IT Project Report on HPCL

8/16/2019 IT Project Report on HPCL

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HINDUSTAN PETROLEUM

CORPORATION LIMITED

A

Project Report on

Management Information Systems

Submitted by: Group: A-1[BATCH NO 2011-13]

NAME O!! NO"TESH ASHA 11002

N"#"TA BA!" 1100$NEETH" NA" 110$$CHAN%AN

&AHE!'AN"

110$(

H"MAN" &A"HA 110)0

Submitted to:

Prof.Hitendra Lachhwani

Tolani Institte !f Management Stdies" Adipr. Page #


2/23

AC#NO'!E%GEMENT

$e are greatly than%fl to Prof. Hitendra Lachhwani for giding

s throghot or MIS project. His e&pertise is also of great help

to or project.

$e are also than%fl to the SR.INSTALLATION MANAGER MR.J.M

NAIK and the sta' of (A)*LA T+RMI)AL ,HP-L for all theircooperation and for their spport for ma%ing or project.

Tolani Institte !f Management Stdies" Adipr. Page /


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CONTENTS

1* "NTO%+CT"ON*******************************************************************$

2* M"SS"ON, "S"ON AN% .+A!"T/ &O!"C/********************************

3* ST+CT+E O OGAN"SAT"ON O %"EENT %E&ATMENT

$* THE +NCT"ONS AT %"EENT %E&ATMENTS AE AS

+N%E:-*****************************************************************************(

)* "NOMAT"ON !O'*********************************************************11

* TANS&OTAT"ON MO%ES*************************************************13

* E&OT S/STEM***************************************************************1)

(* "NOMAT"ON TOO!S********************************************************1* %EC"S"ON TA#EN AT EACH !EE! AN% "NOMAT"ON

E.+"E% O THAT AE AS O!!O'S:*****************************1

10****************************************************************SEC+"T/ S/STEM

****************************************************************************************20

11***********************************ECOMMEN%AT"ON AN% S+GGEST"ON

****************************************************************************************21

Tolani Institte !f Management Stdies" Adipr. Page 0


4/23

"NTO%+CT"ON

HI)*1STA) P+TR!L+1M -!RP!RATI!) LIMIT+* 2HP-L3 is a 4o5ernment

of India +nterprise with )a5ratna Stats. It6s an oil indstry which was

fond in #789. HP-L is a ortne 4lo;al aled ?rand in India. HP-L is ha5ing /=@ Mar%eting share in India

among PS16s 2P1?LI- S+-T!R 1)ITS3 and a strong infrastrctre. It

operates / major reneries prodcing a wide 5ariety of petrolem

prodcts: one in Mm;ai" Maharashtra 2west Bone3 which is also the Head

!Cce of HP-L and second in >isha%hapatnam 2east Bone3 .It holds eDity

sta%e of #E.7


5/23

#. P+TR!L K Petrol is %nown as Motor Spirit 2MS3 in oil indstry" which is

mar%eted throgh its retail pmp and is reglarly sed in personal

5ehicles./. *I+S+L *iesel is %nown as High Speed *iesel 2HS*3 in oil indstry.

This prodct is mar%eted throgh its retail pmps as well as terminal

and depots .It6s consmer6s are not only ato owner6s ;t also

transport agencies" indstries etc.0. L1?RI-A)TS K HP-L is the mar%et leader in l;ricants and the

associated prodcts. The prodct commands o5er 0=@ of the Mar%et

Share in this sector. The poplar ;rands of HP l;es are Laal 4hoda"

Milcy" Thanda Raja" (oolgard etc.9. LP4 K LP4 is LiDeed Petrolem 4as which is sed for hosehold

prpose ;asically as a coo%ing gas and it6s in liDid form.IATI!) T1R?I)+ 1+L K AT ser5ices is pro5ided at 5arios

airports in India for more than half centry. HP-L facilitates to spplyto J+T A# at Indian Ports.

E. 1R)A-+ !IL It6s ;lac% oil which is sed in ships.

The (A)*LA T+RMI)AL is ;asically in5ol5ed in recei5ing" storing and

distri;tion of the inished Prodcts li%e MS" HS*" rnace oil and l;es.

