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Full Project – Cement sales transaction system (case study of Cement Company

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CHAPTER ONE

INTRODUCTION

Undoubtedly, computer technology has gained enormous grounds and impacts today as it forms the platform for various multi-dimensional development in vast ramifications of human endeavors; this is because computers have found wide applications in almost every aspect of business, industry, education, government and socio-economic activities. One of the widely used applications of computers in the area of data processing and manipulation which makes it an imperative tool in a world of endless data management and processing functions.

In Nigeria today, computerization is fast gaining ground as most of its records are data processing operations are giving a global seal of computerization. Certainty, every company, research oriented institution and organizational bodies keeps track records of information for the purpose of referencing, review, evaluations, processing etc. thus, the method employed for these essential tasks has proven ineffective and obsolete; the organization of records and information with the use of jackets, files, file cabinets has remained an ancient monument, which does not concur with modern data processing and management standards.

Cement sales transaction system is an effective business application program in which work is organized, coordinated and focused to produce a valuable report or services to customers, this system is made up of or caters for the transaction of goods between the company and its customers in regards to purchase of manufactured goods. This system represents the point of original sales ordered, returns and adjustment from customer into the information system report.

This system keeps record of daily transaction as well as generate reports that can be used by the firm management and its customers. Before the existence of this system, there has been the manual system with problems such as inaccuracy of results, time consumptions, inefficiency and it also appeared to be very difficult to handle. However, with the introduction of the new system, bookkeeping error is reduced by eliminating redundant writings, calculations and typing. It also assist in maintaining complete, accurate and consistent records because it encourages the use of standard bookkeeping practices. However, this system will involve the customers getting to register with the firm and account will be opened for the customer as a recognized customers, so that at any point in time the customer can pay in money into the account as well as make acquisition of goods according to the state of the account, when the customers pay money into the account, a receipt is issued to that customer showing the amount paid, the date of payment and also the receipt number.

BRIEF HISTORY OF THE CASE STUDY

Cement Company of Northern Nigeria Plc. Sokoto (CCNN) is one of the pioneer cements industries in Nigeria having been incorporated by the then premier of the former northern region, Late Sir Ahmadu Bello Sardaunan Sokoto, it was incorporated in 1962 and commenced production in 1967 with an initial installed capacity of 100,000 tons per annum at the Kalambaina Plant, the increasing demand for cement necessitated an expansion of the plant with the commissioning of a second line with an installed capacity of 500,000 tons per annum in 1985, by the then Head of State, Major General Muhammad Buhari.Thereafter in 1986 the first line was shut down due to its uneconomic mode of operation, thus leaving the plant with a rated output of 500,000 tons per annum. It is the first cement industry in Nigeria which is known to have been using 100% locally sourced raw materials.

The limestone used in the production of Sokoto Cement occurs naturally at the Kalanbaina quarry which is about three kilometer from the factory site. It is ripped, conveyed directly to a stone crusher where the lump size is reduced before stockpiling in a manner that smoothens any chemical variation. Sokoto cement is renowned as the Finest Ordinary Portland Cement being produced in the country conforming to the Nigerian Industrial Standard (NIS) of 1974 and universally accepted by the British Standard (BS) of 1982. Sokoto Cement had been affirmed by numerous test carried out in Germany and other several countries by some international construction companies, which results to the Sokoto Cement meets their requirement for all construction works.

The company is structured into department namely:

Administration department
Finance department
Production department
Maintenance department
Marketing and sales department
Audit department
Procurement, inventory and project department
Human resources department

Each department has a Directory/Head that is responsible for the managing of the operation of such department with the Managing Director/Chief Executive as the overall head who maintained to the day-to-day operation of the company.

PREVIOUS WORK

Several authors have discussed on the subject matter in various journals, textbooks and online publication and in automated sales transaction system. Few among them are the design and implementation of cement sales transactions system by Christopher (2008). The authors describes thus research was conducted to determine the process involved in various sales transactions of the company. Despite the significant financial investment involved in implementing it, the research conducted shows cases with the suggestion that the purpose of using software program in conducting various sales transaction is to reduce the various monopoly of works and provide accuracy, safety, easy access and improve efficiency of the company.

STATEMENT OF THE PROBLEM

This research is investigating the manual operation used by sales department of Cement Company of Northern Nigeria Plc. Sokoto, in conducting sales transaction, the need to stop all manual process and convert it into computerized system. Below are some of the problems;

The department open separate files for each customer, which makes the files bulky, therefore, there is very tendency of files being missing or misplace which lead to loss of information about the customers.
There is lack of security in the sense that many people have access to the customer’s file which may lead to either alteration or removal of some documents containing vital information about customer.
The present system is costly because many staff may be involved in the operation of manual system of sales transaction.
The present system is not effective because the system does not have standard way of data storage, data processing and data retrieval.
There is redundancy in the sense that information is not centralized whereby single information can be obtained from different place within the department.

Therefore, it is necessary to design a system for the sales department used in the sales transaction systems to replace the present manual system, in order to overcome the above stated problems with the existing manual operation.

AIMS AND OBJECTIVES OF THE STUDY

This project is aimed at designing a computer system that can replace the existing system being used by the sales department of the Cement Company of Northern Nigeria Plc. Sokoto. Below are some of the aims and objectives of the study;

To designed a system which will create single file for all the categories of customers so as to reduce files being missing or replaced.
To designed a system which may control the number of people to have access to it so as to make it more secured.
To improve quick decision making by the organization through generation of timely report.

SCOPE OF THE STUDY

The scope of this research is to study the manual mode of operation of sales transaction system of Cement Company of Northern Nigeria Plc. Sokoto.

The project will cover the activities of sales department which include the different categories of customers they transaction with, the process involved and report generated by the department. The study will also cover the designing process of a new computer system which can be used as a substitute to manual operation.

LIMITATION OF THE STUDY

Due to limited time and resources available to the researcher, the researcher was unable to cover various departments of the company such as Finance, Audit, Production etc. the study is limited to the marketing and sales department only which controls the company’s sales transaction. Other factors that limited the research are limited information and lack of cooperation by the organization for security purpose.

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