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Mis in unilever

  1. 1. MIS IN UNILEVER IT, Privacy, Security, Supply and Customer relationship 12/10/2012
  2. 2. Letter of Transmittal We would like to request to our course instructor Ms. Maria Tahir to kindly accept this report and take into consideration to work that we have accomplished according to the requirement. FORM GROUP MEMBERS; FAIZA JAVAID SHUMAILA BASHARAT IQRA NAQVI
  3. 3. ACKNOWLEGMENT A work is never a work of an individual. We owe a sense of gratitude to the intelligence and co-operation of those who had been so easy to let us understand what we needed from time to time for completion of this report. I want to express my special gratitude towards Ms. Shumaila Sattar, AM Planning- Skin cleansing, Unilever R.Y.Khan, for giving their precious time and helping us. I am also thankful to our MIS lecturer Ms. Maria Tahir for giving us such a unique project and helps us to enhance our knowledge.
  4. 4. PERSONAL LEARNING STATEMENT While conducting this project we have learned how to work collaboratively, how to communicate with individuals, how to ask questions, how to develop research design, how to analyze data. Inspite of all this the major change we observed in ourselves was that we have gained so much confidence with an added value of curiosity and critically analyzing the areas of interest.
  5. 5. DEDICATION We dedicate this report to our parents and friends in recognition of their worth and to our teachers who are the guiding force for us and it is their effort and hard work that showed us the path of success and proprietary which would be there for us for the rest of our lives. Our thanks to all those who have generously contributed their theoretical knowledge to this report including our teachers, without their understanding and support completion of this work would not have been
  6. 6. EXECUTIVE SUMMARY This report explains information technology and management infofmation system in Unilever Rahim Yar Khan. It explains security , privacy policies in Unilever and how the company is handling all these and what are their steps in case of any breach. Unilever steps for securing its software, laptops and mobile handhelds have been discussed in it. It also explains some of the systems in Unilever as its operations are increasingly dependent upon IT systems and Mnagement of Information. We have further explained e-business strategies of Unilever and different technologies which are being used by Unilever like GDSN ( Global Data Synchronization Network), RFID ( Radio Frequency Identification Device), Ariba, Unilever Private Exchange and ISIS. This report gives a brief view about ULTRA ( Unilever Trade Automation), that how this software is working and how this software has made management and delivery service better. We have also explained about Kalido software and SCM ( Supply Chain Management) in Unilever.
  7. 7. UNILEVER 1:HISTORY: The company was formed by a merger of Dutch Margarine Union and British soap-makers Lever Brothers in 1929. Unilever was one of the world’s first genuine multinationals with operating companies in more than 40 countries. The company produces and distributes a vast number of well known brands in the areas of nutrition, hygiene and personal care that are used by consumers all over the world. The history of Unilever dates back to 1885, William Lever established a soap manufacturing company in the UK with his brothers and named the company Lever Brothers in 1885. William Hesketh Lever was born at Bolton, Lancashire in 1852 was the son of grocer. Together with James Lever, William Lever opened soap factory at Warrington, England, in 1885. Their products, Sunlight, the world’s first packaged soap, was very successful. The soup they made in ready moulded tablet. Previously laundry soap was marketed in bars and grocers cut off pieces and sold them by weight.Until 1919 Lever was wholly own an controlled by the founder. By 1919, as a result of ingle minded expansionist, commercial policies, his firm accounted for 60 percent of soap production in Britain. Two butter makers, Jurgen and Van den Berghs formed Margarine Union in 1927. The Dutch Margarine Union merged with Lever Brothers of United Kingdom in 1929 to form Unilever. During the 1930s, the structure and management do Unilever has been describe as a professional largely non- family managed hierarchy.For tax, purpose, two separate entities were established, one in London and another in Rotterdam. Historically, Unilever has grown to be a very multilocal company. However, while the company used to work with regional supply chains on regional brands.Unilever started to globalize their brands in the early and mid 1990s 1.1 HISTORY OF UNILEVER RAHIM YAR KHAN: The Unilever Pakistan Limited (UPL), formerly Lever Brothers Pakistan Limited was established in Pakistan in 1948. The town of Rahim Yar Khan was the site chosen for setting up a vegetable oil factory. Unilever Pakistan is the largest fast-moving consumer goods (FMCG) company in Pakistan, as well as one of the largest multinationals operating in the country. Now operating six factories at different locations around the country. The Unilever's Head Office was shifted to Karachi from the Rahim Yar Khan site in the mid 60's. 1.2 ABOUT UNILEVER PAKISTAN: By far the largest consumer products company in Pakistan, UPL is a part of the consumer products giant Unilever. UPL was established some fifty years ago in the then newly created Pakistan. The town of Rahim Yar Khan was the site chosen for setting up a vegetable oil factory in 1958 and that is where the first UPL manufacturing facility developed.