In (andla Terminal there are total /9 tan%s in the terminal in that 0 tan%s

are ndergrond and the rest /# tan%s are a;o5e grond and there is

specic tan% for e5ery specic prodct.

Tolani Institte !f Management Stdies" Adipr. Page


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M"SS"ON, "S"ON AN% .+A!"T/ &O!"C/

M"SS"ON: The mission of HP-L is to enhance their prodcti5ity"

proti;ity and Dality of the prodcts so that they can ;e the )o.# in

!il Indstry ;y ta%ing into care the cltral heritage and the

en5ironment and the cstomers and employee.

Tolani Institte !f Management Stdies" Adipr. Page E


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"S"ON: The 5ision of HP-L is to ;e $orld -lass +nergy -ompany to

;e %nown for its caring and delighting its cstomers with good

Dality prodcts in domestic and international mar%et. The company

will ;e e&cellence in social commitments" en5ironment" employee

welfare and relations" health and safety norms.

.+A!"T/ &O!"C/ : The -ompany is committed to deli5er ality

Petrolem ProdctsN to the costmers on time" e5ery time in order to

achie5e Total -stomer *elightN. As it6s important for all companies

to o;tain cstomer6s satisfaction.

ST+CT+E O OGAN"SAT"ON O

%"EENT %E&ATMENT



8/23

He4dO56e

Nort7Ce8tr49:o8e

Nort7:o8e

E4;t:o8e

'e;t:o8e

#48d94Termi849

Se8iori8;t4994tio8

m484*M*N4i?@

&9488i8<A

Oper4tio8;

%ep4rtme8t

M4i8te8486e A

&ur674;e

%ep4rtme8t

1i8486e%ep4rtm

e8t

Hum48e;our6e

%ep4rtme8t

S4Bety ASe6urity%ep4rtm

e8t

Sout7:o8e

Nort7'e;t:o8e

THE +NCT"ONS AT %"EENT

%E&ATMENTS AE AS +N%E:-

#3Planning F !perational department/3Maintenance F Prchase department03inance department93Hman Resorce department


9/23

1@ &9488i8<

Oper4tio849 dep4rtme8t: Planning is the rst

and foremost acti5ity of any organiBation. Rest all

acti5ity are depended pon it.)o organiBation can sr5i5e for a long period withot

proper planning of the di'erent nderta%ing at adi'erent department. At e5ery stage planning has to

;e done. irst of all planning is made relating to the

goal of an organiBation and accordingly the department

at a di'erent le5el plan and accomplishes the goal.In the same way at HP-L also according to the

reDirement of the dealer and consmption they plan

for the ftre reDirement. Again here also they shold;e aware of the stoc% which is a5aila;le with them in

the tan%s" order recei5ed from cstomer" goods in

transit etc. Their planning again depend pon the retail otlet i.e.

their petrol pmps" what is the Dantity a5aila;le with

them" how mch order is recei5ed" how mch they are

going to recei5e the prodct from head oCce etc. Hereagain they %eep in mind the total mar%et of the region"

li%e other retail otlets trno5er their share in the

mar%et and at what rate the reDirement will increase.

Here planning changes e5ery month. !5er here in this

organiBation the normal capacity of the tan% is #/0==

(L ;ased on this prodct is recei5ed and spplied.

2@ M4i8te84

86e &ur674;e dep4rtme8t:Maintenance is also a

prime acti5ity for any organiBation. At HP-L also they

need to go throgh the same. Here also maintenance is

reDired for the fel tan%" pipe lines ;oth within the

organiBation and also of those which are coming from

(andla port to HP-L" water tan%s" motors" other



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machinery etc. The fel tan% is sed for < years for

storage and then after e5ery < years maintenance is

done for it. or that they need to empty the whole tan%

and nderta%e the whole maintenance wor%s which

inclde chec%ing the thic%ness of the plate form

otside" inside" downward" chec%ing of any lea%age orwea% area of the tan%" painting etc. There are two

manholes in the tan% which is %ept open for some days

so that the gas which is present in it gets e&hast in

air. Also there are hge nm;ers of motors of


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department is to pro5ide the man power to the

di'erent departments. There are reDirement of

di'erent employees" la;ors" some technical e&perts

etc. The management according to the reDirement

as%s to the department to ma%e arrangement for the

same. The recritment process is also nderta%en atthis stage" right from the recei5ing application to the

nal selection and the placement of employees. As and

when there is a reDirement of man power at di'erent

le5els of the department" there wor%s start right from

allotting tas%" timing" specialiBation etc.

