Software Project Guide

Semester Spring 2014

Created By,
Research and Development section,
Department of Computer Science,
Virtual University of Pakistan

Table of contents:
Topics
1.
2.
3.
4.
5.
6.
7.

What is a software project?

Purpose of a software project
Should I take software project?
Eligibility Criteria
Guidelines to register for a Project
Grading Policy
Software Projects for Spring 2014

Page
no.
4
4
4
5
5
5
6

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Whom to Contact?
This booklet provides comprehensive details to the students who are planning to
take Software development projects as their final projects. Therefore, such students
are advised to go through it in complete.
If any of the quires are unsatisfied even after having read the information given in
rest of the booklet then students should contact to concerned supervisor.

1. What is a Software Project?

At first it is important to understand what the software is? Software can be defined
comprehensively as,
1

Computer Programs that, when executed provide desired function and

performance, data structures that enable the programs to adequately manipulate
information and documents that describe the operation and use of programs.
Looking at the definition indicates clearly that developing software does not mean
mere development of programs (or code) rather it requires the related documents to
be produced as well.
To develop software effectively requires following a process. Each stage of this
process culminates in one or more artifacts.
Examples of software projects are, software developed for face recognition, building
a Customer Relationship Management (CRM) System, Flight Simulation System,
Point of Sale (PoS) System, a Web Portal, an Electronic Store Front etc.
Software projects can be aimed at producing a desktop application, an embedded
application (like to be used in microwave oven) or some online application.

2. Purpose of a Software Project:

The University aims at producing such IT professionals who leave the impression of
excellence in knowledge and skills in their professional lives. Students are
encouraged to come up with innovative and unexplored ideas while addressing a
problem.
After having completed the project students will be expected to have the following
skills,
It will provide the students with an opportunity to implement the concepts
they have learned throughout their degree program so far.
Awareness of the latest technologies being used in the industry and more
importantly the application of those technologies.
Knowledge of all the formalities required to undertake a software project.
Enough confidence to take the challenges of their practical environment.

3. Should I take Software Project?

This definition is taken from the book Software Engineering A Practitioners Approach (Fourth
Edition) by Roger S. Pressman
1

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The development project is recommended for those students who have an aptitude
and interest (equally important) for development. Presence of analytical skills to
solve a problem is also highly requisite. If a student finds these ingredients in
himself/herself then deficiencies (to a certain extent) in the areas like programming,
data base and software engineering etc can be overcome but such a student will
have to put extra efforts (depending upon the deficiencies) to make his/her weak
areas stronger. As having ambitions only does not lead to the goal, one has to strive
for those ambitions to get them materialized.

4. Eligibility Criteria
No student below 1.75 Effective CGPA will be allowed to take the project title.
MCS/MIT Students must have completed 30 credit hours to become eligible for
taking the final project. So dont enroll in CS619 course or drop your cs619
course if you have earned less than 30 credit hours.
BSCS/BSIT Students must have completed 90 credit hours to become eligible
for taking the final project. So dont enroll in CS619 course or drop your cs619
course if you earned less than 90 credit hours.

5. Guidelines to register for a Project

Please read the following to get to know, how you can get registered for you final
project.
First of all, you have to enroll in CS619 course in Spring 2014 semester
through course selection (contact course_selection@vu.edu.pk for enrollment).
Carefully read the eligibility criteria and only send a request if you are eligible
to take a final project title. Otherwise drop your cs619 course. The project
selection will be done through LMS.
Students will be required to make groups. In a group maximum two (2)
students are allowed.
A student can also choose to do the project alone (a single member of the
group instead of two)
Students who fail to submit their final project in specified duration (two
consecutive semesters) will need to take course CS619 in extra semester to
continue the same project.

6. Grading Policy
Students will be clearly communicated about the deliverables they need to submit
on specified dates. This is important to remember that each deliverable carries a
significant weightage so students are advised to take each deliverable very seriously
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and submit it according to the date announcements according to the submission

schedule.
While evaluating the students the following factors will be considered important
Effective use of time and of visual aids.
Organizational and presentation skills.
Seriousness and dedication of the students in meeting the announced dates
for each deliverable.

