Software requirement analysis

DATA BASE DESIGN FOR RESOURCE MANAGEMENT -- A CASE STUDY

2.2 Software requirement analysis

Software design is no,! a days a separate engineering discipline. The generic steps which are to be followed to develop a software are as follows:[4]

System engineering and analysis.

Software requirement analysis.

Design.

Coding.

Testing.

Maintenance.

So, before designing the database for Resource Management in an industry, the total activities are to be analyzed with the database designer's point of view.

As already discussed, the activities of Resource management starts after getting an order from customer. This customer order is most probably a letter I,'hich

includes '.-

i) A letter no. and date which may be considered as Customer Order No. and date of order respectively.

ii) list of items which are to be procured. Most probably the customer lists only the designation (or Name) of the items. Th~ Resource planning department can find out the Part Numbers of those items.

iii) The expected date of delivers may be mentioned.

iv) The Name address etc. of the customer.

All the above information are to be entered in Databases. Some times,it may require edition, updation etc. and finally deletion from databases when order is served.

The next task is to calculate the Resource (i.e. Material,machine and Manpower) Requirements. The Material Requirement Analysis needs breaking up of tree of list of parts, Manpower and machine requirement Analysis needs sum of Machine and Man power requirements indicated in production plan for all individual parts and components involved in production of the ordered items. Obviously, Part list of each composite pal.ts and components and production plan o"f all items are necessarily entered previously in databases. So, entry of production plan and part list of some new parts or components, their addition, updation and also the deletion of obsolete production plan and part lists etc. are the activities belong to the Resource Management job.

After Requirement Analysis, the task is to study the availability of Material, Machine and Manpol,er. Material file may indicate the present available stock.

Similarly, there may be a Machine file which may preserve Machine capacity of different type of machine and also the present work load, Similar case for Manpower, So, three different files are needed to be created and updated accordingly.

On the basis of Resource availability ne)(t activities depend. For example, if Materials are available in store, no need of further procurement. But if not, no request of procurement to procurement department to be sent,

The Procurement department, after completion of all necessary procurement formalities, floats the procurement order to the supplier. The Procurement Order includes:

i) The Procurement Order No. and date

ii) The list of items to be procured under this procurement order and the Expected date of arrival, shipment mode etc.

iii) The name, Address etc. of the supplier.

Although the procurement is not a task of Resource management department, it needs to monitor the procurement position since upon procurement position, the production depends. The Resource Management department records up-to-date procurement position of each item under procurement process.

When all three re.sources - Material, Machine and t1anpower are available, production will be started. The Resource planning department sends a request to store to "callout" the listed material with mentioned quantity and to supply to production department. Simultaneously a request will be sent to production

department to start the production according to the time schedule. At the same time this department must do the following tasks :-

i) Update Material stock, Machine and Manpower schedule files.

ii) Register the items which are taken under production,

The customer order under which these items are to be produced, the date of order and expected date of finish are also to be registered.

Also there will be some status indication and it will be updated time to time and it will show the current position of each products in the production process.

~ihen the Order of a customer is fully served, i.t is not required to keep the records of this order in different files. Rather they are to be erased to make Memory space free.

Besides the Main operational sequence, there are some other tasks which are also necessary in Resource management activity. These are discussed below :-

If there is a situation that some thing to be produced and Materials for it is available but machine and Manpower are not free at the moment. When the machine and/Or Manpower will be free, Material may not be available. In such cases Material can be "Reserved" for some product under some customer order. In this case the part or component and the reserved quantity to be registered in Reserve file along with the name of the product (for which the items will be reserved) and also the customer's Order No.(under which this product will be produced).

Sometimes, production of some items is to be started at least partially in spite of unavailability of fe'N components. For e)(ample, the Plastic Housing of Telephone set is not available in stock but all the components of printed circuit module are available. In this case, the production of the module may be started in spite of unavailability of Housing. In such cases the production order. is placed and all the available quantity will be" called out" from store. And the shortage of Housing will be noted down in a database file called Bonded items.

This will be "called out" as soon as it will be available in store.

There are some Database administrative jobs. For example, which personnel will be allowed to access to database to- Retrieve, Append, update, Edit,delete etc.

There should be some classification among the Personnel. And they should get their access through correct password. So, each concerned personnel should have a password and his categories of database access. These passwords and corresponding categories of database access will be stored in database. Database Administrator with the aid of some application program will allot the category of access to a personnel and the personnel will then enter his own password, Later on he can change it or use it to get access to the database.