  8. 8. Today, Unilever Pakistan is a force to reckon with. Its contribution to Pakistan's economic development cannot be overestimated. Now operating four factories at different locations around the country, the company contributes a significant proportion of the country's taxes. It employs a large number of local managers and workers. It provides a pool of well-trained and highly motivated manpower to other segments and has introduced new and innovative technologies into the country. The UPL Head Office was shifted to Karachi from the Rahim Yar Khan site in the mid 60's. By this time the once dusty and sleepy village was the hub of activities for UPL. A residential estate situated near the factory is the home of UPL employees at Rahim Yar Khan. VISION STATEMENT OF UNILEVER: ―To be the best consumer product company in Pakistan and all around the globe in all departments that we deal in.‖ MISSION STATEMENT OF UNILEVER: ―Meet every day needs of nutrition, hygiene and personal care with brands that help people feel good, look good and get more out of life.‖ 1.3 INFORMATION TECHNOLOGY IN UNILEVER: Information technology (IT) is concerned with the development, management, and use of computer-based information systems. Unilever Information Technology is a global information headed by a global chief officer, with a strategy to deliver competitive and cost effective IT solutions to support the business. A common technology framework and standards for architecture, key technologies, processes, information services allow Unilever to leverage its scale in IT. For example, this approach is supporting the setting up and the operation of regional shared services centers for ―back office‖ operations notably in finance and Human Resources, which in some cases are outsourced. The IT function is a key enabler for the ―One Unilever‖ change from a multi-local to a globally aligned business through Improving IT capabilities and processes Improving overall IT infrastructure and service value Strategic outsourcing in selected key areas The implementation across the group of a world –class harmonized ERP system in each region in support of the ― One Unilever‖ programme is progressing well. Unilever partners with a few major suppliers to develop the minimum number of non-overlaping IT systems needed to deliver the business objectives. This promotes radical simplification flexibility and agility faster implementation and reduced cost.
  9. 9. 2:ENTERPRISE INFORMATION SYSTEM: HOW ENTERPRISE SYSTEM HELPS BUSINESS TO ACHIEVE OPERATIONAL EXCELLENCE? An enterprise information system is generally any kind of computing system that is of "enterprise class". This means typically offering high quality of service, dealing with large volumes of data and capable of supporting some large organization ("an enterprise"). Enterprise information systems provide a technology platform that enables organizations to integrate and coordinate their business processes. An enterprise information system provides a single system that is central to the organization and that ensures information can be shared across all functional levels and management hierarchies. Enterprise systems create a standard data structure and are invaluable in eliminating the problem of information fragmentation caused by multiple information systems within an organization. A typical enterprise information system would be housed in one or more data centers, would run enterprise software. 2.1ENTERPRISE SYSTEM IN UNILEVER ONE UNILEVER: One of the world’s largest suppliers of fast moving consumer goods in food, home and personal care categories, Unilever’s portfolio includes some of the leading and best known brands. Unilever for driving businesses, increasing productivity, compliance and protection for its top brands, began a new global productivity initiative called ―One Unilever‖. The initiative was designed in 2004 to eradicate duplication, leverage its scale and make improvements in its focus on consumers and the market place. All of Unilever’s production participated in this productivity initiative Unilever integrated this systems to standardize inventory forecasting, and planning functions with its software system for supply chain, customer relationship system and enterprise resource planning software provider to unify its infrastructure and processes to provide enhanced product traceability and process control. 2.2UNILEVER e-business Strategy: Unilever e-business strategy continues to evolve, implementation of GSDN and RFID technologies and the creation of an online buying system for making certain types of purchases from suppliers. The firms e-business strategy focuses primarily on the use of the internet and information technologies to achieve operational efficiencies in dealing with suppliers and in utilizing its distribution network. As early as February 2000, Unilever was making plan to invest heavily in electronic commerce, in an effort to slash costs, radically change its supply chain and reach out to consumers. The company recognized that it could achieve significant savings by using internet to ―buy everything from raw material to card board‖.
  10. 10. other examples of Unilever forays into e-commerce and IT includes GSDN RFID Unilever Private Exchange Ariba ISIS 3:Information System Are Vulnerable to Destruction, Error And Abuse: When large amount of data is stored in electronic form, they are vulnerable to many more kinds of threats than when they existed in manual form. Through communication networks, information systems in different location are interconnected. The potential for unauthorized access, abuse or fraud is not limited to a single location but can occur at any access point in the network. Digital data are vulnerable to destruction, misuse and abuse, error, fraud and hardware and software failure. The internet is designed to be an open system and makes internal corporate systems more vulnerable to actions from the outsiders. Hackers can unleash , attack or penetrate corporate network. Wi-Fi net programs can easily be penetrated by intruders using sniffer programs to obtain an address to access the sources of the network. 3.1Unilever’s operations are increasingly dependent on IT and management of information. They interact electronically with customers, suppliers and consumers in ways which place ever greater emphasis on the need for secure and reliable IT systems and infrastructure and careful management of the information that is in their possession. This also increases the threat from unauthorized access and misuse of sensitive information. Hardware that runs and manages core operating data is fully backed up with separate contingency systems to provide real time backup operations should ever be required. Policies on data access, privacy, and protection of information are regularly reviewed and employees are trained to understand the requirements. 3.2Policies Of Sharing Information: As a general rule, they do not share your personal information with anyone outside of the Unilever Group. However, may share their personal information with trusted third parties. They may share their personal information with: Their advertising, marketing and promotional agencies to help them deliver and analyze the effectiveness of their advertising campaigns and promotions third parties required to deliver a product or service to customers, such as a delivery or postal service delivering a product that have ordered Law enforcement or government authorities where they have followed due legal process to request them to disclose the information third parties who wish to send information about their products and services, but only if have given them consent to do so third party providers of services, such as data processing, to Unilever