7. Software Projects for Spring 2014

Following is the list of projects which have been offered for Spring 2014.
Students can only select a project from this given list.
Students have to adhere to the requirements specified with each project as the
evaluation of the executable artifact will be performed accordingly.

Next, each
provided.

offered

projects

detailed

information

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is

Sequence Similarity and Identity Calculator

This tool will calculate similarity and identity of each sequence in an
alignment.
For reference, the following links may be visited.
http://imed.med.ucm.es/Tools/sias.html
http://imed.med.ucm.es/Tools/sias_help.html
MatGAT (Matrix Global Alignment Tool) is tool that generates is tool that
generates similarity/identity matrices for DNA or protein sequences
Task: You will develop a tool that may handle very big
alignments perhaps of unlimited size.

Tools & Technologies

Java
Supervisor: Muhammad Tariq Pervez (m.tariq@vu.edu.pk)
Application Type: Desktop
Possible Students: 1 to 2

Mobile Hidden Object Game

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Hidden object game is categorized under puzzle games. In this game, a

player is required to find various items (objects) that are placed on a
simple picture with a lot of objects. The required objects are embedded
in the picture in such a way that they are not visible easily. This is
achieved by either mixing foreground and background color
combinations OR object patterns. The player is required to touch an
object which is one of the objects required at a particular level (stage).
When the player touches a correct object, it is removed from the picture
or it is marked. The game proceeds with increased difficulty at each
stage.

Following are some sample games for you to get the basic
idea:
http://www.disney.co.uk/disney-games/play/wall-e/hidden-object/
http://www.hidden4fun.com/hidden-object-games/3035/House-ofTreasures.html
http://www.mindjolt.com/egypt-hidden-objects.html

[Note: The above links are just to get basic idea about following
requirements, make sure you know what type of application to
develop from Application Type heading under this project]

This is a single player game so only one actor i.e. Player, Following are
the required features of this project:
1. It should have at least 10 stages, and each stage should offer more
difficulty.
2. In start of each stage, the game will display a list of 10 objects to
find (this list can be simple text i.e. names of objects, or the shapes
of the objects).
3. The game application should actually have 20 to-be-required
required objects at each stage, but the player is required to find 10
objects. So the game will set the required 10 objects randomly
every time a stage is started.
4. When a player touches a required object, it should be removed
from required list (or it should be marked). It should also be
removed or marked from the picture.
5. It should be a time based game. Each stage should have a fixed
time to complete, or the time can be set according to difficulty
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level i.e. time limit decreases a few seconds on each next level. If
the player is able to find all 10 objects within the specified time,
the game will move to next stage, Otherwise the game ends.
6. It should support 2 hints for each stage. When player touches hints,
the application will indicate one of objects that are still not picked
up by the player.
7. The application should be able to save game state when player
opts to save the game. The next time game is launched, it will
show options to Play New Game or Continue Last Game. On
choosing continue option, player should be able to resume the
game from last saved state.
Application Type
It will be a mobile application, you can pick any modern mobile OS
platform (e.g. Android, Apple, Windows Mobile etc)
Tools & Technologies
Any modern tool and technology set used for developing mobile games
based on the platforms discussed in Application Type.
Supervisor: Usman Waheed (usman.waheed@vu.edu.pk)
Application Type: Native Mobile Application
Possible Students: 1 to 2

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Virtual Screen Splitter (VSP)

Mostly we perform several tasks on our systems and each task may
require separate windows for execution on desktop. A lot of time is
consumed switching and resizing windows and face a lot of problem to
view all windows at a time.
VSP will allow main screen to be split into two or more sections. It will be
helpful for the active programs window to be resized properly to one
part of the screen. Using this utility, User will be able to do a split
system desktop into two or more areas so that active application would
not cover up Full physical screen when maximized. This way user can
visualize parallel windows in defined area that user has a separate
monitor for working (virtually) also called multi-monitor features of
Windows.
It allows user to position and size windows to sections/areas of monitors
and helps user to efficiently manage many active windows parallel.
Following image depicts virtually split of desktop screen into two
sections/areas:

NOTE: If any student interested in Biometric Recognition or routing

protocols in WSN, the student should send a project proposal at
as2@vu.edu.pk
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Supervisor: Tanweer Arshad (as2@vu.edu.pk)

