PREFACE
I am profoundly grateful to my tutor Mr. Tariq Manzoor Chaudhry for providing expert guidance in preparation of this type of “Field Study Report”. This way is very beneficial in learning process and gives more command on the subject. My special emphasis has been put on pursuing his guided paths. He is very sincere in his work as a tutor of “Computer Appreciation for Business (566)” and also the credit of making improvements in my computer knowledge also goes to him.
I have pleasure in thanking Mr. Unib Abbas, Chief Executive, TAAS Securities (Pvt.) Limited, for his kind permission to study in his organization and providing easy access on record. I owe many thanks to Mr. Rashid Bukhari, Manager, of TAAS, who extended every possible cooperation to me.
| Ejaz Alam Khan Roll No. H-5279752 |
1. INTRODUCTION
1.1 NAME AND STATUS OF THE ORGANIZATION
“TAAS Securities (Pvt.) Limited” was incorporated in Pakistan as a private limited company on August 4, 1997.
1.2 BRIEF HISTORY
The company is mainly involved in the business as a “Corporate Member” of Islamabad Stock Exchange. Its authorized share capital is Rupees six million. The Registered Office of the company is located at 1st Floor, Shahid Plaza, Blue Area, Islamabad. There are three directors in the company namely (i) Mr. Unib Abbas, Chief Executive/Director, (ii) Mr. Nasir Husain Virani, Director and (iii) Sardar Mohammad Ashraf Khan, Director. The company has been divided in the following three functional divisions:
• Corporate Consultancy Division
• Securities Trading Division
• Human Resource Division
Each Division is headed by a Manager with the assistance of sufficient staff.
1.3 OBJECTIVES
The main objects of the company are as follows:
• To carry on the business of broker in, shares, securities, commercial papers, modaraba certificates, bonds, debentures, foreign exchange bearer certificates, treasury bills, etc.
• To manage and act as consultants and advisors to the business of other stock brokers on fees, commission or such other basis.
• To underwrite, manage and distribute the issue of shares, bonds, debentures, and other securities.
2. EXISTING SYSTEM OF THE ORGANIZATION
Previously this organization has a minimal investment in automated systems/databases and all work is done in a PC which not have sufficient capacity to cope with the work as well as causes problems in retrieval of information in update and efficient manner.
The company is also planning to give expansion to business with the use of providing maximum information facilities to its clients.
Therefore, existing system has largely been ignored while formulating the strategy.
2.1 PROBLEMS IN THE EXISTING SYSTEM
The company is being re-set up as a modern organization with efficiency and timeliness as a vision. In order to achieve this vision it is imperative that the company should make full use of information technology. With this in mind an Information System Plan (ISP) is being made.
3. PROPOSED SYSTEM
3.1 INFORMATION SYSTEM PLAN (ISP)
The ISP has been divided into the following parts:
• An Applications Strategy, dealing with the functions to be automated.
• A Technology Strategy, setting out the technical approach to automation of divisions with regard to hardware specifications, operation systems, databases, etc.
• Cost Estimates
4. APPLICATION STRATEGY
The starting point for ISP implementation of automation applications is the goals and functions of the organization. Keeping in view the objectives an assessment has been made as to whether the needs would be served by standard purchased applications or whether the applications would have to be custom developed. For this purpose needs of the applications of the three divisions are summarized as under:
4.2 USER AND THEIR NEEDS OF APPLICATIONS
4.2.1 CORPORATE INFORMATION SYSTEM
• Corporate Consultancy Division
- List of the existing clients with their full particulars
- Legislation and Regulations (all relevant)
- Legal Corporate Decisions
- Policies and Procedures
- Information about the regulatory agencies
4.2.2 SECURITIES INFORMATION SYSTEM
• Securities Trading Division
- Record of daily trading in financial instruments
- Information about
- Brokers
- Underwriters
- Registrars
- Investment Financial Advisers
- Credit Rating Agencies
- Leasing Companies
- Mutual Fund Management Companies
4.2.3 HR AND PAYROLL
• Human Resource Division
- Record of the employees
- General ledger
- Accounts Payable
- Payroll
- Budget Preparation
fl It is recommended that Application Strategy should be based on the following principles:
• Preference to standard vendor purchased applications over custom development because (i) flexibility available in packaged software for further adjustment, (ii) ease of maintenance, and (iii) quality of design and code.
• Single Sourcing and System integration that allows for automatic data consolidation from various units, preventing the need for re-keying data.
5. DATA-BASE APPLICATIONS
Data base-applications are those which involve the storage and retrieval of data without any significant processing. Each data-base should be in a manner that provides comprehensive and high integrity data in a form suitable for decision support to end users and decision makers throughout the organization. The benefits of a data-base applications over traditional application include:
• Access to organizational data across all functions
• Consistent Data Quality
• Data is transformed to information
• Enhanced performance with regard to Data Access
fl It is recommended that three Data-base applications for the organization (one for each Division) is necessary to achieve the above stated objectives
5. OFFICE AUTOMATION STRATEGY
5.1 OFFICE AUTOMATION
Office automation typically involves relatively simple and less expensive applications whose objectives are:
• To enhance the efficiency and effectiveness of the every-day tasks of the staff.