  11. 11. web analytics tool providers, such as Google or Unica they may also share their personal information with companies, organizations or individuals outside of the Unilever Group if we believe that disclosure of the information is necessary for legal reasons. enforce applicable terms of use of Unilever Sites Conduct investigations into possible breaches of applicable laws detect, prevent and protect against fraud and any technical or security vulnerabilities comply with applicable laws and regulations, co-operate in any legal investigation and meet enforceable governmental requests If they do share their personal information with a third party, they use their best efforts to ensure that party will keep information secure, take all reasonable steps to protect it from misuse and only use it in a manner consistent with this Privacy Policy and applicable data protection laws and regulations. Unilever does not sell personal information, except to an entity to which they divest all or a portion of their business (for example, in connection with their sale of a brand), or otherwise in connection with a merger, consolidation, change in control, reorganization or liquidation of all or a portion of their business. 3.3UNILEVER PRIVACY POLICY: UNILEVER PRIVACY PRINCIPLES; Unilever takes privacy seriously. The following five principles underpin our approach to respecting your privacy: 1. We value the trust that you place in us by giving us your personal information. We will always use your personal information in a way that is fair and worthy of that trust. 2. You are entitled to clear information about how we use your personal information. We shall always be transparent with you about what information we collect, what we do with it, with whom we share it and whom you should contact if you have any concerns. 3. If you have any concerns about how we use your personal information, we will work with you to promptly resolve those concerns. 4. We will take all reasonable steps to protect your information from misuse and keep it secure. 5. We will comply with all applicable data protection laws and regulations and we will co-operate with data protection authorities. In the absence of data protection legislation, we will act in accordance with generally accepted principles governing data protection. UNILEVER PRIVACY POLICY A) WHAT DOES THIS PRIVACY POLICY APPLY TO? This Privacy Policy applies to personal information collected by the Unilever Group of companies in connection with the services they offer. Find out more about the Unilever Group at This includes information collected offline through our Careline and consumer call centres, direct marketing campaigns, sweepstakes and competitions, and online through our websites, branded pages on third party platforms and applications accessed or used through such websites or third party platforms which are operated by or on behalf of the Unilever Group ("Unilever Sites"). This Privacy Policy is hereby incorporated into and forms part of the terms and conditions of use of the applicable Unilever Site. For information about the Unilever Group company responsible for protecting your personal information, see Your privacy rights and who to contact below. B) THIS PRIVACY POLICY DOES NOT APPLY TO: information collected by third party websites, platforms and/or applications ("Third Party Sites") which we do not control; information collected by Third Party Sites which you access via links on Unilever Sites; or
  12. 12. banners, sweepstakes and other advertisements or promotions on Third Party Sites that we may sponsor or participate in. These Third Party Sites may have their own privacy policies and terms and conditions. We encourage you to read them before using those Third Party Sites. C) YOUR CONSENT Unilever will not collect, use or disclose your personal information without your consent. In most cases, we will ask for your consent explicitly but, in some cases, we may infer consent from your actions and behaviour. By using a Unilever Site, you are consenting to the relevant Unilever Group company collecting, using and disclosing your personal information in accordance with this Privacy Policy. We may ask you to provide additional consent if we need to use your personal information for purposes not covered by this Privacy Policy. You are not obliged to provide such consent but if you decide not to then your participation in certain activities may be restricted. If you provide additional consent, the terms of that consent shall prevail in the event of any conflict with the terms of this Privacy Policy. If you do not agree to the collection, use and disclosure of your personal information in this way, please do not use the Unilever Sites or otherwise provide Unilever with personal information. D) CHILDREN The majority of Unilever Sites are designed and intended for use by adults. Where a Unilever Site is intended for use by a younger audience, we will obtain consent from a parent or guardian before we collect personal information where we feel it is appropriate to do so or where it is required by applicable data protection laws and regulations (the age at which consent is necessary varies from country to country). If you are a child over the age where parental consent is required in your country, you should review the terms of this Privacy Policy with your parent or guardian to make sure you understand and accept them. If we discover that we have collected information without consent from a parent or guardian where such consent should have been obtained, we will delete that information as soon as possible. Access to certain parts of the Unilever Sites and/or eligibility to receive prizes, samples or other rewards may be limited to users over a certain age. We may use your personal information to carry out age verification checks and enforce any such age restrictions. E) WHAT INFORMATION DO WE COLLECT? In this Privacy Policy, your "personal information" means information or pieces of information that could allow you to be identified. This typically includes information such as your name, address, screen name, profile picture, email address, and telephone number, but can also include other information such as IP address, shopping habits, preferences and information about your lifestyle or preferences such as your hobbies and interests. We may collect personal information about you from different sources, including: F) INFORMATION YOU GIVE US DIRECTLY We may collect information from you directly when you provide us with personal information, e.g. when you register for prize draws or competitions, sign up to receive information, use applications, buy a product or service from us, fill out a survey, or make a comment or enquiry. The types of information we may collect from you directly include your: name address email address user name telephone number credit card or other payment information age date of birth gender
