Topic:
Improvement in Business Processes Through the Use of MIS Management Information System – MIS Organization: Coca Cola Beverages Pakistan Limited – CCBPL
TABLE CONTENTS
Acknowledge -------------------------------------------------------------------------- Page. 02 Introduction of Project --------------------------------------------------------------- Page. 03 Information System ------------------------------------------------------------------ Page. 04 Role & Importance of Information System Organization: (International Level -Coca Cola Company) ------------------ Page. 05 Introduction and History of Coca Cola Company Mission of International Coca Cola Company (Coca Cola Beverages Pakistan Limited – CCBPL) -------------------------- Page. 05 Introduction and History of Coca Cola Beverages Pakistan Limited –
ANKNOWLEDGEMENT
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CCBPL Objectives of CCBPL Organization Structure of CCBPL Management information System using – SAP --------------------------------- Page. 08 o Sap R/3 Functions SAP Function: BASIS Information System Voyage Information System Fit Information System Detail Activities of the Software’s ------------------------------------------------- Page. 14 Case Study ----------------------------------------------------------------------------- Page. 17 Supply Chain Performance Management o InfoTech’s & SAP Conclusion ------------------------------------------------------------------------------ Page. 20 References ------------------------------------------------------------------------------ Page. 21
First of all, we are very thankful to Almighty Allah, who blessed us with skills, talent, energy and confidence that made us successfully complete our final project of management. Though it’s a useful task, it needs committed efforts, study, devotion and most of all guidance to be accomplished successfully. Among all these elements, guidance and study is of maximum importance. We are very thankful to “Sir, Rizwan Khan” for his massive guidance at every stage. He did his best to make us understand everything. This project would not have been possible
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without his cooperation and continuous direction.
Introduction of Project
The project has been given to us by Sir, Rizwan Khan to visit the organization and observe to see the working of IS (information system) that has been used in the organization. In this project we have seen the working of Information System in an Organization. The organization which we have selected for this project is Coca Cola Beverage Pakistan Limited (CCBPL). For this purpose, we arranged the interview with the manager of Coca Cola Beverages Pakistan Limited by using our references; we visited to the Coca Cola Beverages Pakistan Limited at appointed date and time. In Coca Cola Company we meet with Mr. Sohail Ahmed Abbasi who is the branch sales manager of the CCBPL which is located at I-10/3, Industrial Area Islamabad. We asked the questions from Mr. Sohail Ahmed Abbasi about the Information System that has been used by them. We come to know that they have been using various software’s i.e.: Bases, Voyage, Fit integrated in SAP. As they have been using these software’s for their SD (Sale and Distribution) branches in Pakistan from many years, then we asked the activities that have been performed by these software’s. Then they elaborate all of their software’s activities in
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details which we have discussed them.
Importance & Role of Information System The information system plays closely constant role in organization. the system secure/make sure of that a smart information is collected from the various supply, process and send added/more to all the impoverished destination. The system is to satisfy the info wants of a personal, a set of individual, and the managing government workers: the managers and top management. Today information system is well thought-out to be of permanent importance, sometimes regard as the name center of a corporation. Such system facilitate call manufacturers in organizations by gave/given that info at totally different stages of call creating so greatly help the organizations to complete their (already set beforehand) goal and goals. Further additional, the information system that isn't tolerably meant for fastidiously studied, designed, do/complete or is unsuccessfully maintain may offer developed wrong, unrelated/unimportant or no longer useful/no longer used information which can well (check for truth/prove true) deadly for the organization. In other words, organizations today simply cannot continue to exist and develop while not properly planned, designed, put into use and maintain info system. It has been well understood that data system enables even little organizations to over offset the (process of individuals creating, selling, and buying things) of level fancy by their higher rival and as a result facilitate in given that a competitive frame over different organization. The information system facilitate in planned, managing control. The information system helps within the clerical individual within the operation process and answer the question on the info having to try and do with the operation. The position of a particular operation, the position of a particular record and reference on type of documents. The information system helps the central management in tiny term programming; goal setting and controlling the business perform. It is support by the utilization of the management tools of development and organizes. The information system entertainment industry the role of data invention, communication, problem recognition and helps in the method of decision-making. The information system so, plays a very vital role within the management, management Associate in process of an organization.
