Courier Management System – In this system first of all consignors placed their consignments like covers, documents, nondocuments etc. to the officer of the courier branch. Here this branch acts as a source branch. Then the branch officer prepares the consignment note. In modern age, as time increase, needs & requirements of the person are also increased. They want more facility & try to do their task quickly & within time. But they can not get all the things at nearest market or area, so they have to import the things from any place in the world.

Within the country, the things can be imported through post service. But it consumes the time & sometimes problem of damage or missing occur. Where as in the international market, the one way is shipping. But it also requires more time.

The courier service is one of the solutions of these problems. It is used to send some things to any person in the world within time.

The courier company has number of branches, which are spread over the country or the world. So that when person wants to send things then he has to contact at nearest courier service branch. The courier company creates the schedule & gives internal/external services. The courier service work as destination office or source office. The source office branch receives the order means consignments & sends it to the destination courier branch. The company has certain rules according to the weight.

Using the courier service person can easily send his/her parcel to other person in the particular destination within the time. Now days, 50% of companies of the world uses the services of various courier company.

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Objectives of Courier Management System:

When we have already entered the 21^st  century, we may not afford to listen words like Sorry, Misrouting, Confusion, Late deliveries, loss of Packets, No-response, No feedback etc. From any organization, we are committed to render “A” class services to all our patronage. We have tried to make all these mis-happening & feel pleasure to couriers in this courier world. The main object of this company is

“ To be a dedicated, reliable & economical Courier Service.”

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NETWORKS & MANPOWER :

We are proud of having a large scale network of then its office of our own all over India received in heritance from our parent organization M/S Blaze Advertising Pvt. Ltd. with the help of our network & more then 2100 Professional Franchises & as many as 4500 dedicated manpower on payroll, we are serving Regional Offices & sub-branches are fully equipped with all sort of machinery like Telephone, Vehicle, E-mail, Fax, Internet etc. required in the trade.

Our clientage includes city bank, American Express Bank, Export-Import-Bank, Vijaya bank, Union Bank Of India, Reckitt & colman of India Ltd., Nit Ltd., Aptech, Sylven Testing, Hindustan Motors, Maruti Udyog, MMTC Ltd., NTPC Ltd., DCM Group, DDCA, Delhi Press etc. are some of our top class customers to whom we are rendering our services quite efficiently for a long time.

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THE EXISTING MANUAL SYSTEM

As the system is totally manual, the activity takes place in the system as following.

In this system first of all consignors placed their consignments like covers, documents, nondocuments etc. to the officer of the courier branch. Here this branch acts as a source branch. Then the branch officer prepares the consignment note. The details of the consignment note are as follow.

ORG: It indicates the name of the city from where the consignment is received from the consignor.

DEST: It indicates the name of the city or destination to where the consignment is send.

DATE: On which consignment is received.

NON DOCS/DOCS: mark the category of consignment like documents or nondocuments.

BOOKED BY: If there is any franchise then write the name of it.

CONSIGNOR: It indicates name & address of the person who placed the consignment.

CONSIGNEE: It indicates name & address of the person who received the consignment.

DECLARED VALUE: If the cost of consignment is very high then it is written in this box.

INSURANCE: If any consignment has insurance then it is indicated by YES otherwise by NO.

WEIGHT IN KGS: It indicates weight of consignment in kilograms.

WEIGHT IN GMS: It indicates weight of consignment in gramms.

PKGS: It contains no. Of packets of consignments.

CHARGES: According to the weight of consignment they provide charges of consignments.

SPECIAL CHARGES: When they provide any special services then the charge of it treated as special charge.

SERVICE TAX: They also include charge of government tax.

TOTAL RS: It is summation of charges, special charges & service tax.

Make the 3 copies of the consignment note. From which one is given to the sender, one is use as cash or invoice in office purpose & other is use as ‘Proof Of Delivery (POD)’, which is sent with consignments

After receiving all consignments they sort out the consignments according to the destination. Then based on destination, they prepare ‘Manifest’.

Manifest is one type of note, which contains all the consignments having same destination. They contain the following details.

MANIFEST NO: It contains the no. of manifest.

FROM: It contains the name of city from where the consignment is send.

TO: It contains the name of city means destination, to where the consignment are received.

DATE: Date on which the manifest is prepared.

CONSIGNMENT NO: It contains all the consignments numbers.

TOTAL CONSIGNMENTS: It indicate total no. of consignments.

TOTAL WT: It contains the total weight of all consignments

TOTAL BAGS: It contains the total no. of  bags of consignments.

Make 3 copies of the manifest. From which one is used for the source office, other 2 are sent to the destination office. Then from these two copies one is return back to the source branch for conformation of delivery.

After preparing Manifest all the consignments are packed & then transship the consignments. There are 3 ways to transship the consignments.

1)    By air.

2)    By cargo.

3)    By surface.