  13. 13. user-generated content, posts and other content you submit to Unilever Sites any other person information you voluntarily provide to us G) INFORMATION WE COLLECT AUTOMATICALLY WHEN YOU USE THE UNILEVER SITES We use cookies and other tools (such as web analytic tools and pixel tags) to automatically collect information about you when you use Unilever Sites, subject to the terms of this Privacy Policy and applicable data protection laws and regulations. The types of information we may collect automatically include: information about the type of browser you use details of the web pages you have viewed your IP address the hyperlinks you have clicked your user name, profile picture, gender, networks and any other information you choose to share when using Third Party Sites (such as when you use the ―Like‖ functionality on Facebook or the +1 functionality on Google+) the websites you visited before arriving at a Unilever Site Most internet browsers are initially set up to accept cookies. You can change the settings to block cookies or to alert you when cookies are being sent to your device. If you disable the cookies this may impact your experience on Unilever Sites. H) INFORMATION WE COLLECT FROM OTHER SOURCES We may receive personal information about you from other sources, if you have given permission for that information to be shared. This may include information from commercially available sources, such as public databases and data aggregators, and information from third parties. The types of personal information that we may collect from such sources include your: name street address age your shopping habits preferences and information about your lifestyle such as your hobbies and interests publicly available information such as user-generated content, blogs and postings, as permitted by law I)HOW DO WE USE YOUR PERSONAL INFORMATION? We may use your personal information to: improve our products and your experience on the Unilever Sites. We may use your personal information to: evaluate the use of the Unilever Sites, products and services analyse the effectiveness of our advertisements, competitions and promotions personalise your website experience, as well as to evaluate (anonymously and in the aggregate) statistics on website activity, such as what time you visited it, whether you've visited it before and what site referred you to it make the Unilever Sites easier to use and to better tailor the Unilever Sites and our products to your interests and needs help speed up your future activities and experience on the Unilever Sites. For example, a site can recognise that you have provided your personal information and will not request the same information a second time collect information about the device you are using to view the Unilever Site, such as your IP address or the type of Internet browser or operating system you are using, and link this to your personal information so as to ensure that each Unilever Site presents the best web experience for you to contact you regarding products and services which may be of interest to you, provided you have given us consent to do so or you have previously requested a product or service from us and the communication is relevant or related to that prior request and made within any timeframes established by applicable laws.
  14. 14. We may use your personal information to: suggest products or services (including those of relevant third parties) which we think may be of interest to you offer you the opportunity to take part in competitions or promotions You can opt out of receiving communications from us at any time. Any direct marketing communications that we send to you will provide you with the information and means necessary to opt out. We may use your personal information: for the purposes of competitions or promotions that you have entered to send you information, products or samples that you have requested to respond to your queries or comments Where we collect personal information for a specific purpose, we will not keep it for longer than is necessary to fulfil that purpose, unless we have to keep it for legitimate business or legal reasons. In order to protect information from accidental or malicious destruction, when we delete information from our services we may not immediately delete residual copies from our servers or remove information from our backup systems. J) MOBILE MESSAGE SERVICES We may make available a service through which you can receive text or other types of messages from Unilever (such as short message service, or SMS, enhanced message service, or EMS, and multimedia message service, or MMS) on your wireless or mobile device ("Mobile Message Service"). If you subscribe to one of our Mobile Message Services, you agree to receive such messages from Unilever at the address or mobile number you provide for that purpose (unless and until you have elected to opt out of receiving such messages by following the instructions in the Your privacy rights and who to contact section below). You understand that your wireless carrier's standard rates apply to these messages, and that you may change your mind at any time by following the instructions in the Your privacy rights and who to contact section below. If fees are charged to your wireless account invoice, you agree that we may collect from you and provide your carrier with your applicable payment information in connection therewith. You represent that you are the owner or authorized user of the wireless device you use to sign up for the Mobile Message Service, and that you are authorized to approve the applicable charges. In addition to meeting certain age restrictions and any other terms and conditions associated with each Mobile Message Service, you may be required to register personal information such as your name, text message, wireless address or mobile phone number. We may also obtain the date, time and content of your messages in the course of your use of the Mobile Message Service. We will use the information we obtain in connection with our Mobile Message Service in accordance with this Privacy Policy. Please note, however, that your wireless carrier and other service providers may also collect data about your wireless device usage, and their practices are governed by their own policies. You acknowledge and agree that the Mobile Message Service is provided via wireless systems which use radios (and other means) to transmit communications over complex networks. We do not guarantee that your use of the Mobile Message Service will be private or secure, and we are not liable to you for any lack of privacy or security you may experience. You are fully responsible for taking precautions and providing security measures best suited for your situation and intended use of the Mobile Message Service. We may also access the content of your wireless and/or mobile phone account with your carrier for the purpose of identifying and resolving technical problems and/or service-related complaints. K) WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH? As a general rule, we do not share your personal information with anyone outside of the Unilever Group. However, we may share your personal information with trusted third parties. We may share your personal information with: our advertising, marketing and promotional agencies to help us deliver and analyse the effectiveness of our advertising campaigns and promotions third parties required to deliver a product or service to you, such as a delivery or postal service delivering a product that you have ordered