5) S4ety Se6urity dep4rtme8t: Safety here is themost important %ey of the organiBation. +5en a mintemista%e can trn into the ;ig disaster. So 5arios safetymethods are adopted to a5oid sch sitation. Li%e rightfrom the entering into the premises of HP-L there is astrict restriction on carrying cell phones" match ;o&"cigarettes" and any gadgets that can lead to spar%s etc.or employees also di'erent safety arrangements are

ta%en. $hile going to their respecti5e jo; they sed towear safety helmet" Safety glo5es" safety shoes etc andwor% is nderta%en ;y the e&pert6s sper5ision. Theyneed to %eep chec% on the electricity part also as it alsomay trn disastros" for that 5oltage inpt and otpt ista%en into the accont. ire e&tingishers are %ept ina;ndance Dantity e5erywhere. There is a siren alsowhich immediately informs to the employees if any re

;rea%s ot. There are two water tan%s a5aila;le in thepremises.

Tolani Institte !f Management Stdies" Adipr. Page ##


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"NOMAT"ON !O'Informational Oow plays an important part in an organiBation to

commnicate easily with other departments and get proper" correct and

easy way to wor% in ;ig organiBation sch as HP-L.

In HP-L the information Oows from top management to lower

management li%e a S+&&!/ CHA"N MANAGEMENT so that the

process of information spread easily in organiBation. The prodct is

send ;y head Darter and H! wor% as a top management they pass it

on information a;ot the prodct to the planning and operational

department a;ot it.

I. How mch Dantity of the prodct is comingII. $hich prodct is comingIII. In which shipQ5essel its comingI>. At what time it6s going to reach the destination port

This information is send ;y head Darter to planning and !perational

department then its Oow ;y planning and operational department to

port so that they easily get there prodct at proper time .Then afterrecei5ing the information from H! the wor% of Planning and

!perational department is to pass the information to nance

department that H! has sent the prodct throgh 5essel so do all the

formalities of port" now here planning and operational Oow the

information to the port athorities also at same le5el so that port

athorities get the information that at what time the 5essel is coming

In which ship it6s coming After that the port commnicates to nance

department that flll all the formality of -stom so that prodct geteasily departed from 5essel to pipeline for the terminal.

After that port athorities again commnicate to planning and

operational department ;efore # hor ;y sending mail that they are

now starting to pmp the prodct throgh pipeline. After recei5ing the

mail Planning and !perational department again commnicate" after

recei5ing the prodct they mail to Port athorities that we recei5e the

prodct. After Hman Resorce department is ready with the wor%ers

who are ta%ing care of the prodct is send to the correct terminal

Tolani Institte !f Management Stdies" Adipr. Page #/


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which is allotted for the specic prodct and see that the tan% is not

o5er loaded ;y the prodct if there is sCcient prodct in the tan%

then it6s a responsi;ility of the employee to %eep that prodct in the

pipeline only" so that prodct is properly adjsted in the tan% and not

;e access in the tan% so that it does not ;rst in tan%. Then hman

resorce department also Oow the information to the Maintenance and

Prchase department ;efore storing the prodct in the tan%. It6s a

responsi;ility of the Maintenance department that the tan% is not

ha5ing any pro;lem in storing the prodct and see that prodct is

properly adjsted in the tan%. After that Maintenance department is

responsi;le to commnicate with the Safety and Secrity department

that when the wor%er6s are wor%ing in the terminal area the wor%er are

sppose to wear safety helmet and safety ;oots also so that all the

mishaps are a5oida;le and they insre their wor%ers are on safe side.

In this terminal the type of networ% se to commnicate is B+S

TO&O!OG/*

In this way the information Oows smoothly in these mch di'erent

department.

