Reports

Driving License Issuing Authority Karachi: Business Report

by Ravi Magazine · Published 22nd January 2016 · Updated 31st May 2016

Driving License Issuing Authority Karachi: Business Report

COMPANY’S PROFILE

BASIC INDUSTRY KNOWLEDGE

The “Driving License issuing authority, Karachi” comes under the sindh police .They issue a license to certify that the person is eligible to drive a car in Karahci. This is the biggest license issuing center Pakistan as the highest numbers of cars are driven in Karachi. This authority has issued license to more than 500,000 driver’s license to different people.

PRODUCT AND SERVICES OFFERED

The Driving license issuing authority basically issues license to those who are eligible to drive a vehicle. They offer two types of license

National driving license: This license certifies that the Government of Pakistan has made this person eligible to drive a car in any area of Pakistan.

International driving license: This license certifies that the Government of Pakistan has made this person eligible to drive a car in any part of the world.

MAJOR COMPATETIORS

Until now only two cities of Pakistan have installed a system to provide a computerized license. The driving license issuing authority, Lahore is the only other authority .Thus the only competition is with this authority.

IT LEGACY IN THE COMPANY

Till date this is the only system installed in the company .The company might install any other system in the future but right now they don’t have any plans to do so. They only plan to upgrade the system with the passage of time. They don’t feel the need for installing any other system (like MIS, DSS, etc).

But the sindh police do plan to extend this system to other cities so that all the system through out sindh may become computerized.

BRIEF HISTORY OF THE ORGANIZATION

History of the organization not available, although tried to find it out through various sources.

THE SYSTEM FAMILY:

There are no systems other than this system in this authority. This is the only system working in this branch. So there is no system family.

ORGANIZATION CHART:

This chart briefly shows the division of management level at this authority. This chart only shows the heads of the departments. There are many people working under these divisions.

THE PROFILE OF THE SYSTEM IN FOCUS

NAME OF THE SYSTEM

The information system focused is named as “Driving License issuing system”. It is a type of operation support system and comes under the category of transaction support system .This system also includes some features of decision support system.

PURPOSE OF THE SYSTEM

Before the installation of this system the process of recording transaction and issuing of data was all done manually. Large size registers were used for the collection and storage of data. This process consumed a lot of time, money and man power and there were greater chances of error and forgery. Thus there was a need to develop such a system which :-

Can issue a computerized driving license .
Can maintain a database so that the company may always have correct and up-to-date data.
Takes less time to produce a license.
Reduce the chances of error (which were always there since all the process was done by hand).
Does not require huge registers to record data.
Reduces the paper work.

As a result a system was installed to achieve the above mentioned purpose :

NUMBER & TYPES OF USERS

This system is operated by system operators. There are 7 computers out of which

– 1 MAIN COMPUTER

– 1 SNAP SHOT COMPUTER for permanent driving license

– 1 SNAP SHOT COMPUTER for learner driving license

– 4 OPERATING COMPUTERS

This MAIN COMPUTER is operated by ASI of the branch while remaining 6 are operated by computer operators.

DEVELOPED BY, YEAR OF COMPLITION, DURATION

This system was developed by Mr. Naeem Haider Zaidi, Chief Executive of an IT institute “computa”. This system took around 3-4 months for its completion and was installed in June 1998.Later in April 2000 it was upgraded.

BACK-END & FRONT-END SOFTWARE

Microsoft Access is used as front-end software And Visual Basic is used as back-hand software in this system.

ROLE OF THE SYSTEM-IN-FOCUS

This system is basically a transaction processing system (TPS) with some features of a Decision support system (DSS). It processes data resulting from a transaction i.e. when a form is submitted for the issuance of a driving license. First data is entered into the system from where a report is generated and a database is maintained.

Data

entry

DATA

PROCESSING

Data

entry

DATA BASE

MAINTANENCE

This system also provides interactive support to end users during the decision making process. This system supports the system operates in making decisions. The system provides end uses with options to select. The options are mentioned in the table below.

This chart shows the options available for taking decision. The same options are also available with the learner license input screen.

THE IMAGE OF THE SYSTEM-IN-FOCUS

SATISFACTION LEVEL OF THE MANAGEMENT AND THE END USER WITH THE OUTPUT

The basic function of this system is to produce a license. According to the

Management the system is performing this task properly and they are fully satisfied with the level of output. They say

The system is highly efficient.
It is functioning properly.
It takes only few minutes in processing and producing a license.
It easily maintains a record of all transactions.

According to the ASI of the branch (who is the head of this system) after the up gradation of the system in 2000 there are negligible complains related to this system.

The operators are also satisfied with the system because they believe that this system has made the process more easy and efficient. They no more have to work on huge registers, there is less paperwork now.

USER FRIENDLINESS LEVEL OF THE SYSTEM-IN-FOCUS

(USER’S PERCEPTION)

Calling this system a user friendly system would not be unjustified. It is very easy to operate. This is very easy to operate. This system requires only basic computer knowledge for its operation. Anyone with little computer knowledge can operate it without any difficulty .

The operators have the same views about the system mentioned above. In there perception this system:

Does not involve technical or difficult operations.
Issuing easy to understand.
Involve small steps
Does not require lot of typing.

Overall this system is very simple in its operation. All the operators are satisfied with the level of its user friendliness.

OUR OBSERVATION ABOUT SYSTEM’S USEFULNESS:

After having a detailed study of this system we think that this system is very useful and extremely important for the company. Some of its uses are mentioned below:

The most important use of this system is that it produces a driving license which can not be forged.