In air delivery boy takes the all consignments in the plane. It is also known as onboard courier. In cargo source branch booked the plane & the delivery boy of the destination branch received all the consignments. In surface courier services is provided by road.

After receiving consignments destination branch checked the manifest, whether any consignment is left or not. Then based on manifest the destination branch prepared the ‘Delivery Run Sheet’. It contains the following details.

DRS NO: It contains the number of the delivery run sheet.

DATE: It contains the date on which the DRS are prepared.

BRANCH NAME: It indicates the name of the destination branch.

CONSIDNMENT NO: It contains all the consignment numbers.

PCS: It contains numbers pieces of the consignments.

CONSIGNEE: It contains the name of the person, who received the consignments.

NAME & SIGN OF THE CONSIGNEE: Here the name of the consignee & sign of his/her is taken.

RECEIVED DATE : It contains the date on which the consignee received the consignments.

The delivery boy of destination branch prepares this form. Then he gives the consignments to appropriate consignee & take his/her sign.

In the courier services, charges of the consignments is obtained form the rate table, which contains the different rate for the different weight of the consignments.

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LIMITATIONS OF THE EXISTING MANUAL SYSTEM

♠ In courier service the rate of the each consignment or item is fixed. The rate of consignments is depending on the weight of the consignments. So the calculation of rate & monthly income are not done easily.

♠ Using manual courier services, we have to make the whole Export Report, which   contains the record of the consignments. It requires more time & more calculation.

♠ In courier services, the payment is made in credit or cash. So for the billing procedure for the regular customer, we have to refer all the records in Export Report. For this reasons this task is more time consuming.

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PROPOSED SYSTEM

Computerizing of the existing system is done with the help of some programming language & some database packages. So it will ease the work of the system.

When system work as source then in consignment note.

Here the organization is fixed, which is ‘ANAND’. So the person needs not to enter it every time.

♠ It leaves the scope for destination, so the person can select desire destination.

♠ It takes current date it means system date. So that person need not to be    entered it very time.

♠ AMD-C contains consignment no. It is unique no. & it is use in Manifest & Delivery Run Sheet forms.

♠ If the consignor is regular then user should not need to enter his/her name & address. It can be derived from the stored database.

♠ If the consignor is not regular then the user has to enter the information about consignor.

♠ The information of the consignee means receiver has to be entered by user.

♠ The description, which contains declare value, insurance, weight in kilo, weight in grammes, the user enters packets. In this declare value is chosen according to the kilograms & grammes describe in form from the Rate table.

♠ If any consignment contains insurance then it is marked in the form.

♠ The no. of packets, charges, special charges, and service tax is entered by the user & according to this ‘Total Rs.’ is calculated.

Then three copies of this consignment note are prepared.

Now all the entered data are stored in database name as Consignment_Details and Consignor_Info.

In the Manifest form, the user enters the name of the destination on which user want to create Manifest.

♠ According to the entered destination, all the appropriate consignment nos. are displayed automatically in Manifest.

♠ The no. of consignment, total weight, total no. of  bags are counted by performing some operation on them.

After this Manifest form is send to the destination branch with the consignments.

When the branch acts as Destination branch, then

Here the branch received Consignments & Manifest. Then it prepares Delivery Run Sheet according to Manifest. It fills information about

–          Branch Name \ Regional office

–          Consignment No

–          Date

–          Pieces

–          Name & address of consignee

Here we need not to enter the date because it automatically takes the system date. Above information are stored in ‘Dest_Consignment_Details’.

After that delivery boy of the destination branch send the consignment to appropriate consignee.

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FETURES OF THE PROPOSED SYSTEM OF Courier Management System

♠ In computer system of the courier service computation of the rate is easily & quickly   done.

♠ Computer system of the courier service provide fast access.

♠ If our documents or any consignment is missed then we can know it easily using the databases in the computer system of courier services.

♠ Using this computerized system, bill issued procedure becomes fast.

♠ In computer system the person has to fill the various forms & number of copies of the forms can be easily generated at a time.

♠ In computer system, it is not necessary to create the Manifest but we can directly print it, which saves our time.

♠ It contain better storage capacity.

♠ Accuracy in work.

♠ Easy & fast retrieval of information.

♠ Well designed reports.

♠ Decrease the load of the person involve in existing manual system.

♠ Access of any information individually.

♠ Work  becomes very speedy.

♠ Easy to update information.

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SCOPE OF THE SYSTEM of Courier Management System

IATA restricted articles, Chemicals & inflammable items, Currency, Gold Silver Jewellery & any other precious or semi-precious items, Electronic items, Television, VCR’s, Radios, Transformers, Alarm Clocks, Transistors, Computers, Computer Part etc. Bulk pharmaceuticals, Drugs (Narcotics), Fragile commodities i.e. Glass & China, Porrographic material, Foodstuff, Live Animals & Plants, Firearms. Such restricted articles are not acceptable for carriage.

