Introduction

Clout Technologies is the team of dedicated and enthusiastic professional from diverse field like
Security Systems, Time Attendance System, Telecom, Management and Information
Technology, who have come together with the sole aim of providing best Technologies &
Services. Clout Technologies is committed to provide clients with the most professional
technology solutions. Whether it is Voice, Software, Network Solutions in Government
departments, Corporate Sector, Banks, Universities, NGOs, Embassies and Other Organizations.
At Clout, Quality is our priority. It's a philosophy that has proven wildly successful for us & our
clients.
A high percentage of the problems experience with voice, data video transmissions can be traced
to connectivity problems. A properly structured cabling designed by well trained engineering
will provide for performance, reliability and investment protection. Clout is confident in its
specialization sector of data and voice cabling, guaranteeing highest amount of data security and
smooth running operation.
Clout Technologies provide the following services,

Network designing, planning & implementation.

Complete Surveillance System Solution, CCD camera, IP Cameras, DVRs
Hardware selection (hubs, switches, routers, media & servers, etc.).
Local Area Network (LAN) Design and Configuration.
Advance Network Solutions.
Voice our IP Solutions.
Routing (BGP, OSPF, and EIGRP etc).
Multicast Service
Network and system management (SNMP, RMON & SMS).

Problems in the Existing System

Slow Retrieval of Data - The information of the customers are stored in different parts of the
site and take a long time to retrieve the data. In all it can take up to 30 minutes finding the
relevant information on the person. The Delivery goes out the next day. Deliveries are sometimes
held up due to the amount of time taken to get the relevant information. This leads to unhappy
customers and decrease in the companys reputation.
Paper Wastage Much paper is waste due to the number of customers in the company.
Information on each of the orders is stored in the customers file on another page. It also requires
a lot of space to store these papers.
Unproductive use of storage space - Paper takes up a massive amount of room in the site. If a
computer system was bought the paper could all go and there would lots more free space which
could be used for other purposes.
Poor Data Storage - All the data is stored in filing cabinets. Data could be misplaced due to
human error or in the event of a break in, the data of the customer could be stolen very easily.
Also the data can be damaged from mistakes like fire.
Unavailability of Information A customer rings up looking to close their membership. The
files are stores in the filing cabinet. This could take a long time to get and there is a chance that
the data may not be retrieved and the customer may be disappointed.
Training problems There are problems associated with training and advising people to be
disciplined enough to maintain the maintenance system, for example, to write the data into the
system which takes a lot of time.
Ownership problems There is a big problem of effort and ownership required of
supervisors and managers in organizing and documenting the system.
Report acquisition problems - The effort associated with finding meaningful data and
statistics in the system is also required
.

Paper Based System

Solution to the Problems

Computerized System- Computerized accounting can be designed to automate and integrate all
the business operations, such as sales, finance, purchase, inventory and manufacturing. With
Computerized accounting, accurate, up-to-date business information is literally at the fingertips.
The Computerized accounting combine with enhanced MIS, Multi-lingual and Data organization
capabilities will help the company simplify all the business processes easily and cost-effectively.
User-definable templates- User-definable templates which provides fast, accurate data entry of
the transactions can be used; thereafter all documents and reports can be generated automatically,
at the press of a button.
Storage Space- Create a large storage space for all the files and records where they can be kept
safely. The system should also be efficient and the records should be grouped so the data is
found easily when needed.
Backup of data- A secondary backup of the data can be stored in case if the original data is
deleted or destroyed, the data can be found in the backup. This way there is no tension about the
data being lost or destroyed.
Software- Latest software should be installed to manage the data and amend it when needed. It
would also help to maintain the data from errors and keep a validation check.

Flow Chart of Existing System

START

Customer enters office and communicates

about detail of security system products

Required Information
is provided to the
customer

Does any
Security System
Product fulfill
customer
demands?

If customer
likes the
product

Yes

Customer Analyses
different products
Furniture

No

Yes

Cash is paid
manually

Customer leaves
office
Records file is
updated

STOP

No

Description of Tables (Product)

Table Name: Product
Primary Key: P_ID
Foreign Key: S_ID,
Purpose: This table is used to keep record of the Products.

Sr.#

Field Name

Type

Width

Description

P_ID

Text

To store product ID

P_Name

Text

12

Holds the name of the product

P_Supplier

Text

12

Holds the name of the supplier of product

P_Company

Text

13

Stores the name of the company of the product

P_Quantity

Number

Sh_ID

Text

Long integer
08

Stores the information about the stock of product

Holds the Shelf ID

Description of Tables (Supplier)

Table Name: Supplier
Primary Key: S_ID
Foreign Key: P_ID, Sh_ID
Purpose: This table is used to keep record of the supplier.

Sr.#

Field Name

Type

Width

Description

S_ID

Text

To store supplier ID

S_Name

Text

12

Holds the name of the supplier

S_Product

Text

12

Holds the name of the product supplied.

S_Company

Text

13

Stores the name of the company of the supplier

P_Quantity

Number

P_ID

Text

Long integer
08

Stores the information about the stock of product

Holds the product ID

Description of Other Possible Solutions

There are some alternate ways in which I think the company can implement to improve its
efficiency and output. Recommended improvements might include:

Standardizing data collection forms and processes for better data quality

Upgrading software applications and tools that are currently being used

Improving network connections for transmitting data

Expanding technical support services

Installing generators to ensure a steady supply of electricity

Records should be arranged according to their type in separate cupboards and files

A clear reference book containing detailed instructions should be available to help answer
questions and assist training.

Training more staff to complete the data collection forms properly, and in data entry
techniques if relevant, can improve data quality

Quality assurance measures are planned, systematic checks built into data collection and
entry procedures to ensure that data captured in the system are accurate and reliable.

There should be a separate staff member to look through and maintain different types of
records

Procuring computerized system for workers who need to enter or access data in the
system

Evaluation of Other Possible Solutions

Improvements to existing information technology infrastructure can generally be implemented
quickly and often result in increased efficiency and productivity. Proposed infrastructure
improvements are based on a thorough technical assessment and consider low-cost solutions that
can rapidly but significantly enhance existing systems and processes. The following can be
evaluated:

Too much data handling would be difficult for the company

If network connections are improved the data could be transmitted efficiently

If data collection is standardized, the required information would be easier to find

If technical support services are expanded then customers will have less difficulty in
seeking a solution and the problems would be dealt with smoothly.

The work would be managed efficiently but would be time consuming compared with the
computerized system

If electricity shortage is recovered there would be less chances of data being lost in
blackouts but it would also be expensive to install generators

If more staff could be employed then the time to search through the records would be
reduced, but on the other hand more money would be required to pay the wages of the
workers.

The computerization of manual system would be the best possible solution. It is faster
and efficient in processing of information. It performs Automatic generation of
accounting documents like invoices, cheques and statement of account but power failure,
computer viruses and hackers are the inherent problems of using computerized systems.

Action Plan