BÁO cáo HIỆN TRẠNG và kế HOẠCH ỨNG DỤNG CÔNG NGHỆ THÔNG TIN TRONG QUẢN lý và KINH DOANH e

BÁO CÁO HIỆN TRẠNG VÀ KẾ HOẠCH ỨNG DỤNG CÔNG NGHỆ
THÔNG TIN TRONG QUẢN LÝ VÀ KINH DOANH

REPORT ON THE STATUS AND PLANNING APPLICATIONS
INFORMATION TECHNOLOGIES IN MANAGEMENT AND BUSINESS
The development of science and technology are making increasing use of
technology in the operation of the business. This means asking about the quality of the
product, the information technology services (information technology) should also be
adequately advanced, applications must support more diverse, more fully the activities
of the business.
The customer is the source of all business, no customers no company can
survive. With the importance of survival so should most of the businesses are
constantly promoting his image in advertising campaigns, promotional scale as well as
improving the quality of products and services to customers.

However, with the wealth of valuable resources on their customers, most
businesses do not care about how to manage and exploit the most effective. How to get
a comprehensive view of its customers? How to exploit the data warehouse has about
its customers to search more new customers and forecast or evaluate market trends?
How to assess the level of effectiveness of the Sales Department? … Lots of questions
left open affecting the sustainable development of enterprises.
The combination of information technology and management experience which
has allowed managers to optimize the operation processes as per standard management


system. A system with network, thus requiring the development people must have deep
huge vision, generalization is not only about information technology but also strategic
vision in management.


1. Enterprise introduction

Company name: VIPCO HALONG COMPANY LIMITED.
Trading name: VIPCO HẠ LONG
VIPCO Ha Long Company Limited (formerly Branch of Waterway petroleum
Transportation Company I "VIETPETROCO") based in Halong city with industries to
provide marine services to ships. In 2006, VIPCO was founded with the model is a
subsidiary of independent subsidiary (directly belongs to the Vietnam Petroleum
Transport Joint Stock Company - VIPCO). Currently, VIPCO Halong concentrated in
two main business areas are marine fuel supply services (bunkering) and maritime
agency services. The total number of employees have 60 people in that office with 20
people including: the Director, Deputy Director, Business Department, Shipping
Agency Department, finance and accounting, General and 40 employees working on
05 bunkering barge,.
The vision
Become one of the leading service providers in Vietnam in the field of bunker
and is the hub of the ship agent for transport companies.
Mission
VIPCO Halong has the mission to build the brand through the fuel supply
services and the maritime agency services with professionalism, quality and highefficiency, eco-friendly environment.
Core Values
• Diligent and thoughtfulness in providing services.
•

To provide the services in accordance with with international environmental
protection laws as well as in local.

• Appreciate the time value of customers when planning services for ships.
Key to success
Based on the criteria always improve the quality of services and long-term
business history with good reputation makes the current success of VIPCO Halong.

Organizational model diagram
Board of
Directors

Chairman

Director

Deputy Director

Business
Dept.

Shipping
Agency
Dept.

Financial
and
Accounting

General
Dept.

Barges
1. TH 01
2. TH 08
3. TH 09
4. TH 10

5. H 24

2. Status of applications of information technology, information systems,
electronic commerce (e-commerce) in the company
2.1 The status of applications of information technology, information systems
All staff working on the office of the company is equipped with low
configuration computer due to equipped in 2009. The company has built an intranet
with the server having the Exchange email system. The staff recruited to work at the
corporate offices are in informatics for office, Internet using skills, communication
proficiency in English, reading, listening, writing, pretty or more depending on the
position work (For example: Business and Shipping Agency Dept.).
Information technology applications, enterprise information system as follows:
• Informatics in office: MS Word, Excel, Exchange, digitized documents for
business, management and storage service...


• Information processing dealing with customers via email, Skype, Yahoo
Messenger.
• Data mining (via the internet): partners, customers, competitors, conferences,
journals, reference information, research materials, expertise, etc.
• Administration: statistics, data reporting, business operations management of
goods, import exists, the accounting profession, the fixed assets. The company
is currently using dedicated software PBM - Accounting Business
Administration petroleum by Petrolimex Informatics Center (now is informatics
and telecommunications Petrolimex JSC) deployment.
• There is also the mandatory application of the tax authorities, Customs, port
authorities (shipping procedures), Border Guard and other state authorities...
2.2 The reality of e-commerce applications
• So far the company posted the promotion of company information on some the
websites

as





;

;




;
;


• The company has registered the domain name ;
but not to build a website to promote the company's
image, services, products ... as well as not applying Infomation technology
strategy in implementing B2B e-commerce, eMarketing, customer relationship
management, supply chain management and human resources management...
• The company is in the development stage information Trade (i-Commerce).
• No person in charge of recruitment plans Infomation technology.
3. SWOT analysis (related to information technology, information system, ecommerce).
SWOT analysis is one of the five steps of the business strategy of an enterprise.
To establish the development strategy of information technology, information systems,
e-commerce,businesses have analyzed the strengths, weaknesses, challenges, and
opportunities from which to build model suitable for the application of information

technology in inmanagement and business.