  15. 15. law enforcement or government authorities where they have followed due legal process to request us to disclose the information third parties who wish to send you information about their products and services, but only if you have given us consent to do so third party providers of services, such as data processing, to Unilever web analytics tool providers, such as Google or Unica We may also share your personal information with companies, organisations or individuals outside of the Unilever Group if we believe that disclosure of the information is necessary for legal reasons. We may share your personal information to: enforce applicable terms of use of Unilever Sites conduct investigations into possible breaches of applicable laws detect, prevent and protect against fraud and any technical or security vulnerabilities comply with applicable laws and regulations, co-operate in any legal investigation and meet enforceable governmental requests If we do share your personal information with a third party, we shall use our best efforts to ensure that they keep your information secure, take all reasonable steps to protect it from misuse and only use it in a manner consistent with this Privacy Policy and applicable data protection laws and regulations. Unilever does not sell personal information, except to an entity to which we divest all or a portion of our business (for example, in connection with our sale of a brand), or otherwise in connection with a merger, consolidation, change in control, reorganization or liquidation of all or a portion of our business. L) WHERE DO WE STORE YOUR PERSONAL INFORMATION? The host servers for Unilever Sites in the European Economic Area are located in the Republic of Ireland. The host servers for all other Unilever Sites are located in the United States of America or in the Asia Pacific region (Singapore). Your personal information will be hosted in one of these regions, depending on the origin of the Unilever Site you are using or the Unilever Group company you share information with, and will be transferred and processed within that region in accordance with applicable data protection laws and regulations. We may transfer your personal information to servers located outside the country in which you live or to affiliates or other trusted third parties based in other countries so that they may process personal information on our behalf. By using a Unilever Site or otherwise providing Unilever with personal information, you agree to us doing so in accordance with the terms of this Privacy Policy and applicable data protection laws and regulations. You should be aware that many countries do not afford the same legal protection to personal information as you might enjoy in your country of origin. While your personal information is in another country, it may be accessed by the courts, law enforcement and national security authorities in that country in accordance with its laws. Subject to such lawful access requests, we promise that anyone processing your personal information outside your country of origin is required to implement measures to protect it and is only entitled to process it in accordance with Unilever's instructions. M) SAFEGUARDING YOUR PERSONAL INFORMATION We take all reasonable precautions to keep your personal information secure and require any third parties that handle or process your personal information for us to do the same. Access to your personal information is restricted to prevent unauthorised access, modification or misuse and is only permitted among our employees and agents on a need-to-know basis. N) YOUR PRIVACY RIGHTS AND WHO TO CONTACT If you have any questions, comments or concerns about how we handle your personal information, then you may contact us by clicking the Contact Us link on the Unilever Site that directed you to this Privacy Policy. Alternatively, please go to, select the appropriate country and click on the Contact Us link. Your request will be directed to the appropriate Unilever group company. You have the right to tell us if you:
  16. 16. don't want to be contacted in the future by us would like a copy of the personal information which we hold about you would like us to correct, update, or delete your personal information in our records wish to report any misuse of your personal information To assist us in dealing with your request, please provide your full name and details. O) CHANGES TO OUR PRIVACY POLICY We may change this Privacy Policy from time to time by posting the updated version of the Privacy Policy on the Unilever Sites. We will give you reasonable notice of any material change. We encourage you to visit frequently to stay informed about how we use your personal information. P) OTHER UNILEVER PRIVACY POLICIES We may change this Privacy Policy from time to time by posting the updated version of the Privacy Policy on the Unilever Sites. We will give you reasonable notice of any material change. We encourage you to visit frequently Other Unilever privacy policies to stay informed about how we use your personal information. In addition to this Privacy Policy, there may be specific campaigns or promotions which will be governed by additional privacy terms or policies. We encourage you to read these additional terms or policies before participating in any such campaigns or promotions as you will be required to comply with them if you participate. Any additional privacy terms or policies will be made prominently available to you. Sorurce of privacy policies: 4: WHAT ARE THE COMPONENTS OF ORGANIZATIONAL FRAMEWORK FOR SECURITY AND CONTROL? Information systems control are both manual and automated and consist of general controls application control Firms need to establish a good set of both general and application controls for their information system. A risk assessment evaluates information assets, identifies control points and control weaknesses and determines the most cost effective set of controls. Firms must also develop a coherent corporate security policy and plans for continuing business operations in the event of disaster or disruptions. The security policy includes policies for acceptable use and identity management. Comprehensive and systematic MIS auditing helps organizations determine the effectiveness of security and controls for their information systems. 4.1How Unilever took control of its software Unilever has automated the processes it uses to manage its software globally through a service which has saved millions of pounds, reduced the complexity of its software portfolio and improved security. Savings from software de-duplication are massive but are only the beginning, with more effective software licensing and management also providing more security and less complexity. For the last three years Unilever has been using software and services from software asset management (SAM) service providerBusiness Continuity Services (BCS). Unilever, which has about 100,000 desktops and 10,000 servers, uses software known as Software Organiser, which takes audit data gleaned from scanning tools and
  17. 17. matches it up to the company's software licenses. It also uses a service known as the Global Universal Software Library, which is a database of 200,000 software products. This helps Unilever understand how the software they have should be treated, for example does it need a licence or is it a security risk? When Unilever ran an audit using BCS services it found 60,000 different software products. Using the SAM services it has rationalised this to 4,500 commercially licensable products and 800 that do not require licenses but need to be managed. Prior to hiring the services of BCS, Unilever carried of software asset management manually. It used commercially available scanning tools such as Microsoft's systems management server (SMS) and then human resources would go through a lengthy process of checking they are licensed. With about 60% of the information delivered by a software scan not requiring any attention there is a great deal of time and money wasted manually checking. The BCS software automatically removes this information from the results presented. Unilever still uses scanning tools such as SMS but has bought 5 licenses to BCS software and services for its internal SAM team. The Software Organiser does the matching and the Global Universal Software Library will give a deeper insight into the software being used and enable. It now runs an audit every month. In the past it would true-up licences for major suppliers every quarter and less often for other suppliers Unilever spends tens of millions of pounds globally on software licences every year and before the new SAM process was introduced it was taking the software scans at face value and just ensuring it had a license for everything it had. This meant it was paying for software it does not use in many cases. It also meant software that did not require was often ignored, which could put the company at risk of a security breach. 