Bulky/outsize packages will be charged as per volumetric weight. If volumetric weight is higher then actual weight, formula for calculating volumetric weight is :

Length * Weight * Height (cm) / 6000 = Volumetric weight (Kgs.)

Length * Weight * Height (Inches) / 366 = Volumetric weight (Kgs.)

BOUNDARY OF THE SYSTEM

                        ♠          Source branch

♠          Consignor

♠          Courier Man / Delivery Boy

♠          Transformation Way

♠          Consignee

♠          Destination Branch

REQUIREMENT ANALYSIS

Company wants to computerized system in such a way that the person need not to go through the rate file every time. But here the “RATE TARIFE” means “RateTable” is maintain in computer memory so that the values of consignment can be easily derived & changed if there any it can be accommodated. The file of regular consignor is maintained so that billing at end of the month is calculated easily.

FACT GATHERING TECHNIQUES

A fact gathering study was undertaken to study the activities involved BLAZEFLASH COURIER SERVICE. We have visited various person of the company. The existing manual system was studied by means of

♠   Interviews

♠    Record Reviews

Interview :

User interviews were conducted to determine the qualitative information. These interviews, which were unstructured interviews, provided opportunity to gathered information from respondents who are involved in the process for a long time.

These interviews provided information such as:

♠  Activities involved in process of Courier Services.

♠  Limitation of existing manual system.

♠  Type & frequency of forms & reports.

Record Reviews :

To gather details about the Courier Service, many kinds of records & reports were reviewed. This study covered.

♠   Standard Operating Procedure.

♠   Forms & reports generated by existing manual system.

♠   Document flow (Input / Output) of the Courier Services.

WHY WE CHOOSE ORACLE AND VISUAL BASIC 6.0

Features Of Oracle:

It is a high performance, full tolerant relational database management system especially designed for online transaction processing and large database application.

It offers following benefits :

1)     It eliminates all parent-child  relationships and instead represented all data in the database as simple row/column tables of data values.

2)     Flexibility in data modeling.

3)     Easy access to all data.

4)     Each table is an independent entity and there is no physical relationship between tables.

5)     Reduce data storage and redundancy.

6)     Independent of physical storage and  logical data design.

7)     A wide level data manipulation language (SQL).

Most data management systems based on the relational model have a built-in support for query languages like ANSI SQL or QBE (Query By Example). These queries are simple English constructs that allow adhoc data manipulation from a table.

8)     Deferred writing at commit to improve transaction performance.

9)     Security And control :

It has a roll forward command for recreating the database to its most recent safe point. Grant and revoke limits access to information down to row and column level. Views are a valuable features for limiting access to the primary tackles in the database.

10) Professional  ORACLE starts the DBMS (database management system) in the extended memory, so more main memory is available for other applications.

11) Relational model of data management is based on SET theory. Built-in query language is designed in the RDBMS ,so that it can manipulate sets of data (one or more tuples).

12) User interface used with relational models is non-procedural because only what needs to be done is specified and not how it has to be done. Using any of the other methods, you have not only to specify what need to be done but how it has to be done as well.

Features of Visual Basic 6.0 :

Visual Basic provides complete set of tools to simplify rapid application development.

1)     It provides a vital link to graphical environment and allows you to develop applications based on standard Windows features : Dialog Boxes, Command buttons, Pull down menus, Scroll bars, Selection lists etc. It also allows to create robust applications that fully make use of the graphical user interface.

2)     ActiveX Data Objects (ADO) and OLE DB replace the Open database connectivity (ODBC) API as the preferred method for accessing shared-file and client/server databases.

3)     Internet techniques such as Dynamic HTML (DHML), Extensible markup language (XML), Active server pages (ASP) and ActiveX documents offer browser-based  alternatives for displaying and updating data.

4)     Extensions to Visual Basic class modules assist in writing middle-tier DLLs for Microsoft transaction server 2.0.

5)     A multitude of wizards and other graphical tools aid developers new to Visual Basic.

6)     Visual Basic is an event driven programming language. Visual Basic allows you to adopt more of parallel approach, with independent sections of code for each option that the user may select. This is known as Event driven programming language.

7)     Data Environment designer (DED).

8)     Drag and drop form generation.

9)     Data view window.

10) ADO Data Control (ADODC).

11) ADO-compliant data-bound controls.

12) Hierarchical record sets and the FlexGrid Control.

13) Data report design.

14) Data form wizards.

15) Format objects.

16) Data repeater  control.

17) Data source classes And data building.

18) MTS transaction Mode property of Class modules.

19) Visual data tools (VDTS).

20) SQL editor.

21) Component creation.

22) Language.

23) Packaging and Deployment wizard.

24) Data object wizard.

25) The integrated development environment.

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Complete Project code, System Design, Database Design, SRS, Table Design, DFD