The information system helps the low-ranking management employees by providing the operational information of coming up with, development and manages, and helps them more in decision creating at the operational level to an out of organize
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condition.
Introduction of Organization Those coca cola particular organization may be a standout amongst the greatest manufacturers, distributer what’s more marketers for drinks in the universe. It might have been framed done 1886. Coca cola bids added than 400 varieties for unevenly added than 312 nation-states. Mission of Coca Cola International Our mission to the individuals who pass our merchandises to hungry customers, The Coca Company is a share of lives the world over. History of CCBPL Coca-Cola is, no doubt prepared Furthermore devoured over 48 nations of the universe. The territories secured toward coke are isolated under Different zones and domains. Over particular case zone alternately territory, there need aid 12-15 nations. South West Asia district includes:
Pakistan India Philippines Thailand Hong Kong Burma
At present, Coca-Cola is No. 2 in Pakistan sales wise and market share after Pepsi, which is the market leader. But overall in the world, Coca-Cola is No. 1. The head office of South West Asia region is in Lahore. Plants & Warehouses of Coca Cola Beverage Pakistan Limited (CCBPL) In Pakistan, around are 6 places where the granted units produce and 13 Depositories that are sell Coca-Cola. Some of these territories are: Lahore Karachi Islamabad Faisalabad Gujranwala Multan Rahim Yar Khan 3
Out of these 11 territories 8 territories have been purchased by Coca-Cola international now in Pakistan. Most of the territories in India and Pakistan now have been operated by CocaCola International itself. Start of CCBPL Coca Cola Company on track its industry in Pakistan in 1953, with the brands. The name of the company was “CCBPL”. The company was result of a dual scheme among The Coca Cola International, Fraser and Nevis Singapore and Package ltd. It taught many resident bottling businesses Pakistan, lately most of the bottling businesses have stayed learned by the business and now it has substituted its care to enhancement up their bonds in Pakistani marketplace. Islamabad Beverages Location Plot No: 29-B, Kahuta Road, Humak Industrial Area Islamabad. Mission Our Roadmap twitches with of our task, which is durable. It states our tenacity as a house and attends as an ordinary in contradiction of which we deliberate our travels and judgments. Vision “We will develop the finest and leading presenter bottler in the creation”
Objectives of CCBPL
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Goal which CCBPL wants to achieve are followings:
To continue the excellence of product. Product should be complete in the marketplace in such a method that it must satiate the (related to people who use a product or service) desires.
Organization Structure 94,800 employees are currently working in the Coca Cola Company. According to the organizational chart there are five hierarchical levels at the corporate level. Management Director (MD) Human Resource Managers Marketing Managers Finance Manager Production Manager Quality Manager Administrator Manager
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Information System use in Coca Cola Beverages Pakistan Limited – CCBPL We visited the Coca Cola Beverage Pakistan Limited - CCBPL office Islamabad branch which is located in I-10/3 Industrial area, After Meeting Mr. Sohail Ahmed Abbasi the sales manager of Islamabad Branch, we come to know that there are 2 different Information System – IS which are working under one main Information System Following is the hierarchy of Information System with Departments in which they are implementing:
CCBPL INFORMATION SAP BASIS Carry all the records of Sale & Distribution
VOYAGE FIT
Voyage act as Decision
FIT is use to impliment or
Supporting System
reccord the details
SAP (System Application Product) SAP stand for system, Application and Products in data processing 1. 2.
SAP is fourth part biggest programming organization on the planet The SAP R/3 structure is an industry programming roll intended to organize all zone
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of a industry. It gives end to end answers for financials, producing, logistics, appropriation and so
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on. All business technique are accomplished in one SAP frame and conveying undeveloped files to each one.
