Efficiency Improvement - G K Gupta

8/8/2019 Efficiency Improvement - G K Gupta

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By :G K GUPTA

CM (Systems), IFFCO Phulpur

E-mail : [email protected]

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PRESENTATION STRUCTURERESENT ATION STRUCTURE

About IFFCO

ICT Setup

Tools & Techniques

Enterprise Applications

Conclusion

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IFFCO AT A GLANCE Set up as a cooperative society

in 1967

Owned by more than 37000member cooperatives

Strives to improve agriculturalproductivity and welfare offarmers

Largest producer and

distributor of fertilisersglobally

Wide ranging expansion &diversification activities

Nurturing Mother Earths Bounty IFFCO


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NORTH

NORTH CENTRAL

ZONES

EAST

SOUTH ZONE

WEST

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Production Units 5

Zonal Marketing Offices 5

State cum Area Offices 20

Area Offices 63

Field Offices 550

Farmers Service Centres 165

Geographical

Spread ofActivities

Paradeep


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IFFCO AT A GLANCE - JVs

Godavari Fertilisers & Chemicals Limited

Indian Potash Limited

Industries Chimiques du Senegal

IFFCO-Tokio General Insurance (ITGI)

Oman Urea project (OM-IFCO)

NCDEX

NCMSL

Power Project in Chattisgarh

Fertiliser Project in Egypt & Jorden

Kisan International Trading at Dubai

Each of the above is a trend setter and reputed in their domain

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Total fertiliser installed annual capacity

Urea: 3689.4 thousand tonnes

NPK/DAP: 4335.4 thousand tonnes

Contribution to total fertiliser consumption in India in2006-07

N: 19.1%

P2O5: 24.5%

Fertiliser marketed thru 38155 member CooperativeSocieties and 158 Farmers Service Centres.

Turnover in 2006-07: Rs.10330.11 crore.

Profit after tax in 2006-07: Rs. 175.02crore.

IFFCOIFFCOss PRODUCTION AT A GLANCEPRODUCTION AT A GLANCE


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DBMS - ORACLE (since 1995-96)

APPLICATION PROGRAMS - Across IFFCO

FINANCE - Phulpur, Kalol, Kandla,

H.O., MKCO, Aonla,Paradeep

MATERIALS - Phulpur, Kalol, Kandla,Paradeep

DESPATCHES - Aonla, Phulpur, Kalol

Kandla,Paradeep

HRMS - Phulpur, Kalol, Kandla,H.O., MKCO, Aonla, Paradeep

STANDARDISATIONTANDARDISATION

Rs.

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STANDARDISATIONSTANDARDISATION ContdContd ....

Uniform Business Rules across the Organisation

Availablity of Data across the Organisation

Consolidated Reporting is Automated at H.O.

thru Replication

Optimum & Efficient Utilisation of ResourcesImproved Productivity


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Enterpr ise Appl icat ionsfor

Ef f i c iency Improvement & Cos t Reduc t ion

Oracle Database Applications

Web / Intranet Applications

Office Automation

Work-Flow Applications

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MajorMajor Enterpr i sewideEnterpr i sewide App l i ca t ionsApp l i ca t ions

Integrated Marketing Information System (IMIS)

Human Resource Management System (HRMS)

Financial Management System (FMS)

Material Management System (MMS)

Product Despatch System (PDS)

Plant Maintenance Management System


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Integrated Marketing Information SystemIntegrated Marketing Information System

Suite of applications covering entirefertiliser distribution which includes:

DespatchDespatch Planning,PlantPlanning,Plant Despatches,RakeDespatches,Rake

HandlingHandling

Material Receipt & WH Inventory ManagementMaterial Receipt & WH Inventory Management

Sales Invoicing and Debtors AccountingSales Invoicing and Debtors Accounting

Remittances & Bank Deposits /Remittances & Bank Deposits / XfersXfers

Storage, Handling and Transportation BillStorage, Handling and Transportation Bill

PaymentsPayments

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Sale,

Fund

SO 20

ZO 5

Inventory

Indent Payment

Lifting

RORO


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Volume o f Transact iono lume o f Transact ion 2 006006 -077 Plants 5

Ports 10

Vessels (ships) handled 63

Total

Rakes 3,740 762 4,502

Trucks 64,576 11,529 76,105

No. of Release Orders 4,30,565

No. of DDs, Cheques 2,20,874

Inter warehouse Stock transfers 88,220

Total no. of all types of transactions ~ 20 lakhs

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of Marketing Data with Plantof Marketing Data with Plant