4.2RISK MANAGEMENT AND INTERNAL CONTROL ARRANGEMENTS: The Committee reviewed Unilever's overall approach to risk management and control, and its processes, outcomes and disclosure, including specifically: • Review of level of disclosure in quarterly financial results announcements; • Review of accounting principles and judgements with respect to financial statements, including the annual impairment review of goodwill and intangibles; • Corporate Audit’s interim and year-end reports on the Status of Risk Management and Control, and management’s response; • Annual report from the Chief Financial Officer on business risks and positive assurance on operating controls and corporate policies; and a quarterly review of business risks and safeguards; • The interim and year-end reports from the Code of Business Principles Compliance Committee; • Monitoring the resolution of complaints received through the global Ethics hotline including procedures for handling complaints and concerns relating to accounting, internal control and auditing matters; • review of the application of information and communication technology; • A review of the annual pension report and pensions related accounting and proposals; • Annual review of anti-fraud arrangements; • A review of tax planning policy; and • Review of treasury policies, the annual financial plan and consideration of proposals relating to debt issuance, investment hedge, dividends and a review of the financial implications of acquisitions.
  18. 18. 5: IMPORTANT TOOLS AND TECHNOLOGIES FOR SAFEGUARDING INFORMATION TECHNOLOGY: Businesses have an array of technologies for protecting their information resources. Firewalls prevent unauthorized users from accessing the private network when it is linked to internet. Intrusion detection systems monitor private networks from suspicious network traffic and attempts to access corporate network/ systems. Antivirus softwares checks computer systems for infections by viruses and worms and eliminates malicious software, while antispyware software combats intrusive and harmful spyware programs. Encryption, the coding and scrambling of messages is a widely used technology for securing electronic transmissions over unprotected networks. Digital certificates combined with public key encryption provide further protection of electronic transactions by authenticating user’s identity. Companies can use fault-tolerant computer systems or create high availability computing network to make sure that their information systems are always available. Use of software metrics and rigorous software testing help improve software quality and availability and reliability. 5.1TOOLS AND TECHNOLOGIES USED BY UNILEVER: 5.1.a HOW UNILEVER SECURE ITS LAPTOPS: Unilever has selected the connected back-up/Pc solution from Iron Mountain Digital to secure corporate data held on laptop computers. Prior to selecting Connected back-up/PC, Unilever relied on laptop users to back up their own data using Zip disks and CDs. As a result data wasn’t always backed up at regular basisand the company had no control of the risks associated with data loss. With this back up system, all the data would bring to the IT department and reduced the risk of corporate data loss to the business. 5.1.b UNILEVER SECURES ITS MOBILE DEVICES: In March 2004, Unilever’s top senior management ordered the company’s top executives to be equipped with mobile handheld devices to increase their productivity. CONCERN WHILE CHOOSING HAND HELD DEVICE: Device should support voice and data transmission Should operate on different wireless networks Should be able to view e-mail attachments and word files Should have battery back-up of more than 4 hrs. Blackberry 7100,,7290 and 8700 were selected THE MAIN CONCERN
  19. 19. SECURITY OF HANDHELDS: Selecting the handheld was an easy part, hard was to made it secure. Following points were of main concern; Easy to steal because of portability Penetrable by hackers and other outsiders PDAs and smart phones especially those used by senior executives store sensitive corporate data, such as sales figures, social security no. and customer data. Unauthorized users may b able to access internal corporate networks through PDAs Downloading unauthorized data DEVELOPING SECURITY POLICIES AND PROCEDURES: The important point on which Unilever was focusing was to make these mobile devices secure so that it does not suffer any theft or financial loss. The mobile handheld devices required the same security as that of laptops. Following steps were taken Every employee must use company specified device Proper authentication process Prevent use of alternative e-mail and web services. Applications can’t open both internal and external internet connections User’s can’t install third party applications New security key created after every 30 days Handhelds set to time out after being idle for 15 days After time elapsed user have to re enter password Triggers lockout and wipe of the device after 10 unsuccessful attempts Firewall monitors all traffic and user attempts. BLACKBERRY AND CELLPHONES, OR DO THEY NEED BOTH: Handhelds lock after 15 mints if they set idle Password entry needed after every lock Difficult for executives to carry two cell phones
  20. 20. STORED DATA SECURITY: Extends corporate security to handhelds Password authentication made mandatory through customizable IT policies of Blackberry Local encryption of data can be enforced Wireless command can be issued to the remotely change blackberry device passwords and lock or delete information in case of lost WIRELESS DATA SECURITY: End to end encryption 1. Transport encryption 2. Data remains encrypted in transit and is never decrypted outside of the corporate firewall Two factor authentication Secure data access ( HTTP) IMPACT OF SECURITY BREACH AT UNILEVER: Loss of sensitive customer/clients information like names, phone no. , e-mail address resulting in company facing litigation by clients Unauthorized users may access internal corporate networks Introduction of disabling Malware-software designed to infiltrate or damage a computer system without the owner’s informed consents Financial losses Security breaches tarnish imaged of company Loss of sensitive data like sales figure and other forecasting data can result in loss of revenue as competitors can use this information for their own advantage 5.1.c BURGLAR ALARM SYSTEM IN UNILEVER: Unilever is using burglar alarm system at HPC factory for detecting intrusions. It was first installed at Unilever HPC factory R.Y.Khan and it’s a combined system for alarming against fire and intrusions. 6:BUSINESS VALUE OF SECURITY AND CONTROL: lack of sound security and control can cause firms relying on computers network for their core business tp lose sales and productivity. Information assets like confidential employees’ records, trade secrets, or business plans, lose much of their value if they are revealed to outsiders or exposed the firm to legal liability. Laws requires companies to practice stringent electronic record management and adhere to strict standards for security, privacy and control. Legal actions requiring electronic evidence and forensics also require firms to pay more attention to security and electronic record management.