SAP may be endeavor asset arranging (ERP) framework by sap AG, particular organization based crazy from claiming Walldorf clinched alongside Germany. After those immensely effective R3, sap made an ever increasing amount corner product like
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client association administration (CRM), SRM, XI (now known as methodology coordination
or PI) What's more at the end of the day existing up to the measures for sap Eventually Tom's perusing administering tight reconciliation with their center Ecc programming. The most up to date versify of the suited may be sap Ecc 6. 0. SAP History SAP Founded in and around 1972 by five IBM engineers. SAP – Modules & Integration
SAP Functions 1. 2. 3. 4. 5.
FICO – Finance & Control PP – Production Planning MM – Material Management SD – Sales & Distribution HR – Human Resources
SAP R/3 SAP overhauled R/2 to R/3. SAP R/3 is the customer/server rendition of the product and it is 3 level engineering in which three layers Presentation, Application and information base are introduced in three server/framework.
SAP SD (System Application Product – Sales and Distribution) SAP SD is essential component of SAP and it is a portion of logistics. The principle
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exercises of SD are deals request taking care of, dissemination of shipments to clients,
charging process, client receipt, conveyance SD module is completely coordinated with different modules in the SAP R/3 framework, for example, Finance , Phrasing (MM),Production Planning (PP). Characteristics of SD (Sales and Distribution) 1. Components to execute the benefits of the business techniques utilized within those selling, shipping and charging for results What's more benefits. 2. Firmly coupled information stream of the other sap modules — coordination. 3. Multilingual/Multicurrency: a few dialects camwood make utilized. Change between currencies will be programmed Furthermore interfacing will SAP's ongoing money rate database On Germany empowers operational utilization. 4. Adaptable Furthermore hearty purpose that is custom-made through setup. R/3 permits you with alter those result to meet those particular necessities for your association. This may be done through the IMG (Implementation Guide) what’s more other capacities.
BASIS (Beverages Advanced Standard Information System – AS400) A homogenous sales accounting software structure cast-off by most of the Coca Cola bottlers in the world, the most imperative data is upgraded to the data structures from the colossal volume of information in the agent application.
Retail: buy request, products receipt, receipt Sales and dissemination: request, citation Inventory Controlling: products development Production: discharge: affirmation of a creation request Plant support: formation of a warning, production of a practical area Quality administration data framework: settling on an utilization choice
Key Features of BASIS
PIS - Purchasing Information System: invoiced sum, net request esteem, number of
conveyances SIS - Sales Information System: deals volume, approaching requests, returns, deals
request esteem IC - Inventory controlling: valuated stock receipts, normal utilization, absolute
utilization esteem, number of material developments SFIS - Shop Floor Information System: request amount, lead-time, line time,
execution time PMIS - Plant Maintenance Information System: number of notices, number of
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breakdowns, interim to repair
QMIS - Quality Management Information System: add up to parcels, mean quality
score, lead-time TDF - Transport Data Framework: Distance, whole, number, length, volumes
VOYAGE (Decision Supporting System - DSS) Voyage is an application specially designed for distributions of Coca Cola Industry - CCI, which provides taking online order and provides to make all transactions such as invoicing and dispatching fast and quick. Voyage CCI is an application specially designed for resellers of CCI, which provides taking online order, and provides to make all transactions such as billing and dynamic dispatching fast and quick. The mobile application of the same application will be used by direct distribution locations of CCI. You can use this function to create, edit, and update voyages.
You can assign a vehicle to the trip. The system copies the data that is relevant for
the voyage from the vehicle master data to the voyage (average speed, for example). Additional information about the voyage can be entered as free text, inserted, and
loaded and saved as a local file. If you ship materials from the remote locations back to the base location, the system also automatically creates shipments from each remote location to the base location
if the relevant indicator is set. You might enter those real flights also landing date. You camwood enter those genuine flight and landing date.
