computerized organization and use of information

7/29/2019 Computerized Organization and Use of Information

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Presented by

Amritha JohnBalaji M

Bamila E


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INTRODUCTION

Numerous formal methods and possible organizationsexist for the information required for projectmanagement.

In this section, we shall describe a computer basedsystem to provide construction yard and warehousemanagement information from the point of view of the

system users.

In the process, the usefulness of computerizeddatabases can be illustrated.


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A yard or warehouse is used by most constructionfirms to store equipment and to provide an inventoryof materials and parts needed for projects.

Large firms may have several warehouses at differentlocations so as to reduce transit time between projectsites and materials supplies.

In addition, local "yards" or "equipment sheds" are

commonly provided on the job site.


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Examples of equipment in a yard would be drills, saws,

office trailers, graders, back hoes, concrete pumps andcranes. Material items might include nails, plywood,wire mesh, forming lumber, etc.

In typical construction warehouses, written records are

kept by warehouse clerks to record transfer or return ofequipment to job sites, dispatch of material to jobs,and maintenance histories of particular pieces ofequipment.

In turn, these records are used as the basis for billingprojects for the use of equipment and materials.

For example, a daily charge would be made to a projectfor using a concrete pump.


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During the course of a month, the concrete pumpmight spend several days at different job sites, so eachproject would be charged for its use.

The record keeping system is also used to monitor

materials and equipment movements between sites sothat equipment can be located.

One common mechanism to organize record keepingis to fill out cards recording the transfer of items to or

from a job site.


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Benefits of Information Technology


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Perception of the impact of IT on the

productivity of business activities.


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Table illustrates one possible transfer record.

In this case, seven items were requested for the

Carnegie-Mellon job site (project number 83-1557).


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These seven items would be loaded on a delivery truck,along with a copy of the transfer record.

Shown in Table is a code number identifying each item(0609.02, 0609.03, etc.), the quantity of each item

requested, an item description and a unit price.

For equipment items, an equipment number identifyingthe individual piece of equipment used is also recorded,such as grinder No. 4517 in Table ; a unit price is not

specified for equipment but a daily rental charge might beimposed.


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Transfer sheets are numbered (such as No. 100311 inTable ), dated and the preparer identified to facilitatecontrol of the record keeping process. During thecourse of a month, numerous transfer records of thistype are accumulated


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At the end of a month, each of the transfer records isexamined to compile the various items or equipmentused at a project and the appropriate charges.

Constructing these bills would be a tedious manualtask.

Equipment movements would have to be trackedindividually, days at each site counted, and the daily

charge accumulated for each project. For example, Table records the transfer of grinder No.

4517 to a job site.


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This project would be charged a daily rental rate untilthe grinder was returned.

Hundreds or thousands of individual item transferswould have to be examined, and the process ofpreparing bills could easily require a week or two ofeffort.


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Extent to which processes are computerised


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In addition to generating billing information, a varietyof reports would be useful in the process of managinga company's equipment and individual projects.

Records of the history of use of particular pieces ofequipment are useful for planning maintenance anddeciding on the sale or scrapping of equipment.

Reports on the cumulative amount of materials andequipment delivered to a job site would be of obviousbenefit to project managers.


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Composite reports on the amount, location, and use ofpieces of equipment of particular types are also usefulin making decisions about the purchase of newequipment, inventory control, or for project planning.

Unfortunately, producing each of these reports

requires manually sifting through a large number oftransfer cards.


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Alternatively, record keeping for these specific projectscould have to proceed by keeping multiple records ofthe same information.

For example, equipment transfers might be recordedon (1) a file for a particular piece of equipment and (2)a file for a particular project, in addition to the basictransfer form illustrated in Table.

Even with these redundant records, producing thevarious desired reports would be time consuming.


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Organizing this inventory information in a computerprogram is a practical and desirable innovation.

In addition to speeding up billing (and thereby

reducing borrowing costs), application programs canreadily provide various reports or views of the basicinventory information described above.

Information can be entered directly to the computerprogram as needed.


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For example, the transfer record shown in Table is

based upon an input screen to a computer programwhich, in turn, had been designed to duplicate themanual form used prior to computerization.

Use of the computer also allows some interactive aidsin preparing the transfer form.

This type of aid follows a simple rule: "Don't make theuser provide information that the system alreadyknows."

In using the form shown in Table, a clerk need onlyenter the code and quantity for an item; the verbaldescription and unit cost of the item then appearautomatically.


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A copy of the transfer form can be printed locally,

while the data is stored in the computer forsubsequent processing.

As a result, preparing transfer forms and recordkeeping are rapidly and effectively performed.

More dramatically, the computerized information

allows warehouse personnel both to ask questionsabout equipment management and to readily generatethe requisite data for answering such questions.


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The records of transfers can be readily processed by

computer programs to develop bills and other reports.

For example, proposals to purchase new pieces ofequipment can be rapidly and critically reviewed after

summarizing the actual usage of existing equipment.

Ultimately, good organization of information will

typically lead to the desire to store new types of dataand to provide new views of this information asstandard managerial tools.


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Of course, implementing an information system such

as the warehouse inventory database requiresconsiderable care to insure that the resulting programis capable of accomplishing the desired task.

In the warehouse inventory system, a variety of detailsare required to make the computerized system anacceptable alternative to a long standing manualrecord keeping procedure.

Coping with these details makes a big difference in thesystem's usefulness.


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For example, changes to the status of equipment are

generally made by recording transfers as illustrated inTable.

However, a few status changes are not accomplished byphysical movement.

One example is a charge for air conditioning in fieldtrailers: even though the air conditioners may be left inthe field, the construction project should not becharged for the air conditioner after it has been turned

off during the cold weather months.A special status change report may be required for

such details. Other details of record keeping requiresimilar special controls.


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Even with a capable program, simplicity of design for

users is a critical factor affecting the successfulimplementation of a system.


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In the warehouse inventory system described above,

input forms and initial reports were designed toduplicate the existing manual, paper-based records.

As a result, warehouse clerks could readily understandwhat information was required and its ultimate use.

A good rule to follow is the Principle of LeastAstonishment: make communications with users asconsistent and predictable as possible in designingprograms.

Finally, flexibility of systems for changes is an

important design and implementation concern. New reports or views of the data is a common

requirement as the system is used.


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For example, the introduction of a new accountingsystem would require changes in the communications

procedure from the warehouse inventory system torecord changes and other cost items.

In sum, computerizing the warehouse inventorysystem could save considerable labor, speed up billing,and facilitate better management control.

Against these advantages must be placed the cost ofintroducing computer hardware and software in thewarehouse.


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Obstacles to a greater use of

information technology.


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CASE STUDY Construction_2.ppt
http://balaji%20construction_2.ppt/http://balaji%20construction_2.ppt/


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