purpose of developing the organization more than today.

1.1.3 Resources of the Organization

Today Jinasena Group of companies headquartered in Colombo and it is in a modern 3,000 square foot complex which is well-equipped with latest data processing and communication technology and currently it is among the Sri Lanka’s largest industrial and trading organizations. Over 2000 employees are currently working under the Jinasena Group appointed for the various companies under this group.

In addition to that, Jinasena group has the direct connection with the foreign markets also such as Malaysia, Maldives etc.

As an engineering company, Jinasena Ltd. has gained lots of achievements for their organization such as;

  • National Productivity Award
  • Sri Lankan National Quality Award
  • National Agricultural Council Award etc.

1.2 Overview on Project Sponsor

The project sponsor of the selected project is a senior engineer and he works as the head of the department of Research and Development unit of the Jinasena Engineering Technologies (Pvt.) Ltd.

In addition to producing their own products in this company they implement the machineries for the outside orders also. Here they provide the outsourcing facility under the R & D unit of the organization. As the project sponsor works at the R & D unit he has to handle all the outside orders given by the clients he should responsible for all these orders. It can be identified his main responsibility within the organization.

So, he has to control all the areas relating to these orders and he has to manage the available resources both human and technology to fulfill the client’s need very effectively and efficient manner. It can be identified as the main responsibility of the project sponsor. In addition to that, he is responsible with the new inventions make by the organization also.

When it develops new machineries he has to concentrate on it from the fundamental design to implementation of the required machinery. So, he has a qualified work force with him including;

  • Engineers
  • Executives
  • Technicians
  • Labors etc.

Likewise, the project sponsor has to manage these parties in well and accurate manner to release a quality output for the clients and for the organization. (Appendix 3)

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Project Sponsor

1.3 Overview on old Information System

Jinasena (Pvt.) Ltd used to continue all the processes manually in the Research and Development unit before they implement the current system called “JET system”. So, it can be identified as the old system of the organization.

When they do all the steps manually they had to face so many hard situations while they are working at the organization. When they are given an order by a client the employees has to open a separate file for the particular client and it should enter all the relevant detains one by one. That particular file should be consisted with all the details such as client’s contact details, client’s requirements, payments details such as advanced payment, discount allowed etc. But when the project engineer start the developing it was very difficult and time wasting to find the relevant details as they have entered in a file.

Not only that the company has to face with supply problems with the store department also. When the engineer decide the necessary materials it should be estimate by another section and when the store department receive those information it takes too much time for it.

Sometimes that information has misplaced as they were handling all those steps manually. In such moments they had to wait more time until find the correct file and details regarding the developing project.

In addition to that the company had to face with mismatches between client’s requirements and the actual development. As the employees are working shift wise it had some communication problems when the engineers explain about the developing part and completed part for the coming up engineer for the next shift, as they had to explain all these things by using the file documents. Because of this problem the customer complaints about the issue on developments had gone up day by day.

Not only that, in the old system the client had to wait several months to see the design and to approve it for the development. Because, all of the designing parts were done by manually. Also it took more time period.

So client had to wait until they present the design to understand whether it matches with the requirements or not. In this step also, the organization presented them only half of the design and explained the other parts orally. Because of this delay, sometimes the organization lost their clients as they have found another company to fulfill their need.

When the organization follows all steps manually, the organization had to spend a high cost on behalf of the changes made on the development several times. They had to face with this situation because as they design the machineries manually they started to develop them after they completed a half of the design previously.

Remain was continue with the development process. So once they complete them sometimes clients tried to make the changes on them as the organization was unable to present them a fully completed design structure at the beginning.

Likewise, because of the manual process organization has lost large revenue and also they had to loss several customers also. According to the management, unnecessary delay and the disorder of the documents as the follow all manually were the closet reasons for those losses.