FIT (Transaction Processing System - TPS) Fit Information framework is go about as a Transaction Processing System in CCBPL which serves to bolster operational level by monitoring the basic exercises and exchanges of the association. The primary motivation behind framework at this level is to answer routine
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inquiries and track the stream of exchanges through the association. This framework covers
things, for example, Daily deals, receipts, money stores, credit choices, stream of material and so on. Features: Five useful sorts are famous 1. Data Entry (Through Keyboard, Bar Codes or Magnetic Swipe Cards) 2. Transfer through WAN (Wide Area Network) 3. Fit Information System Batch or Online (Data Base) 4. Transfer through WAN or LAN (Wide or Local Area Network) 5. Information Access (In shape of Reports: Customer Status, Quires & Account Balance)
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Working of FIT Information System
Data Entry Example: Oder Taking, Keyed In, Bar Code Wand
FIT - DATABASE
ONLINE QUERIES
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REPORTS: CUSTOMER STATUS
Detail Activities of the Software’s Detail Activities of Information System Coca Cola Beverages Pakistan Limited – CCBPL
Voyage Information System (Decision Supporting System) Fit Information System (Transactional Processing System)
Fit Information System In CCBPL fit Information system is act as a Transaction Processing System in which serves to support operational level:
Start from taking order from retails/wholesalers to delivering them in their warehouse or retail shops.
Activities/Functions of FIT Placing Order: First activity of sale and distribution channel is taking order from retailers/customer.
Sales Persons of CCBPL visit their customer 2-3times in a week to take order of their retailers/customer. The Represented of the CCBPL use mobile point of sale (MPOS) to record the order by: o By name of Retailer/Customer o Quantity o Address o Location o Payment Method (Before the delivery or After the delivery)
Supplies: CCBPL Islamabad branch order the supplies of Coke Drink twice in the week. Form different bottling plant around the country and each shipment contains 125, 000 Liters Coca Cola. The decision of the ordering the certain demand of coca cola get from Voyage (Decision Supporting System). The demand for coke varies from day to day according to its need. Shipment: Each shipment bear cost Loading Cost (From Port in Cargo Truck) Unloading Cost (All the way to warehouse) Port Warehouse Cost
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o o o
o
All the cost are been recorded on daily bases in main sale and distribution system BASIS (Beverages Advanced Standard Information System)
Expenses: Daily cost like: o
Hiring of New Employee: o Name of Employee o Address o NIC card number o Contact info o Past experience o Salary Detail o All information is been recorded with the main BASIS system of sales and distribution.
Voyage Information System In CCBPL Voyage Information system is act as a Decision Supporting System in which serves to support to Middle Level and help them to take decision about Supplies and help to identify expenses in daily, weekly or monthly bases, and find way to overcome them. Activities/Functions of Voyage o
Shipping File Voyage Information System – VIS contains the full information and file of shipping files which are provided by the Fit Information System to the BASIS. BASIS helps to give information access to Voyage in the shape of Graphs and Diagrams with the previous record and comparison with them.
o
Port Distance
Information like shipping files same as recorded of Port Distance. But in Port Distance the destination of Shipment is already been given with the time and the full address of the port warehouse.
o
Fuel Consumption
Voyage IS contains full information and complete detail files of fuel consumption being
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use on daily bases by a single branch and by categories:
o o o o o o
Motorbikes Manager Vehicles Head of Department Vehicles Big Loading and Unloading Machine Trucks Other Carriage and Frights
Voyage estimate part is to look the ship charted where to deliver the shipment at a particular port or warehouse, complete information and address is give in the voyage. Easily can change and reassign the new location but to edit this, first have to get the rights to use this authority of editing the location and address from main office from BASIS/SAP system. o
Restriction File
Each branch has selective region or area of delivery their demand coke and some restriction area. Voyage contains all the information with him, with the name and address complete information of branch. Help the branch head to identify their task and restriction task not to perform or limited by head office.