Application Type: Desktop
Possible Students: 1 to 2

LYRICSER The Sound Mixer

Lyricser is a desktop application which can be used to play several
sound files at the same time with different volumes. Such as Sound file
# 1 is playing with very low volume and sound file # 2 is playing with
medium volume and so on. This software also provides us the facility to
record and save the mixed sound.
User can select and play 5 sound files parallel (Software should be
able to play following audio formats mp3, ra and rm, wma).
User can record and save mixed sound at his desire location on
hard disk.
Besides 5 sound files which can be played at the same time, user
can include any sound/his voice from microphone. Now there are 6
parallel sounds which can be played at the same time. (5 files
selected from the hard disk and one input from the microphone).
Separate Volume Controller should be available for each sound file.

Example of Volume
Controller

Separate Sound Graph should be available with each volume

controller for each sound file.

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Example of Sound
graph

There should be options for the tuning of sound effects with each
volume controller for each sound file. (User would be able to
optimize the bass, stereo, and other audio effects).

Example of Sound Tuning

Options

There would be one Master Sound Controller along with sound

graph and tuning options, which would control the overall sound
output from the software. This master sound controller would also
be used to play the recorded file.

Supervisor: Shabib Aftab (shabib.aftab@vu.edu.pk)

Application Type: Desktop
Possible Students: 1 to 2
Proposed Tools: Java, Microsoft Dot Net

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Catering Stock Program

1.0 Introduction
This document contains the Software Requirements Specification of
Caterings Stock Control Program.
1.1 About the Company
Catering Support Service Company is into a wide range of catering
operations including workers camps, cafeterias, canteens, banquets and
outdoor catering services, This company also operates different
accommodation complexes that provide a complete package of serviced
housing including catering, housekeeping, laundry and other hospitality
services for a variety of customers. With its base at a city, the companys
operations are spread over a wide territory of a country. Following is an
overview structure of our organization.

2.0 Purpose:
New Stock program for control and monitoring of Stock Receipts,
Transfers, Consumption and Physical Count and discrepancies. This
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program should be simple and helpful not only to the Store Keeper
to handle the daily issues and request for production but also to the
supervisor/area controller for monitoring of stock quantities and cost
well before the production.
3.0 Scope:
The general process will be starting from requisition to Receiving
Goods, Transfer in, Transfer
Out, Consumption of goods, getting closing stock and taking the
physical stock. Inventory will be based on Stock Card and Stock Sheet,
Stock card is transaction details of one item and stock sheet will be
transaction details of all items. Maintaining and tracking the daily stock
movement in an efficient way, so that it can be audited any time and
data can be exported in required format.
4.0 Aim & Objective of the project
The main aim of this project is to provide a better system to the sites to
handle all their daily stock related activities digitally. So that the stock
can be managed at the individuals sites and then data can be exported
and sent to head office for consolidation and upload stock transactions
into our ERP system. So, that the performance of the sites can be
monitored and can be audited as well. Also To produce a simple, yet
suitably effective user friendly interface and a system that is easily
maintainable, efficient and practical.
The proposed system should have the following
objectives to be achieved.
Offline application
User Friendly Environment, Easy to use
Lesser data size and Space with low system spec. requirement
Easy searching and data entry option
Data templates for reusability
Fast information Retrieval
Less man power literacy requirement
Accuracy of data with Accountability
Data import export Facility
5.0 Overview
5.1 Existing System:
Currently CSSC (Catering Support Service Company) is
using excel based application called Stock Program.
5.2 Drawbacks:
Size of data is huge which cant be emailed.
Query based Reporting not available.
Require lot of Technical support.
Unable to consolidate data of different sites.
Unable to export data in required formats.
Due to multiple linked excel sheets, maintaining fixed file path is difficult.
Problem while changing file names and path.
Difficult to create more sheets because of long formulas.
Unable to track Purchase Discrepancies
Unable to do Requisition Consolidation
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Notifications or prompts to highlight stock level or expiry date not available.