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Manual Designing

  1. Systems Request
Project Name :JET system
Project Sponsor :Chanaka De Silva

Senior Engineer

Department :Research and Development
Phone :011 – 2698612

011 – 2268630

E-mail :anura@jet.lk

jit@jet.lk

Business need :
  • To increase the sales
  • To increase the orders
  • To reduce the time
Functionality (features and capabilities) :
  • Only project Engineers should be able to open new accounts for new job and enter the requirements and other details
  • Client should be able to give a feedback on the design
  • Store keepers should be able to decide the necessary materials and the amount
  • Project Engineers should be able to get the details of the job (requirements and updates)
  • Reduce the time spending for one project
Expected value :
  • Tangible values :
  • Revenue increment
  • Drag more orders
  • Profit increment
  • Intangible values :
  • Customer satisfaction on the implementation
  • Employee satisfaction on the understandability of the client’s requirements
  • Goodwill of the organization through the customer satisfaction
  • Improvement of the organizational sustainability

 

Special issues or constraints :
  1. Problem Statement

3.1 Project Description

Jinasena Engineering Technology mainly earns their revenue through the outside projects. Here, they take the outside orders to develop the machineries according to their requirements and needs. Since the organization handles these projects under the Research and Development department their main responsibility is to reach for the profit maximization through these outside projects.

When they develop these machineries they have to do their job very effectively and efficiently. But they had to do more steps of the process manually while they are developing these machineries such as;

  • Enter the clients’ requirements
  • Record the clients’ information (contact and payment details)
  • Material valuation
  • Cost valuation
  • Design the output according to the requirements etc.

Because of that they had to spend more time to complete these steps and it directly affected for the final development of the order. So, it took a large period of time to complete one order. According to the management, they couldn’t handover more than 2 orders for a year because of this delay within the processes of the organization. It was a great reason which affected not to reach the expected profit margin last few years.

Ultimately, the management has taken a decision to develop a system which can cover all these areas through it. Their main purpose was to reduce the time period which has to spend for one order by doing all those things manually.

JET system is the result of that decision and currently it helps the department to continue their works without time wasting and with minimum errors.

Currently, the organization has got the opportunity to accept more orders as they have the ability to complete them without being delay. Not only that, because of the JET system, they have got the chance to enhance their customer satisfaction on their developments also. They have increased their goodwill by supplying the machineries which are exactly match with the clients’ requirements and so they have reached to the ability to attract more customers and reach to their profit annually by completing about 10 machineries per year.

3.2 Problem/ Opportunity Drill down

Problem or opportunity ImpactPriorityBenefits when the problem was solved
  1. Output has differences when compared with the actual requirements of the client
The engineer coming for the next shift has to contact the previous engineer to have an idea about the requirementsHigh
  • The engineer who comes for the next shift is able to have a complete idea about the client’s requirements.
  • It has the opportunity to provide the expected output and enhance the customer satisfaction.
  1. Has to spend more time to complete an order
  • Research and Development unit has to spend a high cost
  • Take a long period to complete one order while it takes a long time develop the steps
High
  • Engineers are able to have an idea about the whole process at once since the system automatically creates the steps when enter the essential details.
  • Able to reduce the unnecessary costs
  1. It takes too much time and errors for material estimation manually
Has a high rate of wastages or insufficient of the material wanted for the production.Medium
  • When enter the materials by the engineer it automatically estimates by the system
  • Store keepers are able to have a sight of required materials approved and checked by the engineers
  • They are able to issue the materials according to those list only
  1. Has to do the designing part manually
Has to spend more time for the designing part onlyHigh
  • It can do the designing part through the system by spending less time
  • Able to complete several designs for one day
  1. Has to spend a high cost for make the changes on the output to match them with the client’s requirements
Has to spend a high cost on one order and has to apply a high price for themMedium
  • Clients are able to have an idea about their orders step by step by contacting the project engineer
  • Then they are able to make changes on the developing process itself
  1. Has to maintain a position to get the orders from clients manually
Labor cost was high since paying for several employees for communicate with the clients to get the order details and take more time for one client when do it manually. 

High

  • The engineer is able to get the details and open a new job account by own
  1. Has communication problems between the engineers and the employees who enter the clients’ orders when communicate those details about the order
As those employees do not have knowledge in engineering field it is difficult to understand the requirements. So, there are differences between the client’s need and the outputHigh
  • The engineer is able to discuss with the client and enter the essential details directly without the involvement of a third party
  1. Takes too much time to estimate the value of the order manually and sometimes have errors
Customer dissatisfaction on the delay and errors of the calculationsMedium
  • Since engineers enter the essential details it shows all the calculations done by the other departments also.
  • So, it is easily able to calculate the final value of the job
  1. Takes so many time to find details of the clients when it essential by entering them manually on books
When it wants to contact clients sometimes it is getting delay to contact them at the essential time.High
  • As the system has a customer details part it is easily able to find their all details including contact and payment details
  1. Feasibility Assessment

4.1 System Development resources and schedules

When the management takes a decision to develop a system to overcome the issues which have already rose because of the manual systems, the responsibility of developing the new system was gone to the IT department of the organization. The project team has consisted with the following roles.