Flow of Sales and Distribution Information System
BASIS Information System
VOYAGE Information System
FIT Information System
Case Study Coca-Cola is working with SAP to develop software to improve efficiency in the drinks firm's Supply Chain Performance Management. Technology produced by the collaboration could be used across the beverage industry
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Date: Late 2010’s & Early 2011’s (North America)
Coke’s global supply chain is a vastly complex network of plants, bottlers, warehouses and customers, along with multiple product lines following multiple supply chains with differing objectives. The point of the execution is to give Coca-Cola more data at the store and record level to enhance its retail client connections. The challenge: achieving consistent reporting and having real-time information on which to base tactical and strategic decision making. Coca-Cola as of now runs different ERP and store network administration applications, including SAP's R/3 material and generation arranging applications. Be that as it may, these frameworks don't interface store conveyances with back-end frameworks. Despite implementation of Advanced Planning & Optimization (APO) and SAP software “Coke couldn’t get consistent metrics across the plants. It was difficult to get accurate information to compare. Plus, Coke had new ventures; reporting rules weren’t consistent and some people went back to spread sheets and had only their own information.” Because the same set of rules was not used throughout the company, the existing metrics system wasn’t sufficient for Coke. Even when using different KPI’s (Key Performance Indicators), simple things like stock out and fill rate were different. The system went live with Coca-Cola North America, combining SAP Business Objects with ITC’s Supply Chain Performance Management. The implementation – completed in cooperation with SAP Consulting has been rolled out across the North American region and is a key milestone for Coca-Cola, allowing it to effectively align supply chain goals with business goals, providing visibility into end-to-end supply chain processes to help drive process consistency. Coke established a set of supply chain principles it wanted to implemented:
Focus on metrics needing no manual intervention Focus on metrics to drive profit consistency and metric consistency across the supply
chain Focus on industry standards that are not Coke specific Develop a robust system for reporting hierarchies that change when business changes
After the planning stages, it went live in November, 2010. ITC and SAP created what they call a “different” solution because of understanding of metrics and score management framework
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Installed a three-phase approach:
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Proof of concept: Primarily to validate functionality, scalability and flexibility in Coke’s
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environment, which we completed early in 2010; Foundation phase: Create a robust foundation for metrics and reporting, a measurement that’s easy to implement out of the box. We completed that in
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November. Exploitation phase: Identify long-term metrics and improve them on an ongoing basis. This step is under way.”
The implementation of SAP Business Objects Supply Chain Performance Management was begun by ITC InfoTech in July 2010. A project team of 12 experts was involved in the implementation, focusing on supply chain, business warehouse, enterprise portal, delivery and project management. After multiple rounds of tests and architectural reviews, the application today reports the supply chain performance for the areas of demand planning, production and customer service. The performance scores are available on a real-time basis and users have the flexibility to create their own reports and dashboards based on their areas of interest and priority. “With globally extended and complex supply chains, it’s critical for companies to enable actionable insight that supports continuous improvement with an end-to-end view of performance and root-cause analysis,” said Thad Dungan, vice president, Solution Management at SAP. “Aligning supply chain strategy with corporate objectives across key lines of business in a timely and cost-effective manner can make all the difference in achieving superior supply chain performance.” As the North American application advances, Coca-Cola is planning a global rollout that will help it map, manage and monitor supply chain strategy, have consistent definition and common data sources for metrics. The strategy will help empower Coke’s supply chain strategy and tactical decision making through real-time access to critical information.
