Document management improvement with prototype database : a case study in a distribution centre

Abstract

This project presents a development of prototype database to improve existing document management in an agriculture distribution centre. Systematic creation and capture of official records into an appropriate document management is fundamental to the efficient and effective functioning of a distribution centre. Historically data and information which are not computerized was maintained manually in various file cabinets using log book and paper-based only. Hence, information was not readily available to users in order to make immediate decisions. This project has identified waste in existing method and adopted Lean Manufacturing concept with the application of process flow chart for data collection. The wastes were identified when processing documents namely quotation, purchase order, delivery order and invoice. Computerized information system in document management is seems to resulted in improvement in the organization. Prototype database has been developed by using PHP programming language, MySQL as the database and Dreamweaver MX 2004 for the template design. As a result, 80% of time saving per transaction was obtained and number of transaction could be increased up to 39 cycles compared to only eight for existing approach, in a period of one working time day