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The organization that I have chosen and wish to use for my study is "The Fun drive Company" which was established in the year 1987.

Extracts from this document...

Introduction

Introduction The organization that I have chosen and wish to use for my study is "The Fun drive Company" which was established in the year 1987.It has been running successfully all over the U.A.E. The company deals with spare parts, tyres and batteries. It has earned the reputation of being one of the best companies in the U.A.E. It has its warehouse in Jumeriah and its office is in Deira, Muraqqabat Street. The Chief Executive Officer and the Managing Director manage the company. There are three departments in the company and there are different managers appointed by the C.E.O to manage the Purchases Department, the sales department and the Stock Department. Each of these departments have 20 employees working under them. The organization was a Private Limited Company initially but recently it converted into a Public Limited Company. The C.E.O has delegated certain tasks to the employees that is given them a certain authority to perform particular tasks. Working Of The Existing System The company purchases its stock from its wholesalers who in return send the company a Performa invoice stating the quantity of the stock and the price, the company accepts the invoice and also informs the wholesalers about their method of payment i.e. T.T. or L.C. The stock is then delivered to the company and is stored in the warehouse. When a dealer requires goods it places an order to "The Fun Drive Company" through fax or phone. In special cases the company sends its salesman over to the dealers and the salesman gives the dealer a form containing details of the goods provided by the company. Forms are typed out, with a help of a typewriter, and these forms are sent, through fax to the dealers who have placed their orders. The dealers then fill out the form, which inquires about their name, address, and contact number, quantity of items required and their method of payment whether by cash or cheque. ...read more.

Middle

The problem in the working of the company as I have mentioned before is the manual system, which gives rise to a lot of errors. The objective of the use of the computer is to reduce wastage of time, effort, paper and space. Since there are various documents to be generated, their contents would vary so the necessary data has to be obtained. In the company a lot of work has to be done. These include calculating wages of the employees, updating of employees details. If all these calculations and records are done manually then mistakes can be made. Doing all these things on the computer system will not even take quarter of the time. By using this software the company will be able to produce records and databases about customers and suppliers quickly and accurately. This will also enable them to become more efficient. Microsoft Access has many options and they are as follows: > A report is an effective way to present data in a printed format. Because you have control over the size and appearance of everything on a report, you can display the information you want to see. Most of the information in a report comes form an underlying table, query which is the source of the reports data. Other information in the report is stored in the report's design. > You use queries to view, change and analyze data in different ways. You can also use them as the source of records for forms and reports. The most common type of query is a select query. A select query retrieves data from one or more tables using criteria you specify and then display it in the order you want. > You can use forms for a variety of purposes. Most of the information in a form comes from an underlying record source. Other information in the form is stored in the form's design. ...read more.

Conclusion

Security Strategies would also include Anti hacking programs, which would be prevent files from being hacked. The Anti Virus Program would protect the data from any virus. Read-only passwords could be put on certain files so that a person would be able to view the file but won't be able to make any changes to it. Interview An Interview was conducted with John Ibrahim, the manager of "The Fun Drive Company". Q. What is your job description? Ans. My job requires a lot of attention. There is a lot of paper work to do. I have to make sure there is enough staff to satisfy dealer's requirements. I have to see whether my company stands out in terms of quality. Q. How is information Received? Ans. I receive information about all the dealers from the questionnaires handed to them at the beginning of the transaction. I also receive information by conducting a general survey every 2 months. Through these surveys we find out the status of the company in the market and the level of customer satisfaction and popularity. Q. What accounts do you prepare? Ans. A Trading And Profit And Loss Account is prepared and also a Balance Sheet is prepared. These Accounts are primed in order to find out the profit of the company. Q. What outputs are generated and where are they stored? Ans. Reports are generated from the data stored on the stock, dealers and employees files. These reports are then stored in cabinets. The Dealers report is generated from the Dealers File and it contains the Dealers personal information. The Stock Report is originated from the Stock File and it contains detailed information about the products in stock. The Employees Report is procreated from the Employees File and it contains meticulous information about the employees salary, wage rate, hours worked etc. Q. What are the problems encountered? Ans. The data entered might not be accurate. It's time consuming and the reports generated may not be clear and professional. ...read more.

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