General description of Filling Station project
Power is an industrial group that runs a filling station at its head office in KL. The filling station is used primarily for company vehicles but employees and their family members can also use it (and do so quite often due to low prices for fuel charged there).
About 700 people work at the head office. The company fleet comprises about 250 vehicles, ranging from lorries to executive limousines and encompassing a variety of makes and models.
The filling station is open only on workdays during the regular working hours. It is run by one filling station attendant. Along with fuelling, the attendant generally does minor service work only on company vehicles (e.g. oil changes). A regular straightforward fuelling operation normally takes about six minutes (including the generation of receipt). The fuelling operations naturally overlap because there are four pumps available to customers (1 for diesel, 1 for super, 2 for lead-free). The filling station has nevertheless experienced a lot of congestion in recent months. The peak days are Fridays and Mondays.
The fuelling statistics indicate an average monthly fuelling volume of about 200,000 litres for nearly 3,700 fuelling operations.
When a company vehicle is fuelled, the receipt records the license number, the cost centre (department to which vehicle belongs), the type of fuel, quantity and date. If an employee fills his or her vehicle, the receipt includes the license number and personnel ID number (along with the other data, e.g. type of fuel, quantity, date and time). Family members of employees are entitled to pay cash when filling their vehicles. Two names are then recorded on the receipt.
At the end of his workday, the filling station attendant must give the company accounting department the daily cash, the current level of the fuel tanks and the receipts. These items are checked, either immediately or the next day (with any differences clarified with the filling station attendant). After this is done, the accounts are settled, i.e. fuel account is credited and the purchasers are debited. For purchases involving company vehicles, the cost centres for the departments are charged. For purchases involving employees, the personnel cost centre is charged and the receipts are passed on to the personnel department. The purchases are recorded as a deduction from the monthly salary account. Cash revenues are passed to the central cashier’s office in financial accounting.
The attendant is responsible for seeing to the refilling of the station’s fuel tanks. As soon as a minimal level is reached (with reserves for five workdays), he orders a tanker delivery from the fuel supplier. This account is settled directly with the company accounting department (debit against the fuel account and payment of the supplier).
IT applications are naturally already up and operating for Personnel (including payroll), Accounting (financial accounting, receivables, payables, cost accounting), and Plant and Machinery (real state, machinery, fleet).
Objective: To put a new IT application in place for substantially simplifying and streamlining administrative activities.
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