&&

Port DispatchesPort Dispatches

IntegrationIntegration


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FO/AM

Mobile

Automatic

Replication

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2000 2006

Hours spent daily by FO 3-4 Hr. 1/2

Sales in Lakh MT 55.09 86.10

Mktg. Manpower 1738 1499

Sales Per Employee 3170.20 5743.83

Provisional accounts May March 31Audited accounts June April 12

VikasV ikas a Boon t o Mark e t inga Boon to Marke t ing


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LIFE CYCLE OF AN EMPLOYEE

IN AN ORGANIZATION

RECRUITMENT

JOINING

POSITION IN

ORGANIZATION

CHART

COLONY RESIDENCE /

GUEST HOUSE

WELFARE

TELEPHONE

TRANSPORT

H R D

LOANS &

ADVANCES

MEDICAL

BENEFIT

PROVIDENT FUND

BENOVELENT FUND

INCENTIVE

RETIREMENT

EXTENSION

FULL & FINAL

TIME OFFICE

LTC/LTE

EL ENCASHMENT

LEGAL / IR

PROMOTION &

TRANSFER

PAYROLL

MIS /

EMPLOYEE

INFORMATION

SYSTEM


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Suite of 25 applications covering complete life cycleof an employee from recruitment till retirementincluding post retirement benefits

Integration with Accounts

Replication/sharing of data amongst all units/officesfor Consolidation, Monitoring & MIS

Bi-lingual report facility for employee

communication

Human Resource Management System (HRMS)

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HRMSRMSUnique ID for all employees

Date gets replicated to other units in case of Transfers,

Promotions etc.

All Personal informations along with Loan, PF etc. gets

Automatically replicated.

Consolidation at HO has become very easy.

Better Monitoring & Control is possible for HR related

issues. e.g. Manpower, OT, Medical, EL, Commu. exp. etc.


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Financial Management System

Financial Books

Assets Accounting/ Monitoring

Budget Accounting

Inventory Accounting

Bills Payable

Accounts Consolidation

Functional Modules

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Built in Powers of officers for proper checks

Bilingual vouchers & cheques printing.

Bank reconciliation automated

Online maintenance of financial books

Consolidation and preparation of corporate accounts

BenefitsSince last 3 years, Annual Accounts closed within3-4 Days of closure of Financial Year withMarketing Accounts on 31st March.

Financial Management System


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FINANCE & ACCOUNTSINAN CE & ACCOUNTSSub ledgers/Ledgers etc are being OnlineSub ledgers/Ledgers etc are being Online reconcilledreconcilled..

Auditors are alsoAuditors are also reveiwingreveiwing the Books on System itselfthe Books on System itself

TB,TB, BalaceBalace Sheet, P & L Accounts can be generated andSheet, P & L Accounts can be generated and

reviewed at any point of time.reviewed at any point of time.

PendingPending DebitorsDebitors/Creditors list is readily available./Creditors list is readily available.

Fund Monitoring & Status canFund Monitoring & Status can reveiwedreveiwed for better Mgt.for better Mgt.

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e-Procurement(https://www.iffcoindia.com)

Web based e-procurement system for placement of tenders andreceiving bids (Technical & Priced)

E-mail alerts and SMS messages to vendors

Opening and evaluation of bids in a secured & legal environmentusing Public Key Infrastructure (PKI), encryption & digitalcertificates

Recognized by Microsoft, made partner under their Enterprise Goprogram.

First corporate in India to implement e-procurement system.

Reduction in Procurement Lead Time

3500 tenders processed since July 2004.


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E-Procurementrocurement

Provided a gateway to Vendors forProvided a gateway to Vendors for acessingacessing Info likeInfo like

Order position, Payment status, Previous order/Order position, Payment status, Previous order/EnqEnq. Details.. Details.

No Geographical Limitation.No Geographical Limitation.

Transparent System.Transparent System.

Vendor Can update their Profile Online.Vendor Can update their Profile Online.

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Online Integrated System for Material Procurement

& Inventory Management/ service contracts.

Fully Integrated with e-Procurement, Financial

Management.

Online Cardex & Priced Store Ledger.

12 digit material codification across all units.One unit can see inventory of other units.

Sharing of Inventory

Material Management System


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Invent ory Consol idat ionnventory Consol idat ionUniform codification Scheme of all Items

Inventory Consolidation of all Units

Consolidated details of Inventory like the following for all

the Plants is available for better monitoring & Control

Active, Insurance Items

Obsolete, Surplus Items

Slow Moving, Non Moving Items

A/B/C Class Items

Inventory Trends

Aids the Management in controlling the Inventory Cost

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Designed to automate the activities of all Sections ofMaintenance Department of all IFFCO Units.

Includes modules of:

1) Maintenance Work Request (MWR)

2) Equipment History Data Bank

3) Equipment Lubrication & Preventive Maintenance Scheduling

4) Maintenance Log Book

5) Annual shutdown Planning

6) Inspection and Calibration Testing

7) Analytical Reports etc.