• To facilitate communications between users via LAN- proposed organization’s network.
The types of applications included in office automation include:
• Office suite - word processing, spreadsheet, presentation graphics and PC-based database software.
• E-mail.
• Internet Explorer
fl It is recommended that MS Office be used as the office automation suite and MS Exchange for e-mail. Internet Explorer (built into Windows) may be used for internet.
6. TECHNOLOGY STRATEGY
This section deals with networking and its operating system specifications, hardware, cabling and site preparation, etc.
6.1 LOCAL AREA NETWORK (LAN)
The strategy envisages the active use of computers in carrying out the day to day work. This will also provide workstation access to servers to permit employees to share resources such as printers as well as access the main application servers in order to use the main application system.
6.2 NETWORK DESIGN STRATEGY
The LAN will consist of peripherals (workstations, printers, etc.) connected to:
• One main server in which the databases and application system will reside and also as a back up facility.
fl It is recommended that the LAN that support the daily operations be based on a standardized set of hardware and software. The standardized hardware set consists of workstations, servers and associated equipment, network devices and cable plant.
6.3 WORKSTATIONS
It is difficult to provide fixed definitive specifications for the required workstations. The underlying computer and associated technologies of these systems are in constant transition.
fl It is, therefore, recommended that workstation specification must be reflected latest equipment that will be available at the time of purchase. However, a general specification is given as under:
6.4 WORKSTATION SPECIFICATIONS AND OTHER DEVICES
| Specific Description | Standard network Work-Station |
| Container Style | Midi-tower |
| Processor | P-III 500 MHz |
| RAM | 256 MB |
| Hard Disk | One 6.4 gigabyte |
| CD-ROM | 40X |
| Floppy Disk Drive | 3.5 |
| Back-up tape unit | 12 GB DAT |
| Network interface card | 10/100 MB Ethernet PCI installed |
| Fax modem | 56k |
| Operating System | Windows 98 installed |
| Anti-viral software | Installed |
| Monitor | 15 inch |
| Ports | 2 serial 1 parallel |
| Keyboard, Mouse | Standard |
| Page Scanner | Colour |
| Voltage regulator and UPS | |
6.5 NETWORK OPERATING SYSTEM
Picking the Network Operating System requires a choice between the requirements of the system as well as current trend.
fl It is recommended that Windows NT may be selected as Network Operating System.
6.6 PRINTERS
There are two categories of laser printer - the standard desktop and high speed network.
fl It is recommended that high speed network laser printer may be installed in each Division having the following specifications:
6.7 PRINTERS SPECIFICATION
| Speed | 17 ppm |
| Resolution | 1200 dpi |
| Standard media capacity | 1200 sheet with option to expand |
| Media sizes | Letter Legal A4 A5 Executive |
| Printer Memory | 4MB standard |
| Print server card for network interface | Available and installed to handle 10/100 Base |
6.8 CABLING
There are three basic types of LAN cables.
• Coaxial cable - this is no longer in the mainstream of Ethernet installations.
• Twisted-pair wiring - a pair of wires wrapped around each other and twisted to minimize radiation and electrical interference.
• Fiber optic cable - high speed connections or where the distance between devices exceeds.
fl It is recommended that, keeping in view the complications in selection as well as minimizing the cost, this problem can be overcome by consulting a qualified and experienced able installation firm.
6.9 ENVIRONMENT
Site selection, electrical requirements and space requirements should be based on the following criteria:
• Meet the electrical requirements
• Meet the air conditioning and cooling recommendations
• Be located away from noise sources (e.g. elevators) or other utilities (water or sewer pipes) or damp/humid locations.
• To facilitate hardware maintenance and cable access, allow at least two fee of clearance at the front and rear of any physical environment.
6.10 FACILITIES UPGRADING - HUMAN RESOURCE
• Efficient use of office space will be ensured by properly designing and developing the premises using professional help.
• Each member of the workforce will be provided with suitable desk and other facilities commensurate with the needs of the job assigned.
• A substantial enhancement of manpower resources in qualitative terms is essential.
PROPOSED STRUCTURE OF NETWORK
“TAAS SECURITIES (PVT) LIMITED
7. COST ANALYSIS
It is assumed that upgraded office will be fully carpeted and air-conditioned. The existing old furniture will be replaced to the extent necessary with new furniture. Proper office space allocation to the each division. The break-up of hardware and other devices are as under:
| Hardware/Device | No. | Cost |
| Application Server | 1 | Rs. 4,000,000 |
| Workstations | 5 | 3,000,000 |
| Laser Printer | 3 | 3,000,000 |
| Peripherals/Cabling (Broad Estimate) | | 50,000 |
| Scanner | 1 | 10,000 |
| Software/Operating Systems | | 1,000,000 |
| Training | | 20,000 |