Strengths

Weaknesses

• Most of the officials and employees • Top management companies do not
of the company have qualified pretty

have

management

experience

or

evenly, responsible, dedicated and

experience inappropriate, understanding

passionate about the work. The

Infomation technology and English too

relevant skills, experienceare well-

little hospitality management formal

educated.

training, basically.

• Director broad has solid relationships • Restrictions on the relationships with
with

PETROLIMEX

Group

and

• The company lacks direction, no clear

partner companies.
• Capable of quick response sensitivity
for the job and market.
• Computer

system

foreign customers.
goals, no specific strategy in times of
crisis.

synchronized, • Professional skills of the Business

stable operation.

Manager are not high.
• The financial situation is difficult
because of the prolonged debt clients, or
inability to pay (due to the shipping
industry is going down, low rates ...).
• No officers are dedicated to the field of
information technology.
Challenge

Opportunities
• For

several

years

information • The

merger

and

restructuring

technology is one of the industry to

organizational

model

achieve the highest growth rate in the

generate more surplus labor.

companies

economy of Vietnam. . During the • Transport market is quiet; this difficult
past decade, the average growth rate

situation can last for a few years.

of the industry is 20 - 25%, in the • The

competition

of

professional

field of software growth of 30 - 35%.

brokerage companies in the same

During the current crisis, the demand

industry, even suppliers.

for applications in production and • Customers in countries not yet ready for
Infomation technology business is not

the

technological

development

of


affected, even more favorable by

cognitive psychological habit.

Infomation technology is one of the • Rare bank or business that stands out as
effective measures to cut costs,

a financial guarantee of the seller and

improves efficiency of production and

buyer, to prevent risk in trading e-

business activities.

commerce.

• Promotional

information

on

the • Legal corridor is uncompleted, difficult

internet is widely popular. Demand
for payment of the products or
services through the network are
growing.
• The company is approaching the
foreign clients therefore e-commerce
is also one of the factors that create
trust, convenience for the clients in
transactions and is a trend in the
integration period.
• The Government of Vietnam has
many incentive policies to promote
the development of e-commerce.

to implement.


4. Compare with its competitors and the industry.
Identify and reviews competition:
4.1.

The Vietnam Ocean Shipping Agency (VOSA)

• VOSA is the oldest Maritime Agency (established in 1957) has much strength
in business lines with long experience in the market of transport and has the
support from senior state management organs in the field of marine affairs. As

the hub agent is known by many ship owners and have branches in most of the
ports.
• Their computer system is modern and just uses the email for transaction.
• Website of VOSA company:

Website with introduction of information, little update on the status of the market,
the deal may reasonable be some internal information.


4.2.

Fratelli Cosulich Bunkers (HK) Ltd

• This is one of the big brokers in the industry for bunkering. The company
inherited the customer relationship from the parent company that is based
in Italy. The parent company is the family company was founded 150
years ago with a lot of experience and multidisciplinary activities in the
field of transport.
• There are branches in the U.S., Hong Kong, Singapore, India ... and
Vietnam.
• Internal IT system is rather good, in business applications such as
receiving orders, order processing ... at all branches.
• The company has no own Website but often promote on specialized sites,
including

;

;

...

• The Website of the company Fratelli Cosulich:


4.3.

B12 Petroleum Company (B12).

• B12 is a very big company in the petroleum business on land with long
experience in the oil industry is the most supplier of the northern region
(B12 Company - founded in 1973).
• Abundant resources, the computer system is equipped and upgraded
regularly. The application of information technology to manage the
business, with PETROLIMEX- ERP and implementing by FPT Company.
• Has high competitive ability due to they can adjustable their sale price.
• Website: />
Website of B12 is updated regularly on the status of the market, business and
internal information.


5. Analysis of experiences, lessons learned from other companies at home and
abroad.
So far the demand the application of information technology in business
operations, analysis, monitoring customer needs, receive orders, process orders ... is
essential.
-

Vietnam Petroleum Corporation (PETROLIMEX) system has been operating
successfully Petrolimex - ERP and implemented in most of the member
companies nationwide. The system helps corporate leaders understand the
situation of goods, market demand assessment ... thereby making the right

decisions and accuracy in business and management.