2_3 Design of Database

It is intended to design the Relational database. And the 1st step of it is the development of Entity Relationship diagram (ER). The development of E-R diagram is based on the requirement Analysis.

With the customer order. three Entities are associated - (1) The Customer Order (2) The particulars of the customer I.e. Name,address etc. (3) The Items ordered.

We may consider three different entities with the Name NewOrder, Customer and Material. The New Order Entity may have the attributes - New Order Number

(NorderNo.),planned date of start of production (StartOate), expected date of Finish (FinishOate). The customer Entity may have the attributes - t4ame of customer (CustName), Address, Area, city, Telephone No. etc. The Material Entity may have many attributes. In fact Material file represents the Material stock in store. So, its attributes may be the Part Number (PartNo), Designation (Oesig), present stock quantity (Qty), Location in the store where it is stored (Location)

,Type of Material (Type). Type may be part procured from abroad (F), Locally procured (Ll. Manufactured Equipment (El, Manufactured complete composite part

(Al Manufactured composite parts (8) , or manufactured single parts (C). Besides, last date of New stock entry (Lastln), last date of stock out (Lastout) etc. are also the attributes of Material Entity.

The Primary ~,eys are NOrderNo for the Entity NewOrder, PartNo for Material Entity and Name

&

Address together for customer ,Entity.

The Entity Relationship (E-R) diagram for these 3 entities are shown in Fig-9 . The Relation between customer and the NewOrder is one-to-many since one customer may place more than one order but one order always belongs to a single customer.

The Relation is not mandatory since an order may not have a customer. Order may come from the Management and this product is not to deliver to a prefixed customer, rather it is for marketing purposes. So, we need a Relational Table.

The Custorder is the Relational Table and its attributes are the primary key of customer Entity(CustName, Address), Primary key of Entity NewOrder(NOrderNo) . The Relation may have its own attributes Date of customer Order (OrderDate) and Date of Delivery (Delivery).

Customer(CustName ,Address,Area, City, Telephone)

NewOrder(NOrderNO,3tartDate,FinishDate)

Material(PartNo,Desig,Qty,Location, Type,LastIn,Lastout) CustOrder(CustName,Address,NOrderNo,

OrderDate,Delivery) Newltem(NOrderNo,PartNo,Qty,TargetDate)

Customer

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NewOrder

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Fig.-9 E-R diagram and Entities with their attributes

The Relation between NewOrder and Material Entity is many-to-many since any order may includes more than one products and any product may be ordered by different customer order. 30 a Relational table is obvious. The Relation New Item includes the primai"y keys - NOrderNo and PartNo of the Entities NewOrder and Material respectively. It also includes the quantity ordered (Qty),. target Date of production (TargetDate) as its own attributes. This Targetdate is different from FinishDate of NewOrder.FinishOate means date of finish of production of all items but Targetdate means date of finish of each individual items which are ordered

In Material Requirement Analysis Tree of list of parts of different equipment and sub-assemblies are involved. Part list of each composite items consists of Part No and the quantity. And each part list itself a separate database file. SO,we can consider the cluster of database files of part lists as a single Pseudo database - PartList, Ihe attributes of each part List are the PartNo. of the part and the quantity(Qty) and also a Remark attribute. The Primary key of the Pseudo database part List is the File Name of the data base file of t~e part list files.

These cluster of part list files are Related with the Data base Material as shown in Fig.-10. The Relation is one to many since a part list belo~gs to a single item but an item may appear in different part lists.

The Relational Table - MaterialLookUp Includes the Primary key of the Material Entity (Part No) and the Primary key of Pseudo data base partiist (FileName) of the partlist of that item,

Material(PartNo, Desi9, Qty,Location, Type, Lastln, LastDut) Partlist(PartNo, Qty, Remark) MaterialLookup(Part NO,File Name)

(

Material- LookUp

Fig.-10

PaI"tLis ts

E-R diagram, List of Entities,Tables and attributes

Similar case as Material calculation will arIse In case of Machine and Manpower

calculations. Each part has a Production plan which includes the required Manpower and Machine Requirement. The attributes of production plan are - part number upon which operation will be done (PartNo), Types of Machine

(MachineType), Required time period of the Machine work (MachineHour), the skill grade of Manpower (SkiIIGrade) and the time period required for that worker of that skill grade (ManHour). Here also a production plan is itself a separate database file and therefore, all the database files of production plan makes a cluster of production plan databases. It may be considered a single Pseudo Database - Productionplan. The file name of the part list represents, for which item, ,this production plan is made.