Recommendation
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The project (study) was conducted on Coca Cola Pakistan Beverages Limited (CCBPL) Islamabad branch I-10/3 Islamabad basically; the CCBPL is the sub nation branch of The Coca-Cola Company (United States). The project was to identify the Management information system which the company SD (Sale & Distribution) branch, Islamabad is been using to record daily transaction information or data of their customers, clients and their
employees. We are been told that all the information systems are set or adopted by the centralized management IT of the company from main of its heads. Although study was conduct on management information system of SD branch Islamabad we come to know that they are using for their different IS to record sale transactions, and information of their employees, client and customers in their data base on daily bases. MIS – Management Information System
SAP
BASIS
VOYAGE
FIT
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SAP (System Application Project) CCBPL using SAP R/3 structure which is an
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industry programming roll intended to organize all zone of an industry. BASIS (Beverages Advanced Standard Information System – AS400) is basically a technical component or we can say another terminology of SAP which core focus on
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controlling Beverages industry activities. Voyage and Fit are two next tiers of BASIS in which information flow under the head of BASIS system. Voyage and Fit cannot exchange information with each other the only information they get from the BASIS like waterfall. Information Flow BASIS
Information Send Back VOYAGE
FIT Information 8. SAP facilitates the SD branch on BASIS system that helps them produce restrictions Provider to limit their staff up to some limits. Staff area unit restricted they can’t use the BASIS and VOYAGE data system, they will only use match data system to provide commands and supply daily routine activities.
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Problem Facing
The only downside they're facing is that the double time and afford to place info} or information within the BASIS system and there's restriction of your time when 5PM or 6PM the net BASIS system get off.
Once the sale person place the order through MPOS it direct happen within the BASIS system, then the accountancy person transfer the sale data (transaction) into stand out (into spread sheets/Excel) and prepare all the day group action and data
in it. At the top of the day, time of closing that specific person transfer all the day data in BASIS system that lead to have an effect on and take double time to record and because of this most of the time data or information being misplace or miss to record within the system.
Recommend Although the entire system is functioning effective and with time to time the entire system is review and maintain (from the purpose of bug or any error’s). to reduce the afford, errors and avoid the double time and misplace of knowledge} or data, the knowledge ought to be recorded at the very initial place/time once the dealing happen through sale person through the MPOS (GPRS) o It solely needed accuracy and care handling of information. Record keeping person ought to handle the data at very first/initial stage of the dealings by online o
sinking it on BASIS system. To minimize the risk, we advise computer base system software. System then automatic access the info of client and workers, that facilitate them specially in sale and distribution area and it work as: automatic match the present client information (name, address, and no. of dealings etc.) whenever the dealings occur the system match the client and sale person handling it by their name’s and in result it automatically fill the rest of the dealing requirements. This will facilitate them to avoid the double-entry bookkeeping system and managing the information rigorously and accurately with time effective.
Conclusion We concluded that SAP (System Application Product) the information system of CCBPL is actual respectable and as easy as user friendly. SAP divides the each department according
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to its activities and performance also treated as daily bases and regularly routine bases.
SAP techniques simplify divide the work in to groups and in nature of work. Like; Sales & Distribution, Accounting and Finance activities etc. Also help the user to understand the activities as work cycle and enable its user to give commands. SAP also helps the organization to create restrictions to restrict their employees up to some limits. Like in SAP SD department (sales & Distribution) employees are restricted they can’t use the BASIS and VOYAGE information system, they can only use FIT information system
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to give commands and provide daily routine activities.
References http://www.reporties.com/coca-cola-internship-report Submitted to Higher Education Commission Pakistan on 2015-11-11 Submitted to Higher Education Commission Pakistan on 2010-02-06 http://help.sap.com/saphelp_46c/helpdata/en/c1/3754f7449a11d188fe0000e8322f96/content .htm http://help.sap.com/printdocu/core/Print46c/en/data/pdf/LOLIS/LOLIS.pdf http://www.computerweekly.com/feature/Coca-Cola-and-SAP-collaborate-on-managingsupply-chain-networks http://www.sdcexec.com/article/10325447/things-go-better-with-cokes-supply-chain
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http://www.csc.com/application_services/success_stories/78846coca_cola_supply_chain_m anagement_success_story