  21. 21. 6.1 UNILEVER'S DIRECT APPROACH. (UNILEVER GROUP'S USE OF X.500 DIRECTORY) The Unilever Group has rebuilt its corporate network infrastructure, which connects the company's 70,000 desktop users located in its 450 companies, using the X.500 directory standard developed by Control Data Systems. The standard dictates the design of directories that contain information on users of the system, including their names, job-title, e-mail addresses and access privileges. Unilever's 100 Control Data IntraStore servers, which support all Web messaging and directory standards, make up the backbone of the system and connect seamlessly to the X.500 directory. The combination of technologies has provided Unilever with a flexible and powerful messaging system that forms the centerpiece of its intranet. The X.500 directory enables Unilever's managers to concentrate on more pressing issues. The directory, based on Control Data's Mail*Hub messaging integration solution, will enable Unilever to provide enterprisewide X.500-based, single-source addressing for users of three incompatible electronic mail systems. Directory synchronization with local E-mail directories allows users to address mail to other users across the organization's E-mail network using the native format of their preferred mail system.Unilever will use the directory to store information such as enterprisewide E-mail addresses, phone numbers, fax numbers, and information required to support multiple strategic applications. The distributed nature of X.500 will provide ready access to directory information throughout Unilever operating companies across the globe. Updates of information between supported E-mail environments occurs automatically, without administrator intervention. Mapping of system- specific addressing occurs between the Unilever messaging directories and their X.400 addressing and naming standards. Validation of the information takes place to ensure the integrity of the corporate directory. Control Data Systems helps clients in business and government integrate the complex networks and applications required to compete in today's electronic marketplace. A global systems integrator, the company focuses on the architecture, implementation, and lifetime support of electronic commerce, product data management, and client server solutions. 7: SUPPLY CHAIN MANAGEMENT SYSTEMS COORDINATE PLANNING, PRODUCTIONS AND LOGISTICS WITH SUPPLIERS: 7.1 SUPPLY CHAIN MANAGEMENT: Supply Chain Management SCM is the management of the interconnected businesses invovlved in the ultimate provision of product and service packages required by end customers. Supply Chain Management spans all movement and storage of raw materials, work in progress, inventories, and finished goods from point of origin to point of consumption. 7.2UNILEVER USES INFORMATION SYSTEM TO KEEP THE SHELVES STACKED: Unilever is having information management system/software to ensure stores are well stocked with its products. The consumer goods giant, that makes brands such as Dove, LUX, surfs and many more is having active information management system.
  22. 22. Unilever is also using Kalido’s Master Data Management and Dynamic Information Warehouse to create reference data and analyze transactions. The information is translated into relevant actionable data by the new software, so that executives can take decisions to improve supply chain management and ensure shops do not have a shortage of Unilever’s products. Unilever also extensively uses SAP’s supply chain management and enterprise resource planning software. 7.3KALIDO: Kalido is the leading provider of business driven data governance software. Kalido enables companies to share enterprise assets by supporting the business process of management. Unilever is using Kalido MDM as a means to corporate wide data governance. 7.4SALES AND DISTRIBUTION SYSTEM: It plays a pivotal role in contribution to the business strategy and operations by providing the infrastructure and cutting edge technology critical in today’s business environment speeding up the business critical decision making and gunning the quest for substantial cost savings are the key strategic. It goals for any organization Implementation of ULTRA(sales and distribution system)as a standard selling medium and inventory management software for unilever distributors automation in Pakistan is one such example it has resulted in increased productivity of our sales force leading to more penetration in the market place while giving us a definite competitive advantage with greater pop information 7.5ULTRA (UNILEVER TRADE A UTOMATION): This software was actually developed for Pakistan .The software is basically an ―IT enabler‖ that has provided visibility and exchange of data and business information between Unilever and its key distributors (up to point- of-purchase)for better management of their business, services delivering ,capabilities to drive the business growth agenda through the availability of measureable KPIs. It is established in 2000-1 for harmonizing sales and trade activities of UPL and its distributors. The implementation was carried out at more than 100 distributors of UPL across the country, during which the helpdesk support was also provided to resolve their day-to-day operation problems. ULTRA alerts the firm at its head office that how much inventory is left behind at the ware house of distributor and shows that how much stock is available and how much is required. 7.6GOLD CUSTOMERS: Gold customers use a computerized program ULTRA, all the record of inventory is kept in ULTRA , whenever the stock is received and delivered by the distributors , all the recode in the ULTRA is being updated and is being monitored by the company at the head office at the day end.