Worker(SkilIGrade,Numbers,Shope,Schedule)

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^Machine

Material(PartNo, Desig,QtY,Location, Type,Lastln,LastOut)

ProductionPlan(PartNo, MachineType, MachineHour,SkillGrade,

ManHou r) PPLookUp(PartNo, FileName)

Machine(MachineName,QtY,Specification, PurchageOate,Location,Schedule)

Mate ri. a I

0LOOkUP I

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!production

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Fig.-ll E-R diagram, Lists of Entities,Tables and attributes

This Pseudo Database production plan is related with the Material file as shown

in Fig.-l1. The Relational table Production Plan Look Up Table (PP Look up)

includes the Part Number of the item to which the production plan

belongs(PartNo)" the file Name of the production plan file (FileName) as its attributes.

Also there are two other Entities- Machine and Worker. The attributes of Entity Machine are -- the Name of the Machine (MachineName). Number of machines (Qty), the Specification of the Machine(Specification),Location Where it is installed

(Location), Date of Purchage (ParchageDate), the time period for which the machine is scheduled(Schedule) etc. And the attributes of Entity Worker are- the Skill Grade(SkillGrade), the number of workers (Numbers)" Shop or department l.here they work (Shop). the time period for ';!hich manpo.'er are scheduled(Schedule) etc. These tl;O Entities are related with the ProductionPlan databases. The

relation are in both the cases one-to-many. And in both the cases the relation is mandatory since in production plan those machines or skillgrade .'hich are available i.e., exists in Machine or Worker Databases. So ,no relational tables are required in these cases.

The material management department requires few Entities for its

procurement monitoring activities. The Entities involved here are Material, Procure, Supplier.

The Material Entity is already familiar. The procurement entity has the attributes - The procurement order Number (PDrderNo), date of procurement order (DrderDate). Here POrderNo is the primary key.

The Supplier Entity has the particulars of the supplier as attributes - Supplier Name (SName), Address, Area, City, TelephoneNo. Here the SName

&

Address together makes the primary key. These three Entitles are related to each other as shown

in Fig.-12.

The relation between Material Entity and procurement Entity are two folds - Rela.tional table procurement Items (Procure Item) gives the items which are ordered under this procurement order. This table has few attributes as its own along with the primary keys of Material Entity (PartNo) and the Procure Entlty(POrderNo). Its own attributes are - Quantity of each Item (Qty), Expected Date of arrival (EOA)" Shipment mode (SMode). The other relation is for statu,;

Indication - p,'ocurement status (Procstatus)" It includes the prima,'y keys of Material Entity(PartNo), and procure Entity (POrderNo). Besides the Quantity of an item (Qty) and its status present procurement position (Status) are its own attributes. The status of an item under procurement process means how far the process is from completion. The status may be - "Order placed", "Letter of Credit opened", "shipment made", "arrived at the port", "arrived at the Industry"

etc.

80th the relations between Material and procure are many to many since a single Material can be under more than one procurement order and a single procurement order may include more than one item to procure.

The Relation between Procurement Entity and Supplier Entity is many to one since a procurement order should have only one supplier, on the other hand, a single supplier ma)' Involve in several procurement orders. He,'e, the relation is mandatory since for each procurement order there must be a supplier. For

Mandatory type Many to one relation needs no Relational table if the primary key of "one" side is included as the attributes of "many" side. So, here the primary keys of supplier Entity (SName & Address) are taken as the attributes of the Procure Entity.

Material(PartNo,Desig,QtY,Location, Type,Lastln,Lastout)

Procure(POrderNo,OrderDate,SName,Address) Supplier(SName,Address,Area,City,Telephone) Procltem(PartNo,POrderNo,QtY,EDA,SMode) ProcStatus(PartNo,POrderNo,QtY,Status)

Fig.-12

E-R diagram, lists of Entities,attributes

Material

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Procu re

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Fig.-12 E-R diagram, lists of Entities and attributes

When the Resource management department sends a request to production department to produce some thing, few entities are involved. The Entities are NewOrder, Material, cluster of part lists, Cluster of production plan. All these are already familiar.