Tolani Institte !f Management Stdies" Adipr. Page #0


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TANS&OTAT"ON MO%ES

There is only one mode of transportation for recei5ing the prodct for the

storage in terminal that is as follows:

• >essel system

Ep9484tio8:

e;;e9 ;y;tem: Head Darter send the prodct throgh 5essel

;ecase the prodct is easily recei5ed to the terminal throgh it.

Then throgh the pipeline it is directly connected to ports and with

terminal. So when the ship reaches the port there is pre decided

jetty where the ship placed and from that it is connected to the

terminal pipeline then from there the pmping of prodct starts and

after that it directly reaches to the specic tan% in terminal.

There are three way of transportation mode for the distri;tion of the

prodct which is stored in the warehose. They are as follows:

• Tan% trc%2TT3

• Tan% wagon6s

• A5iation facilities

Ep9484tio8:

T48? tru6?: or distri;tion of prodct in local mar%et or in retail

mar%et the mode of transportation mostly sed is tan% trc%. They

load optimm le5el capacity of the tan% trc% so that it is easily



15/23

distri;ted and can ;e carried safely to di'erent locations. Mostly

the trc%s ha5e the capacity of /= (L 2/="=== Liters3. In that there

are for compartments" in which di'erent prodcts can ;e lled in

each department or same prodct can ;e lled as reDired.

T48? D4


16/23

E&OT S/STEMReport system is also the easy and formal mode of commnication in an

organiBation. If any information is send to H! regarding to the

organiBation then it is to ;e send throgh reports only. There are < type of

report system is to ;e sed they are as follows:

Sto6? mo8t79y report

Sto6? d4i9y report

S49e; report

&ur674;e report

Mo8t79y %i;tributio8 &948

EF&!ANAT"ON:

Sto6? mo8t79y report: This report says a;ot the monthly stoc%%ept for the prodct. It %eeps the record of how mch prodct is

there" how mch is needed" how mch can ;e stored and how mch

left after spply done at the end of the month. The report is send to

H! ;y the planning department.

Sto6? d4i9y report: This report says a;ot the daily stoc% %ept for

the prodct. It %eeps the record in day to day spply of the prodct"

daily how mch sale done and sees how mch prodct remainingafter the spply. The report is send to H! on a daily ;ases.

S49e; report: This report is made of sales done of the prodct to

di'erent dealers ;y trc% tan%" tan% wagon and a5iation facilities.

How mch to ;e done" to whom and when.

Tolani Institte !f Management Stdies" Adipr. Page #E


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&ur674;e reportre6ei4b9e produ6t report: In this report the

detail of prodct is mentioned that how mch goods recei5ed in the

terminal when the prodct recei5ed the appro&imate gaging is

done and get noted after when the prodct settles in the tan% proper

gaging is done and after that report is send to H!.

Mo8t79y di;tributio8 p948 =M%&@: This report is done ;y H! so

that departments are informed a;ot the stoc%" distri;tion of the

prodct and a;ot how mch the prodct going to ;e recei5ed in the

whole month so the all the employees set their target ;y seeing the

monthly plan.

"NOMAT"ON TOO!S



18/23

Information Tools

+mail

Indent Management system

2IMS3

Manal IdentiAcation System

Internet

Hindstan Portal

Sms

"NOMAT"ON TOO!: - At HP-L di'erent information tools are sed

to commnicate within as well as to commnicate with otside

people. ew information tools are as nder:

• E-m4i9:- +mail wor% as an information tool in the organiBation it is

;een sed ;etween H! and manager to pass the information a;ot

what is going on in the organiBation on daily ;ases and on monthly

;ases also.

Tolani Institte !f Management Stdies" Adipr. Page #


19/23

• "8ter8et: - Internet facilities ha5e made the Oow of information

easy. $ith the help of internet 5ehicle monitoring system 2>MS3 is

sed to get the e&act information of location of Trc% Tan% 2TT3 so

that the theft of fel and other illegal acti5ities are a5oided and the

cstomer can get the deli5ery on time. Also a loc% along with the

sensor is t on the e5ery compartment of the trc% tan% so that if

someone try to open that it he can ;e caght red handed. )ot only

that sensor is installed at the dri5er6s place to monitor the speed at

which trc% tan% is mo5ing" whether it is in the right direction or

de5iating from the trac%.