This system has totally replaced the old style of working in which every thing dependents on pen and paper.

Previously tracing a license was not easy, it use to take even days to trace a license and locate information about its holder. This system has finished this problem by providing a complete database. It is very useful for this purpose.

Although there are some areas of improvement ,but still this system is efficient in producing

These points indicate that this system is of utmost importance for the authority

AREAS OF IMPROVEMENT

Although this system is functioning properly and is well in its place still there are some areas which require improvement. Some of them are mentioned below:

Right now this system holds a data of around 500,000 people .this system is not well equipped to hold such a huge data so there are many chances that this system might collapse in near future

There are only 7 computers installed as terminals and out of these only 4 computers are used for entering data which takes a lot of time as there are many people who come to get there license. This makes the process longer and creates inconvenience for the people

Since this system carries a database there should be more password security. In this system once you enter the main menu you can change the whole data easily as there are no security checks. Only one password is required to enter the system after which the whole areas become accessible

SUGGESTIONS

Following are the suggestions we came up with for the problems mentioned above

The company should upgrade this system using SQL as its software instead of visual basic as VB has a very limited storage capacity while SQL has a huge storage capacity. This is very important for the company as the data will always keep on increasing so they need a software which can match there requirement.

The company should install more pc’s as they may have more terminals so that they may increase there speed of data entering.

As mentioned before, the authority should increase there password security system. They should assign password to there database as well since this is extremely important. The password should stay with the top management so that people may not mess up with the data stored on the system.

Last but not the least; the authority should expand the area of the application of this system to other cities of sindh as well. This will make all the licensing system efficient and the data of the entire issued license in sindh, which come under the sindh police, may be accessed by people working in these areas through network.

INFRASTRUCTURE OF THE SYSTEM-IN-FOCUS

TABLE OF MAJOR MENUS WITH PURPOSES

DATA ENTERY:

Permanent license: This opens the permanent license form.
Learner license: This opens the learner license form.

SNAP SHOT

Permanent license snap shot : This opens permanent license snap shot form.
Learner license snap shot: This opens learners license snap shot form.

PRINT SERVER

Print permanent license: This prints permanent license.
Print learner license: This prints learner license.

REPORT

Daily license report(permanent):Shows daily report of permanent license.
Daily license report(learner): Shows daily report of learner license.
Condone license report: Shows daily report of condone license.
Other district license report: Shows daily report of district license.
License summary report(permanent):Shows summary of permanent
License summary report(learner) : Shows summary of learner license.
Complete license report: Shows complete report of all license.

MAINTAINANCE

Delete temporary files: By this we can delete files.
Daily backup: This open the window form where we can do daily backup.
External backup: This option enables us to backup from any disk or CD.
Restore data: By this we can restore the data typed a little while ago.
Restore database: It can restore data base.
Compact learner pictures: This shows the compact form of picture
Compact permanent pictures: this shows the compact form of picture.

SYSTEM

Change user password: Enables to change password.
Change sign: Enables to change signature of the person who is authorized to sign the license.
Permanent license fee entry form: Opens fee entry form.
client side path settings: To change client settings.
license last number: Shows the last license number entered.

HELP

About: It shows the pages where details for help are given .

TABLE OF MAJOR INPUT SCREENS
1. PERMANENT LICENCE FORM: This is the form where we enter data of those applicant who want a permanent license.
2. PERMANENT LISENCE SNAP SHOT FORM: From here we take snap shot of the applicant.
3. LEARNER LISENCE FORM: This is the form where we enter data of those applicant who want a learner license.
4. LEARNER LISENCE SNAP SHOT FORM: From here we take snap shot of the applicant.

TABLE OF MAJOR REPORTS

ALL LICENSE : This shows the report of all the license issued for all types of vehicles.
OTHER DISTRICT LICENSE: This shows the report of the license issued for district other then Karachi.
LICENSE SUMMARY REPORT: This shows the report telling the facts and figures like how many license were issued ,the fee collected etc .
CONDONE LISENCE: This shows the report of all the license condoned.

TABLE OF HELP AND DOCUMENTATION AVAILABLE:

There are no major tables for help or documentation. Only some details are available related to the software.

APPENDICES

SUMMARIES OF THE VISITS

1^st MEETING

DATE: 8^th March 2002

TIME: 12:45 pm

AGENDA:

Studied the software.
Studied how it is operated.
Saw how license is produced.
Visited all different departments of the company.
Took the reports.

2^nd MEETING

DATE: 31^ST March 2002

TIME: 5 :35 pm

AGENDA:

Took the print screen of all the input screen.
The contacted person again showed the system and this time allowed us to browse in it our self.

PERSONS CONTACTED
Naeem Haider Zaidi

Chief executive of “Computa, the American center”

Gulshan Iqbal, Karachi

– Mr. Imtiaz

ASI Karachi police,

Driving License issuing branch

karachi

SYSTEM AND DATA SECURITY

This system carries sensitive information about all the people who apply for the driving license. For its security purpose this system has different passwords and backup

PASSWORD SECURITY:

To access this system the user has to type in a password. Only the operators have the password. No outsider can enter this restricted area. This way the authorities have tried to make the system secure.

DATA BACKUP:

In every system there are chances of it’s failure. If such a thing happens all the data on the system is lost and to get back the lost data is impossible.

To avoid such a situation companies use backup system . For this particular system the company saves the day to day data on discs. By the end of the day all the data is copied on discs which provides the company with some back up data.

EXECUTIVE SUMMARY