6.0 Plan:
As per the business process Purchase dept. is central and doing purchases
centrally, located in head office for all the multiple projects. While, the
purchase order will be processed in head office and copy will be sent to the
projects and suppliers. Project will received items and will maintain their
stock using stock program and will be exported and sent to the head office
periodically by using mediums like: flash drive, email. Where all the projects
data will be consolidated and analyzed by the concerned. Based on that data
the projects stock, daily cost and man-days will be extracted. And necessary
actions will be taken. The consolidation will be done in three layers 1.
Projects i ndividually 2. Area Wise 3. Company wise. Ultimately the required
data will be exported and uploaded into the main ERP system.
7.0 Requirement Specifications:
7.1
General
Overview:
Head office will send exported data of updated items master list along with
the projects list to all the projects who will import it into their system for use.
User must select Number of person he needs to cook food for and the menu
items. System shall calculate the requirement based on number of persons.
And shall check for the available stock. Accordingly the requisition will be
generated by the system.
User will receive stock through supplier or warehouse and will log the
quantities and unit price, expiry date (not mandatory for all items) of the
item. User can also transfer stock to another project store (called Transfer
out) with quantity and amount. User can also receive stock from another
project store (called Transfer In) with quantity and amount. User will enter
the stock consumption in the system to get daily closing stock.
This all movement in stock will result into
following:
a.
Maintaining Stock
Sheet. b.
Maintaining Stock Card.
c.
Per many day cost (if user have served 200 people in a day with
cooked food. It will be divided on the food material consumed cost per
day).
d.
Control of stock.
e.
Stock movement tracking.
f.
Multiple dimensional Reports, soft will be exported to be
sent to head office. g.
Performance analysis
h.
Consolidation of multiple stores data at head office.
i.
Summary reports with different aspects. (Req, Purchases,
Transfers, Project wise summary)
j.
system should show fast moving and slow moving items based on
consumption pattern in a defined period.
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k.

should have option to lock Date or week (user should not be able
to enter back dated trans. But supervisor or admin. Can have
access to do so.)

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Following is the Stock cycle diagram for understanding:

CSP STOCK

Opening Qty.

Closing Stock

Consumption
Requisitions

Reciepts

Transfer Out

Transfer In

Closing Stock = Opening + Receipts + Transfer In Transfer Out Consumption

Featured specifications are as mentioned below:

7.2 Internal Store Requisition:
Check Available
Stock

No. of Man-days

Historical Analysis
of Requisition

Using Templates

Generate
Requisition

Daily Internal Store Requisition Process

Cook will raise daily internal store requisition will submit for Supervisor
approval. Based on number of man-days, Menu and available stock. Internal
Store requisition can be same as per the previous days so using saved
templates functionality (or copy) user will create internal store requisition. At
the end of the day those items will be considered as consumed. After final
approval of requisition it will be sent back to the project that will upload their
approved requisition. Versions of requisitions can be maintained in the
system, to see how much they requested and how much was approved. But
older version will not be active to use. Receiving of material will be as per the
latest version.

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7.3 Site Requisition (periodically):

Below diagram will explain the site requisition process:

Project A
Store

Store Keeper
Create Requisition

NO
Sent to
Supervisor for
Approval

Yes

Area Manager

No

Yes

Verification of
Requirement by
Operations Auditor

No

Yes

Operations
Manager

No

Yes

Purchase Dept.

Supplier

Purchase Order
Process

Central
Warehouse

Delivery of Goods
by Supplier or
Warehouse

Site Requisition Process (Periodically)

7.3.1 Site Requisition

Project store keeper will raise store requisition based on requisition types
(Arabic, pak, indo. Etc.)
From the man-days categories. Against each category user will input number
of man-days and a system should generate site requisition based on
historical values analysis like a form with columns of number of man-days
category wise, items #, item name, on hand qty., previous periods qty.
values compared to entered man-days and additional qty. e.g.; if in last
month or period the consumption qty. was 50KG of xyz items for 200 mandays. And now user needs that item for
250 man-days, now system should calculate per man-day qty by using formula
(50KG/200MD)=0.25KG/MD and then should show qty to be ordered as
250x0.25KG=
62.50KG. Now if user want to request e.g.; 65KG due to certain reason,
then he must enter the additional qty. 2.5KG in a separate column.
Following could be the possible format of the site Requisition:

Enter No. of Mandays

Category A = 100
Category B = 50
Category C = 100

Item No.