-

Adaptec Group improved production activities through e-commerce.When
buyers purchase requirements, the program will launch their new system and
send orders to suppliers. The process takes only a few minutes compared to 4-6
days as before. Annual savings of inventory costs up to $ 10 million, giving the
company the ability to change the technical standards easier, improve business
relations... (References - Information Systems Management - PGSM).
In addition, foreign bunkering broker firms have succeeded in the application of

information technology.
6. Search the solution applications of information technology in the industry.
The company also has research to promote business solutions, search, service,
customer care ... Construction plans for human resource management system,
customer relationship management, suppliers, finance and accounting, restructuring
the organization model, the labor re-edit, layout, labor recruitment consistent with the
management, business and system development infomation technology. Current
business situation and financial are having difficulties, so our company will consider
partial deployment plan.
7. Application strategy of information technology and e-commerce to the 20132016, 2020.
The company plans to mobilize from many different sources in order to
implement IT applications in company operations efficiency and cost savings.


The application and exploitation of results information technology, develop their
full potential, the advantage to proceed to the e-commerce development in order to
enhance the competitiveness of enterprises, the implementation of the promotion,
referral and search the market for the goods and products in the context of

international economic integration.
Expected the remainder of the year 2014 will upgrade the internet line, the
company computer network system for consistent standards. Training in information
technology, e-commerce and foreign languages for the field staff involved. Establish
business strategy in line with the market situation, the establishment and development
of the information technology strategy-oriented technology and business. Study, learn
and regularly updated information technology trends in the future to invest in the right
direction.

Iphone 2020

Follow the principle: "Thinking Big - Start Small - Quick Action".
2020 - To fulfill the application of ERP systems and the application of new
technologies to serve company business and management.
8. Action plans and goals
Overall goal:
• Every step of the wide application of information technology in the
company activities to enhance the capacity, performance, management,
fast, convenient, save, more efficient.


• Investing in information technology infrastructure, use the operating
management software, CRM, eMarketing ... improve operating capacity,
management and business.
Specific objectives:
• The investment to upgrade the company computer system. Expected the
end of 2014 will complete establishment new construction company
computer network system for all departments according to unified
standards. Recruiting qualified staff with understanding of information
technology and e-commerce.

• Training in information technology and e-commerce for team leaders to
raise awareness about the role and the position of information technology
in the service of business, economic development, leadership training,
information

system

management

information

technology-oriented

business strategy and information technology.
• Invest to HR management System, CRM ... to improve their
competitiveness.
• Investing in technology, development and improvement of the quality of
the service, to maximize benefits, build competitive advantage, make a
difference.
Plan of action
On the basis of the IT strategy of the company, by reference and action plan on
consulting, deployment time, number of employees and expected performance for the
period 2013-2014 are as follows:
Purchase of software: $ 50,000 (Equivalent: 1.05 billion VND).
System hardware cost: $ 40,000 (equivalent: 840 million VND).
Expected duration: 15 months, including 12 months of software deployment and
system integration (operate in parallel), 03 month trial.
The number of employees expected: 25 persons.
The average cost of maintaining the system: 2.500 USD / year. (Equivalent: 52.5
million VND).

The cost of buying software and hardware originally planned depreciation for 6
years. Equivalent to 323 million VND / year.


In the first phase expected to implement the following modules:
1. Customer Relationship Management
2. Inventory management, order, order processing...
3. HR management, salary.
4. Accounting and financial management.
5. Construction

and

mining

sites:



;

, promote in various magazines and specialized
websites.
Based on the organizational model and operation after the year 2014 our
company will deploy the application Petrolimex-ERP system into business and
management.
Turnover, annual profit
Annual revenue from 300-400 billion, profits from 600 million to 2 billion,
depending on the market situation.

THE CONCLUSION
Understanding and proper application information technology will help
managers to have proper directions and decisions to achieve the desired results.
Above is the analysis and solution based on my personal understanding after
completing the course of Management Information Systems. I would like to sincerely
thank Dr. Nguyen Van Thoan helped me get more the scientific basis, the management
skills and recognize the shortcomings in the management of our company. Using
knowledge learned of the teacher, I will try to improve the management systems,
working processes, create a better working environment for employees and direct for
sustainable development of company in the future.
REFERENCES
1. Management Information Systems lecture 2. References - Information Systems Management 3.
4.
5. Internal document of VIPCO HALONG