8) Integration with other running applications like HRMS, Material

Management System, Financial Accounting System.

Plant Maintenance Management System

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Production Management SystemProduction Management System

Shift wise Energy is available at allShift wise Energy is available at all

Control Rooms.Control Rooms.

Data related to Daily Production &Data related to Daily Production &

Energy is being replicated to HOEnergy is being replicated to HO

Consolidated report is available byConsolidated report is available by

10 AM for all plants at HO.10 AM for all plants at HO.


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Management In format ion Systemanagement In format ion System

Details of Leaves, Medical Bills, Attendance, Loan

Status, Training, Income-tax, Payslips etc.

Purchase section querries such as MPR, PO status,

Enquiries, Vendor details etc.

Maintenance Lubrication Schedule, Daily Plant Energy

Report, Cost Report etc.

Laboratory Testing & Quality Reports, Urea Despatch

Details etc.

Available to all Employees at their desktop which Coversthe following Details

System has contributed to more productivity of the

Employees

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Centralized development/ Maintenance - optimum utilization

of resources.

Standardization of Practices/ Codes & technology

Implementation of Policy changes at all locations

simultaneously

Elimination of duplicate work, as data is captured at first entry

point resulting in time saving and minimal chances of mistake

Integration with other applications.

Consolidation of information & MIS for decision making.

Reduction in paper movement a move towards concept of

paperless office.

Bene f it s o f En te rp ri sew ide Appl i ca t ions


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IFFCONETFFCONET

Electronic Claim Approval Cycle Paperless

office

Important workflow on Leave Application,

allowances, leave encashment, salary advances,

LTC, Tour sanctioning etc.

Submission of Annual Propery Return

More workflow being added

Front End Domino, back End - Oracle

Workflow ApplicationsWorkflow Applications

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Toolsoo ls n Tec hno logiesechnolog ies


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Too ls & Techno log iesoo ls & Techno log iesSelecton of Tools & Technologies after rigorousevaluation

SW Standardization in the entire organization

Tool standardization Oracle, Notes Domino,MS Office & data Scan

Oracle for business application

Lotus Domino for email and groupware

applicationsMicrosoft Office for office automation

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Virtual Private Network (VPN) based on MPLS Direct Node

upto Area Offices with FOs as Dial up VPN.

IP Telephony with voice and video. Has reduced Telecom bills

Data Centre at Saket

Video Conferencing Studio

Convergence of voice, data and video.

Introduction to RF Technology for Communication.

Skyblaster DVB VSATs, MPLS VPN, ISDN / Dialup on MPLSbased VPN and RF with CISCO products for networking and

security.


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IFFCOIFFCOss MPLS based VPNMPLS based VPN

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HRMSData Replication

Master Server

at HO

Database Server

Application Server

Client

Head Office

Plants

Zonal Offices

Area Offices

State Offices

Amongst the first in thecountry to implement Oracle

Replication of this scale


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Network Setup in

IFFCO

VSATVSAT VSAT VSATVSAT

PIX 506

PIX 506

KandlaLAN

KalolAonla

Phulpaur Paradeep

LAN

Chandigrah

Lucknow

Bhopal

BangloreKolkata

VSAT Connectivity to Zonal Offices

10.11.0.0 /16

Servers

Core Router InGLBP Mode

10.11.0.254

10.11.0.252

10.11.0.253

10.12.0.0 /16

Servers

User Zone

10.11.0.0/16

3560 L3 Switch

10.12.0.1

Checkpoint Firewallon Alteon

10.11.0.9

Core L3 Switch

10.11.0.1

Internal Switch

PIX Firewallin HA Mode

External SwitchIPS In

Inline Mode Gig0/1

10.11.0.

Gig0/2125.19.12.193

Router

125.19.13.46

Airtel

MPLS CLOUD

600 Connections

91 Direct on MPLS and509 MPLS VPN Client

203.122.22.74

Spectra net- 1

Internet

Spectra net- 2

ASAFirewall

203.122.36.34

10.11.0.10

Call Manager &Security servers

SO & AOMktg ofices

Remote offices Saket office

LAN

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IMPACT ON PRODUCTIVITYMPACT ON PRODUCTIVITY* Personal Info at every desktop

* Procurement Status to all indentors

* Inventory Status Online

RESULTSESULTS Reduced Manpower

Drastic reduction in Processing time of documents.

Reduction of Inventory

Reduction of Communication Expenses

Moving towards Paperless Office

More Transparency in the Working


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The Honourable Ex-President of India, Dr. A.P.J. AbdulKalam, launched IFFCOs Cyber Dhaba during the KisanMela organized PAU in Ludhiana on September 4, 2003.

ICT Initiatives for Farmers & Cooperatives

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Efficiency Improvement - G K Gupta

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