XYZ-00001

Item
name
ABC Item

Uni
t
KG

Previou
s
period
Consump
50

OnHand
Sto
ck

Order
Qty.

62.50

Additio
nal
Qty
.
2.5

7.4 Receipts:
Goods Delivered by
Supplier at Project
Store or Central
WH

Physical Checking
of Good

Expiry Date
Checking

Quantities and
Prices to be
matched with Doc.

Generate Goods
Receive Note
(GRN) Doc.

Goods Receiving Process

7.5 Transfer
In:
Goods Delivered by
Project using Inter
Transfer

Physical Checking
of Good

Expiry Date
Checking

Quantities and
Prices to be
matched with Doc.

Record Qty. in the

system Doc.

Transfer In Process

7.6 Transfer
Out:
While transfer note report shall be sent along with the delivery.

Based on Req.
Prepare Transfer
Note

Collecting Good

Expiry Date
Checking

Transfer Out Process

Quantities and
Prices to be
matched with Doc.

Send Qty. with

Transfer Note

Total
Order
Qty
.
65

7.7 Consumption:
As per 2.1 the goods daily internal store requisition will be
theoretically same as consumption.
Project will request whatever he needed to be consumed daily not
more. The adjustments can be done by area controller at the end
of the week for variances.
7.8 Closing Stock:
System will generate the closing stock based on all inventory
transactions details, of opening balance, purchases, transfers and
consumptions, which is called stock Card and Stock sheet Reports.
System should highlight the near expiry items so that it becomes
significant that there is a stock which is going to expire during a
defined period. E.g.; in next two weeks.
Closing Stock = Opening Balance + Purchases + Transfer in Transfer Out
Consumption
7.9 Physical Stock:
Weekly store keeper will take stock count of all the items with expiry date
log. And will send report to head office.
8.0 Tools and Technology:
1. This software should be developed using SQL Server Express database. This
shall be developed as desktop application only which will be used at our
multiple projects as well as at head office (for consolidation of all projects data
using import export functionality).
2. User should login using their login credentials and system should also keep
login history.
3. There could be scenarios where one user using one computer can do
transactions for two projects. System should also be able to handle
that.
4. There will be three levels of use of this software a. individuals
Project b. Area Office c. Operations Dept.
9.0 Attachments:
For the business requirement understanding the following detailed document may
be provided.
1. CSSC Stock Structure
2. Item Coding Structure
3. CSSC Item Coding Procedure
4. Item Master List
5. Projects Name List
6. Existing Stock Program with data
7. Existing Stock program Procedure

Coding Structure for

Stock/Inventory

STOCK ITEMS

INVENTORY

Date: 3/10/2014

FOOD
(F)

Level 1: Group

Level 2: Sub Group

Chilled
(C)

Level 3: Catergory

Juices/Drinks
(01)

with Type/Flavour

Juice Apple

NON FOOD
(N)

Dry
(D)

Frozen
(F)

Oils/Fats
(01)

Sea Food
(01)

Expendables
(E)

Disposable
(D)

Cleaning
(C)

ASSETS
(A)

Gas & Fuel

(G)

Level 5: Brand/Origin
Nada/KSA (0)

Level 6: Packing/Size
24x330 ML (0)

Level 7: Price
New Price (00)
New Price (01)
New Price (02)

####
0101

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Coding Structure for Stock/Inventory

STOCK ITEMS /
INVENTORY

Level 1: Group

Level 2: Sub Group

FOOD
(F)

Expendables
(E)

Date: 3/10/2014

NON FOOD
(N)

Disposable
(D)

Cleaning
(C)

ASSETS
(A)

Gas & Fuel

(G)

Stationary

Printing
Materials

Uniform

Repair &
Maint.

Furnitures/
Equipments

Vehicles

Level 3: Catergory

Level 4: Item Name

with Type/Flavour

Paper Prod.

Plastic Prod.

Aluminium Prod.