• M48u49 "de8ti64tio8 Sy;tem: - Here some information6s are

ta%en manally ;y employees. Li%e measring the fel in the tan%"

temperatre of the fel" water le5el in the tan% .In manal

identication system there is specic tool they are sing that is

measrement copper tap and copper gaging.

• Hi8du;t48 port49: - There is an internet facility at the HP-L which

is sed ;y their employee to get them pdated. In this system

information relating to employees at di'erent department with their

jo; prole is a5aila;le.

• "8de8t M484


20/23

%EC"S"ON TA#EN AT EACH !EE! AN% "NOMAT"ON

E.+"E% O THAT AE AS O!!O'S:

In sch a ;ig organiBation li%e HP-L the decision is mostly ta%en ;y

head Darter ;ecase in %andla port terminal the prodct is only

Tolani Institte !f Management Stdies" Adipr. Page /=


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stored and H! only decide that where the prodct is distri;ted

How mch is distri;ted

The information also Oow from HP-L terminal to H! a;ot the

prodct that how mch stoc% is there if there is access in stoc% then

they gi5e information to H! that please don6t send the prodct

;ecase we ha5e ma&imm stoc% in the terminal now the H! ta%e

the decision where to send the prodct and in which terminal of

there they send the prodct.

Here the department only ta%es the decision to distri;te the

prodct to the local retailer whether to sell or not. And whether to

allow them any discont.

They also deal with local prchaser in the mar%et they ta%e the

decision that which prchasers are gi5en rst preference to

distri;te the prodct and that decision is ta%en ;y planning and

operational department. Here t7e 6o86ept o C+STOME

E!AT"ONSH"& MANAGEMENT S/STEM applies.

They also ta%e decision regarding safety and secrity ;y their own

when any tan% trc% enter into the premises they ta%e all the detail

and that information Oow ahead.

Tolani Institte !f Management Stdies" Adipr. Page /#


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SEC+"T/ S/STEM

The safety policy of this company is:

#3 -arry ot the wor% in safe manner protecting the people and property.

/3 Also ensre awareness among the employees" contractors and others

for all responsi;ility and acconta;ility for safety on and o' at wor%

premises.

Many secrity things are %ept to pre5ent from disaster. As

inOamma;le prodct is stored at this terminal so protection and safety is

reDired. irst of all it shold ;e mentioned a;ot the IR+ SIR+). This

siren is made when the day starts and when the day comes to an end. If

the siren is for 0=seconds that means the oCce hors are complete forthe day and if this siren rings more than # minte then it means that

there is a re in the organiBation.

or any 5isitor to the company" the secrity gards at the entrance

chec%s the 5isitor6s ;ag if heQshe carries" cell phones are not allowed to

;e carried to the organiBation ;ecase de to the spar% in the cell phone

there can ;e chances of re in the organiBation. Then the information li%e

5isitor6s name" entry time" e&it time" place from where they ha5e come"reason for what they ha5e come and signatre of the 5isitor are recorded.

Then they are pro5ided with 5isitor ;adge for the entry to the company.

+arthing is also one type of secrity pro5ided for a5oiding static

electricity. The company pro5ides Oame proof torch" loc% of ;rass" Oame

proof wal%ietal%ie and wooden spanners.

If sddenly re occrs then to handle it two water tan%s are there" re

engines" foam containers and sprin%lers. There are PP+6s 2PersonalProtecti5e +Dipments3 also to protect the employee sch as safety

helmet" safety shoes" safety glo5es and re pro&imity sit.

There is also a re cloc% at entrance gate representing the 5arios

places in the terminal and the arrow in it 2hand3 shold always ;e in safe

Bone in normal condition.

To monitor the location of tan% trc% the '"E!ESS SENSO

NET'O# is sed which is placed on it for the secrity of the prodct.

Tolani Institte !f Management Stdies" Adipr. Page //


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ECOMMEN%AT"ON AN% S+GGEST"ON As this terminal of the organiBation is mainly wor%ing manally so it

shold ;e con5erted into flly atomation" to ma%e the wor% done

Dic%ly" easily" eCciently and smoothly. The atomation will help this

terminal to ta%e the decision e'ecti5ely and it will also help the

information Oow.

T l i I tit t !f M t St di Adi P /0

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