When a production order is placed, new relations between NewOrder and material are needed as shown in Fig.-13.

The 1st relation production order (ProdOrder) includes the primary keys of Entity Mater ia1 (PartNo) and t1ew Order (NOrderNo)" The date of production placement

(POrderOate), the quantity to be produced (Qty), target date within which production department should finish the production (TargetDate) are its own attributes. The other relation production status (ProdStatus) is for monitoring the production situation. Its attributes are the primary keys of Material Entity

(PartNo) and that of the New Order Entity (NewOrder), the status of production (Status), and the quantity which have this status (Qty)" Status may be

"Production Not started", "Production started", "Production Held up", "Production Finished" etc. Both the relations are many-to-many since any customer order may include more than one item and similarly anyone item may be ordered in more than one order.

NewOrder(NOrderNo,StartDate,FinishDate) Material(PartNo,Desig,QtY,Location,

ProdOrder,Type,LastIn, Last Out) ProdOrder(NOrderNo,PartNo,QtY,POrderDate,

TargetDate)

ProdStatus(NOrderNo, PartNo, Qty, Status, Date)

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Fig.-13 E-R diagram, Lists of Entities and attributes

When production department is ordered to produce some items, there may be some parts which are not available and are not supplied. In such cases the Resource

Management department should keep record which are not supplied and will be supplied later. So, another relation between NewOrder and Material is required as shown in Fig.-14. The Relation Bond includes the primary keys of "Material"

Entity and NewOrder Entity (NOrderNo), the Part No of the parts which to be reserved (Parts), Quantity(Qty) etc. as attributes. Here two partNo arise - one is the part No of production (Product) and another is parts of that product (parts). This relation between NewOrder and Material is many-to-many.

NewOrder(NOrderNo, StartDate,FinishOate) Material (PartNo,Oesig,QtY,Location,

Type, Lastln,LastOut) Bond (NOrderNo,Product,Part,Date,

Qty)

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Material

Fig.-14. E-R diagram, Lists of Entities, Attributes

There is another activity which may be performed by the Resource planning department" This department can Reserve (book) some Material for future production of a particular item. So, there is another relation "Reserve" is required between Material and NewOrder Entity as shown in Fig.-15. The Relation

"Reserve" is very similar two Bond relation and Reserve has the similar attributes as "Bond" relation.

NewOrder(NOrderNo,StartOate,FinishDate) Material(PartNo,Desig,Qty,Location

Type,Lastln,LastOut) Reserve(NOrderNo,Product,Part,

Date,Qty).

Fig.-1S E-R diagram, lists of Entities,attributes

NewOrder

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Material

Now if all the E-R models are combined, the Entities, relational Tables along with there attributes are obtained as bellow:

1) Customer(CustName, Address, Area, City, Telephone) 2) NewOrder(NOrderNo,StartOate, FinishOate)

3) Material(PartNo,Oesig,Qty,Location,Type,Lastln,LastOut)

~) Machine(MachineName,Qty, Specification,PurchageOate Location, Schedule) 5) Worker(SkiIIGrade,Numbers,Shop,Schedule)

6) ProdOrder(NOrderNo,POrderOate,PartNo,Qty,TargetOate) 7) Procure(POrderNo,OrderOate,SName,Address)

8) Supplier(SName,Address,Area,City,Telephone) 9) PartList(PartNo,qty,Remark)

10) ProductionPlan(PartNo,MachineType,MachineHr,SkiIIGrade,ManHr)

List of the relational tables and there fields are given beIJow:-

1) CustOrder(CustName,Address,NOrderNo,OrderOate,Oelevery) 2) Newltem(NOrderNo,PartNo,Qty,TargetOate)

3) MateriaILookUp(Partno,fileName)

~) PPLookUp(partNo,FileName)

5) ProdStatus(Oate,NOrderNo,PartNo,Qty,Status) 6) ProcStatus(POrderNo,PartNo,Qty,Status) 7) Procltem(POrderNo,PartNo,Qty,EOA,SMode)

8) ProdOrder(NOrderNo,PartNo,Qty,POrderOate,TargetOate) 9) Bond(NOrderNo,Product,PartNo,Qty,Oate)

10) Reserve(NOrderNo,Product,PartNo,Qty,Oate)