Chemical

Non-Chemical

Food
Container
Round

Level 5: Brand/Origin
Nada/KSA (0)

Level 6: Packing/Size
24x330 ML (0)

Level 7: Price
New Price (00)
New Price (01)
New Price (02)
####
0101

Fixtures

Computer /
Peripherals

Coding Structure for Stock/Inventory

Sr.
No
.
1

Group

Sub-Group

Category

Level 1

Level 2

Level 3

FOOD

Chilled

(C)

Frozen
Dry

(F)
(D)

15
16
17
18
19
20

22
23
24
25
26
27
28

NON-FOOD

Brand/Origi Packing/Siz Price

Code
n
e
Level 5
Level 6
Level 7

(F)

2
3
4
5
6
7
8
9
10
11
12
13
14

21

Item Name
(include
s
Level 4

Condiments
Cereals
Pulses
Flour
Rice
Spices/Nuts (includes Herbs)
Spices/Nuts (includes Herbs)
Tea & Coffee
Pasta
Oils/Fats (includes Ghee)
Preserves/Pickles
Vegetables
Fruits

(01)
(02)
(03)
(04)
(05)
(06)
(07)
(08)
(09)
(10)
(11)
(12)
(13)

Juices/Drinks
Dairy Products
Bread
Bakery Items
Sea Food
Meat (includes processed meat)

(14)
(15)
(16)
(17)
(18)
(19)

(N)
Cleaning Products

(C)

Chemicals
Cleaning Supplies

(01)
(02)

Disposables

(D)

Paper Products
Plastic Products
Other Products

(03)
(04)
(05)

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29
30

Gas & Fuel

(G)

31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47

Gas Cylinder
Gas Tank
Heating Fuel (includes
charcoal)

(06)
(07)
(08)

Expendables

(E)

Crockery
Cutlery
Pots/Utensils
Linens

(09)
(10)
(11)
(12)

Stationary

(S)

Files/Folders
Office Supplies
Writing Instruments
Printing materials

(13)
(14)
(15)
(16)

Uniforms

(U)

Clothing
Footwear
PPE (safety equipments)

(17)
(18)
(19)

(R)

Vehicles Fuel

(20)

Vehicles Repairs
Repairs & Maintenance

(21)
(22)

Operations & Maintenance

48
49
50
51 ASSETS / FF&E
52
53
54
55
56
57
58
59
60
61

Equipments/Appliances

(E)

Electrical
Others

(01)
(02)

Furniture/Fixtures &
office Equip.

(F)

Furniture

(03)

Fixtures/Fittings
Computers
Printers/Fax/Copiers
Miscellaneous

(04)
(05)
(06)
(07)

Antivirus License

(08)

Software/Licenses

(S)

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62

Microsoft Dynamics ERP

(09)

63
64
65
66
67
68
69
70
71
72
73

Microsoft Licenses

(10)

Email Hosting Subscription

Software Enhancements

(12)
(13)

Vehicles

(V)

Lease Vehicles
Owned Vehicles

(14)
(15)

Land & Building

(B)

Leased Land/Building
Owned Land/Building

(17)
(18)

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Catering Support Services Company

PROCEDURE FOR STOCK/INVENTORY CODING
PURPOSE
To define the process of standardized stock/inventory coding for CSSC.
SCOPE
This procedure shall apply at all Projects and warehouse.
RESPONSIBILITY
Purchase, Accounts, Operations and ERP Review Committee shall be responsible
for the implementation and enforcement of this procedure.
PROCEDURE
1.1

A master list of all the items with the new coding has been prepared by Account
dept. which should be used at all the projects.

1.2

As per the coding structure the accounts shall allocate the items code to all
the stock/inventory items upon the request of Procurement before making the
purchase order if the master list dont have any item in it or there is a new item
arrival.

1.3

The Items structure consist of 7 levels named Group, Sub Group, Category, Item
Name + (Type/Flavor), Brand/Origin, Packing/Size, Price Respectively.

1.4

Level 1 and 2 will be one digit alpha type. Whereas Level 3 will be two digit
numeric type. And Level 4 will consist of four digit numeric type. Concatenating
two digits of item name and two digits of Type/Flavor. Level 5, 6, 7 will be
three digit numeric type. So, the total length of the code will be 17 digits
alphanumeric.

