DETAIL STUDY OF THE EXISTING SYSTEM 
Overview of the Existing System.
Acquisition Section (PESCO Office)
a. Admin Section
b. Account Section
c. Drawing Section
Working Procedure of the Existing System.
a. Employee Information
b. Issue Register
c. Receipt Register
d. Voutcure
e. Ledger
f. Trial Balance
Drawbacks and Limitation of Existing System
Detail Analysis of the Existing System
System Analysis
a- Data Flow Diagram (DFD)
b- Entity Relationship Diagram (ERD)
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2.1 Detail Study of Existing System:
Currently PESCO is working with the file processing system. In manual system, there is no guaranty for record management, the whole data is stored on files, many data is misplaced, and data redundancy is very common. All the data entries, record retrieval, storage and updating process are based on file processing system.
A big storage place is reserved for keeping all records and a lot of working hours of all the staff is dedicated for this work. A single record is stored in multiple files according to the existing system. Hence, the record is stored in multiple files it makes very difficult to search. All the records related to the employees, consumers and other sections e.g., Issue Register, Receipt Register, Votoure ,Ledger and Trial Balance. They also maintain the record of employees and maintain the report of the Issue Register and Receipt Register as will as Trail Balance.
2.2 Acquisition Section (PESCO Office)
Acquisition Section is undertaking the following work.
- Admin Section
- Account Section
- Drawing Section
1. Admin Section
In Admin Section Head Clerk maintain all the record of the employees and consumers and also maintain the issue register and receipt register.
2. Account Section
In account section Accountant maintains Votoures and ladger and trail balance and generate the report monthly as well as weekly.
3. Drawing Section
In the section Draftman estimate the line Losses and the all technical features of the main offices.
2.3: Working Procedure of the Existing System.
a. Employee Information
b. Issue Register
c. Receipt Register
d. Voutcure
e. Vocture
f. Ledger
g. Trial Balance
Employee Information:
Employees information involves all record related to its designations, salary slips and location, all other allowances which is given by the Organizations.
Issue Register
Issue Register is used to maintain all the expanses and other records which issues daily from the office and store into the specific file and given the specific code.
Receipt Register
Receipt Register is used to store all record of receipt of all sub divisions
Votoure:
Any types of expanses are demands are written on the votoure.
Ledger:
In Account section daily transactions are recoreded into ledger i-e deposite and withdraw etc...
Trial Balance
At last trail balance is maintain in order to show the expanses and earns of PESCO Office.
2.2 Drawbacks and Limitation of Existing System:
Like other organizations, current system of PESCO is also facing some problems due to lack of standards. According to our analysis the drawbacks of exiting system are:
I. Delayed Information:
It is difficult to access and retrieve the records quickly because the data is scattered in different files and to search out the specific information or record from these files is a complicated process and the basic milestone for delayed information in the laziness of the system, that delay in information causes time wastage, and some time great loss.
II. Wastage of Time:
The most important factor for measuring the efficiency of any system is time. The hectic searching for finding the records are the basic reason for the wastage of time because all the records are stored in different files and searching from them is an ambiguous process. Saving of records consumes many working hours and costs heavily.
III. Lack of Standards:
The existing system is utilizing the manual storage media to keep the records of data that is not efficient and will not full fill the need of organization, as well as inaccurate way and is not up to the standards of the present age of science and technology, and it becomes very difficult to maintain standards in the records. A lot of information is needed to be mentioned in different files and the chances of error increases in the process.
IV. Stationary usage:
In any non-computerized system, the excess use of stationary is one of the major drawbacks. The existing system is utilizing all the manual techniques for the storage of information. Thus, existing system is not satisfactory and become costly for the organization. The papers are also not reliable and long lasting to keep record on long terms
V. Lack of Human Resources:
All of the work in existing system is carried out manually and a large number of people are required to handle the system but due to limited resources, only office assistance is currently dealing with all the files for data entry and retrieval. Otherwise, some of the other staff has to dedicate there working hours towards this, which costs much and some flaws occur because of no familiarity with the working. It also costs the organization in sense of working hour’s cost
VI. Inaccurate Data:
Because the current system cannot enforce data validation in a meaning full manner, because the data is needed to be entered in different files according to the requirements employee often enters and store data inaccurately, so the data can be inaccurate and can cause damage.
VII. Data Redundancy:
While analyzing current system, it has been found that the current system has an excessive amount of data redundancy. It is exhibited by the common set of records across several manually kept files.
2.3 Detail Analysis of the Existing System
System development life cycle (SDLC) is a process by which system analysis,software engineers and programmers build system.The first phase of system development life cycle (SDLC) is analysis.
2.3.1 SYSTEM ANALYSIS
Analysis covers both the study of current organization situation and information system as well as the determination of requirement for a new system. Analysis is one of the phases of system development life cycle and is also called Structured System Analysis. Analysis is the most popular and most widely practiced of the structured system techniques. The new system specification evolves from a series of flow models called “Data Flow Diagram” and “Entity Relationship Diagram” .DFD are not flow charts, they do not explicitly show control of flow through a system , they only show flow of data ,storages of data, and the processes that respond to and change data. The most common tools of System Analysis are DFD and ERD.
A.DATA FLOW DIAGRAM (DFD):
After the processes have been identified and decomposed into lower level processes, the next step is to developed models that show the flow of data between related processes (e.g. all of processes that support a given function). The most common means for modeling these flows is to use data flow diagram. A data flow diagram is the graphic model of the flow, use and transformation data through a set of processes. The diagram shows the external agents that are the sources or destination of data ,the process that transforms (or acts on) .The data and that data source where the data are collected and held.
A DFD differ from data model, in which we use the Entity Relationship notation: an ER Diagram shows the natural structure of data. There is ,of data stores in the DFD corresponds to the names of the data entities in E-D Diagram.DFD of existing system.
DFD>>>>>>>>>>>>>>>>>>>>>>
B.Entity Relationship Diagram (ERD)
ERD model is most often used as tools for communication between database designers and end users during the analysis phase of the database development. The ERD model is used to construct a conceptual data model, which is representation of the structure of database that is independent of the software.
An Entity Relationship data model is a detailed logical representation of the data for and organization. The ERD model is expressed in term of entities in business environment, the relationship among those entities, and the attributes of the both entities and relationship. An ER model is normally expressed as an entity relationship diagram. which is a graphical representation of an ER model. The output of the analysis phase is a conceptual data model expressed in the form of detailed entity relationship diagram.
The major constructs of ERD model are entities, relationships and associated attributes.
I. Entities:
An Entity is defined as a person, place, object, event, or concept in the user environment about the organization wishes to maintain data for example employees etc...
II. Attributes:
Each entity type has a set of attributes associated with it. An attribute is a property or characteristics of an entity that is of interest to the organization. For example the attributes of Employee are as flows
Employee: name, address...
ERD is the second major component of analysis. The basic approaches in ERD are
1. PROCESS ORIENTED:
Start with the relevant DFD and process Entity matrics.Analysis the data lows and then synthesize the data model from the flows.
2. DATA ORIENTED:
Start with the relevant user views (Screen, report etc...) then develop a mini-data model for each view and then synthesize the min-data models to form an over model daigram of the syste
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