  • Project Manager
  • Project Engineers
  • System Analyst
  • Programmers etc.

When having a discussion with them it could understand that as the first step they have made a discussion with the R & D department and they have got a fully understandability about their issues and their needs which they expect through the new system.

After that, they have collect all the relevant data and the project team has made an analysis on it. Then they have started the developing part. Here first they have used a working module to check whether all the needs can be fulfilling through it or not. After having a checkup by the engineers of the R & D unit they have made some changes on it. After applying all the changes they have implement the system and it is known as “JET system”.

According to the above information it represents their steps as follows.

So, when it see the steps followed by the project team of Jinasena Engineering technologies, it is clear that they have followed the prototyping system development method for the development of JET system.

4.2 Technical Feasibility

Under the technical feasibility it has to pay the attention for three functions.

  • Familiarity with application
  • Familiarity with technology
  • Project size

When it takes the familiarity with application, the organization has not faced for a hard situation about it. Because as this is an organization which provides engineering services and as this system has developed for its R & D unit, most of the employees are available with IT related knowledge. Specially most of the employees who work with the system are engineers. So, the organization had not to involve with such a problem.

In the next one also, as this company riches with enough technology and as they always deal with the latest technology they had enough resources and technology not only to use such kind of system but also to develop it by own.

The system is enriching with several functionalities with it as it has developed to connect with several departments such as store department, Finance and R & D. Also it should be able to open a new job only for the engineers and it should be able to see the valuation only for the account branch. They can be identified as the main boundaries of the system.

4.3 Economic Feasibility

Under the economic feasibility followings can be identified as the tangible benefits which the organization has reached through the JET system.

  • Fewer errors on the developments when compared to the actual requirements
  • Decrement on time wasting
  • Increment on orders as they complete their jobs successfully
  • Decrement on unnecessary costs on developments etc.

Followings are some of the intangible benefits which they have gained.

  • Customer satisfaction on developments
  • Customer satisfaction on cost which they have to spend on developments
  • Employees’ job satisfaction etc.

4.4 Organizational Feasibility

As the head of the Research and Development department is the project sponsor, JET system mainly handle by him. In addition to that following employees can be identified as the users of the system.

  • General Manager
  • Engineers in the R & D unit
  • Technicians of the unit
  • Finance Manager
  • Account executive
  • Chief store keeper
  • HR manager
  • HR executive etc.

However, as this is an organization which provides engineering services all the users have accepted and adapted with the system very easily. They already use the system to make their career easier.

When it comes to the cultural feasibility also, as the organization has a technical culture with it the system has not been a new item for them. So, in cultural wise it matches with the organization very well.

5 Recommendations

In this system it provide the opportunity for the clients to contact with the engineer and have an idea about the progress of the project as system update each and every part of the development. But the clients want to come and meet the engineer for it. So, if it is able to send an e-mail for the client about the progression once a certain period, it will be very helpful to them as they also are the busy persons.

Also, if the clients are able to make an order by contacting an engineer online, it will be able to have more orders as online purchasing is very famous today.

  1. References

Reference

Anon., 2015. Tissa Jinasena Group. [Online] Available at: http://www.tissajinasenagroup.com [Accessed 25 June 2015].

Anon., 2015. Tissa Jinasena Group. [Online] Available at: http://www.jinasena.com [Accessed 25 June 2015].

Appendixes

Structured Interview

  1. What is the system you are currently using within your organization?
  2. When did you develop it?
  3. What reasons affected you to develop the system?
  4. Who was the project sponsor of the system?
  5. The system was developed by whom?
  6. What were the functions you expect through the system?
  7. How long did it take to develop the system?
  8. What are the departments who can use the system?
  9. Who are the users of the system?
  10. What applications did you use for the system?
  11. What are the benefits you have reached through the system?
  12. What are the problems you faced when implementing a system within the organization?
  13. What were the employees’ opinions for developing such a system and what was their feedback after implementing?