Example
FC1401010010010
00
Level 1

Food
(F)

Chilled
(C)

Level
4
Category
Item Name
+
(Type/Fla
vor)
Juices
Juice Orange
(14)
(0101)

Non-Food
(N)

Frozen

(F) Dry
C
(D)

Group

1.5

Level 2
Sub
Group

Level 3

01

010
1

Level 5

Level 6

Level 7

Brand/Ori
gin

Packing/Si
ze

Price

Nada
(001)

24x1
(001)

(000)

00
1

00
1

000

While making the purchase order Purchase should use the appropriate item
code, if there is a new brand, size, type, or price, a new item must be created. To

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13

get the new item code the item request form shall be used and sent to the
accounts dept. after inter department approval. A responsible person in Account
will make sure that the requested item does not exist in the system. If true he
will create a new number for the new item.
1.6

Purchase Department shall prepare the purchase order and send approved copy to
the projects for their information either from central office or from vendor.

1.7

The printed purchase order will consist of Item code, at the time of deliveries
project must verify the items with the P.O. and it must match. If not project must
contact back to the purchase dept.

1.8

New master list of items with codes will be provided updated at the projects by
inventory controller, as and when there is change in the master list.

1.9

Once the items are received at the store/warehouse in-charge must be enter data in
Stock Program with the item codes. All the receipts, transfers and consumptions
must carry the item code. The local cash purchases will also go in to the appropriate
groups and will follow the same coding structure. If code for the locally purchased
item is not available, project shall get the code from procurement as per the
procedure and enter into the stock program. Refer to stock program procedure.

1.10

Purchase department shall follow the same new item creation procedure form to
get the new codes for the LCP items from accounts and inform the new created
item codes to the project for their stock program update.

1.11

The purchases done without preparation of P.O must also be stopped. Purchase
dept. shall also ensure to enter all the records in the ERP system as and when
purchase is occurred.

1.12 Once all the items transactional data and invoices are entered in stock program, the
project shall send the data in fash drive on weekly basis to the central office
Accounts Dept as such.
1.13 Accounts dept. shall enter the all GRN in the system first, after preparation of GRN
accounts shall make the Trade Purchase Voucher (TPV) in the system.
1.14 From the projects the data will be coming on weekly basis and Account department
will copy it to the server and extract the consumption and transfer details from it and
upload to the ERP system.

Record Keeping:
1.
2.

3.

New items form shall file kept in Purchase Department after the approval.
Accounts department shall update the master list of items with the codes and will
update the projects and stock program.
Projects shall enter all the items with their relevant code.

Catering Support Services Company

PROCEDURE FOR EXIST ING STOCK CO NTROL PROGRAM
1.

Purpose
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14

CSSC has introduced new excel based STOCK CONTROL PROGRAM for
control and monitoring of Consumption & Stock (food, disposables,
cleaning, Gas). This program is simple and is helpful not only to the Store
Keeper to handle the daily issues for production but also to the
supervisor/area controller for monitoring of cost well before production.
2.

Scope
This procedure is developed to get effective results from this program and
must be followed by all relevant personnel.

3.

Responsibilities
3.1 Accounts & I.T Department shall be responsible for implementing
the Program at the projects and should arrange training to the project
staff whenever necessary.
3.2 The Store keepers, Project Supervisors and Area Controllers shall be
fully responsible for maintaining and implementing this Program at
projects.
3.3 The Cost Controller/Operations Auditor is responsible for monitoring of
per man-day cost on daily basis.

4.

Procedure
4.1 Chef/Cook shall prepare Internal Store Requisition (I.S.R), verified by Project
Supervisor.
Time: One day before Production-Preferably between 10.00 A.M to 12.00 P.M
4.2 The Store Keeper shall receive the I.S.R for issuance by 3.30 P.M
4.3 The Store Keeper shall verify the availability of items and shortage (if any) shall
be conveyed to
Chef/Cook & Supervisor for necessary alterations/arrangements.
4.4 Any additional requirement of material by Chef/Cook during food preparation
shall only be made through I.S.R duly approved by the Supervisor.
4.5 In case, after the initial issue, any additional Man-days are intimated by the
camp boss, a separate
I.S.R shall be prepared for material issuance.
4.6 The Store Keeper shall enter the data on Store Req. in the Stock Program
prior to issuing the material.
4.7 Project supervisor shall verify the cost of consumption and if/when satisfied
shall authorize the issue.
4.8 The project Supervisor shall communicate the per man-day cost (one day
before) to the Area

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15

Office for onward submission to the Operations Manager/Operations Auditor.

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16

4.9 Upon receipt of the daily food cost, Operations Manager, in consultation with
the Operations
Auditor shall review the cost for each project and take corrective
actions, if any.
4.10 The store keeper will issue materials strictly in accordance with the approved
I.S.R.
4.11 Issue timings must be displayed and strictly followed. The Stores shall remain
locked outside these hours. Any violation shall be penalized.
4.12 A master list of all items along with code numbers will be provided; the user
shall use the same.
4.13 The required fields will be entered in the following format:
Project
ALL CAPITAL
(e.g. VILLAGE)
Name:
LETTERS
Month of:
Month and Year.
(i.e. March
2014)
Date:
dd/mm/yy
(i.e. 01/03/14)
Item No:
100056
Name:
ALL CAPITAL
(e.g. RICE)
LETTERS
Packing: should
be entered in abbreviation of maximum three CAPITAL
LETTERS (e.g. PKT, BTL,
KG)
Size:
e.g. 1x12
Expiry Date:
dd/mm/yy
(i.e. 01/03/14)
Quantity: Format predefined (user just need to enter)
Price:
Format predefined (user just need to enter)
4.14 The data folder will be copied on to the provided USB fash drives and will be
transferred to Head
Office on weekly basis via area office.
4.15 Project Supervisor will be the custodian of the USB fash drive, and will
keep it in a safe/secure place. Once a week it will be given to the store
keeper to copy the data for sending to Central Office.
4.16 Only the following personnel shall be authorized to access the computer and
stock
Program:
4.15
4.15
4.15
4.15
4.15
4.15
4.15

(a) Store Keeper

(b) Project Supervisor
(c) Area Controllers
(d) General Auditor
(e) Operation Manager
(f) Accounts Manager
(g) MIS Administrator

4.17 A log book will be maintained in projects as well as Central Office for dispatch
and receipt of USB

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17

fash drives to the central office on weekly.

4.18 In case of any hardware problem with computer/USB, it should
immediately be reported to IT Department.

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18

Software Project Guide

Page 19 of 32

4.19 Before input of man-days, all meals should be converted into Mandays. (No. of meals/3)
4.20 The manual preparation of Transfer Note and Goods Received
Note (GRN) shall be continued as usual.
4.20 The Project will maintain record by creating two folders. One for
Weekly Data and second for
Monthly Data in Drive D.
4.21 Supervisor should verify the input data on daily basis and Area
controller on frequent basis for any errors/mistakes and variances.
4.22 Project will keep the data for at least three months in their
computer.
4.23 At the end of each week, the whole program folder will be copied in
Weekly Data folder and
renamed with respective week end date.
4.24 At month end, the whole program folder will be copied in both
folders i.e. Weekly Data and
Monthly Data.
4.25 After copying the month end folder, delete this folder from drive
C and copy/paste blank folder from drive D or E.
4.26 Copy/paste the closing stock of previous month in the newly
copied blank folder as opening stock of current month.
4.27 Folder/file/sheet in this program must never be deleted.
5.

Records

5.1 Central Office Accounts department will receive data in USB

flash drives and will save in data server. A log book will be
maintained at the department for receiving the data and
return of USB drives.
5.2

Monthly stock sheet will be printed by the accounts dept.

and will be kept in file for each project.

Research and Development Section, Department of Computer Science,

Virtual University of Pakistan

Software Project Guide

Page 20 of 32

5.3 All data received from projects shall be verified by the Area
Controller and the cost per man-day for the week shall be
reported on prescribed format.

Supervisor: Sarfraz Ahmad (sawan@vu.edu.pk)

Application Type: Web/Desktop
Possible Students: 1 to 2
Proposed Tools: You are free to select any tool and
technology for the development of this application.

Research and Development Section, Department of Computer Science,

Virtual University of Pakistan