  23. 23. 7.8SAP: SAP is the world’s leading provider of business software*. Today, more than 39,400 customers in more than 120 countries run SAP® applications—from distinct solutions addressing the needs of small businesses and midsize companies to suite offerings for global organizations. Powered by the SAP NetWeaver® platform to drive innovation and enable business change, SAP software helps enterprises of all sizes around the world improve customer relationships, enhance partner collaboration and create efficiencies across their supply chains and business operations. SAP solution portfolios support the unique business processes of more than 25 industries, including high tech, retail, financial services, healthcare and the public sector. With subsidiaries in more than 50 countries, the company is listed on several exchanges, 7.9 SAP IN UNILEVER: Unilever signed a Global Enterprise Agreement with SAP in December 2006 to aid its global business transformation project, thus enabling broad access to licensed SAP® solutions. Global Enterprise Agreements strengthen SAP’s position as the long-term strategic partner to its customers, enabling business agility and growth as they evolve their global IT landscapes to enterprise service-oriented architecture (enterprise SOA). Unilever is the first consumer packaged goods company to sign such an agreement with SAP. 7.10 GDSN IN UNILEVER: GDSN (Global Data Synchronization Network) is a fast becoming a strategic imperative for many manufacturers and retailers. Among the actual business benefits of GSDN is that it reduced data inconsistencies and improved new item speed to market by aligning product with their trading partners. OVERVIEW OF GDSN FOR MANUFACTURERS AND RETAILERS: LOGISTICS: Manufacturers: Simplified order tracking and tracing Fewer return shipments Improved rate of perfect orders Fewer emergency orders More accurate picking Optimized short term planning Retailers: Error free shipment receiving
  24. 24. Fewer return shipments Fewer back orders Less excess/ safety stock Optimized location dispatch 7.11 UNILEVER PRIVATE EXCHANGE: The Unilever Private Exchange enables faster and more efficient communication with customers, suppliers, electronic exchanges and marketplaces. It also facilitates connectivity for the company’s internal applications. Unilever operates in more than a hundred countries on five continents using various Electronic Data Interchange (EDI) standards and Value-added Networks (VAN’s). The company wanted to achieve closer collaboration with all sections of the Value Chain in order to increase revenue and maximise competitive advantage. The new IBM solution addresses two major areas, providing a common data infrastructure for Unilever’s global operations, and enhancing its relationships with trading partners. It enables Unilever to improve efficiency, reach new markets and enhance the traditional EDI approach. The intention is to drive efficiency and effectiveness through an end-to-end solution which has been developed specifically to handle the unique needs of the global Consumer Packaged Goods company. The end result is increased business capability through leading edge technology initiatives. "Implementing a successful private exchange was a complex process, It involves multiple links with trading partners, including Web-enabled back-end systems and integrated business processes across a host of disparate applications and technologies. By creating a specific offering in partnership with Unilever, rolling out a one-to- many Web-based trading network that gives the company a flexible and efficient gateway for B2B collaboration and a world class supply chain." "Not only was it unwieldy and expensive to run many different systems across the world, but UPL needed to find an option which would meet their needs well into the future in a cost effective way", The Unilever Private Exchange built on IBM technology gives the external connectivity needed with business partners while taking into account the particular complexities of international business." 7.12 RFID (Radio Frequency Identification Device): Unilever performed sophisticated analyses of RFID information. Unilever believe RFID can bring value by increasing visibility into supply chain. For example, RFID tagged promotional displays can provide Unilever with better insights as how well promotional displays work in retail stores .In RFID technology EPC (electronic product code) works. An EPC based repository will automatically facilitate two way communications because it can send and accept feeds of RFID information. Software applications and data repositories that incorporate the EPC standard will allow to have all the RFID read information in one place. 7.13 ARIBA: ARIBA is Unilever’s online buying system which enables purchase of non-production items to be made at volume negotiated prices from suppliers.
  25. 25. 7.14 E-INVOICING SYSTEM OF UNILEVER: e-invoicing partner of Unilever is OB10, suppliers will need to register with the network of OB10 in order to submit electronic invoices. Once supplier is established on the OB10 network, supplier will be enable to use 0B10 to send electronic invoices to Unilever . depending upon the number of invoices suppliers sent to Unilever. Supplier can choose one of two OB10 e-invoicing methods; OB10 file submission service: if supplier/customer generate high invoice volumes, they can use OB10 file submission service OB10 web based form: supplier/customer who generate low volume invoices can choose OB10 web based forms ISIS ( Integrated Supply Management Information System) IN UNILEVER: ISIS helps our local, regional and global supply managers make appropriate sourcing decisions, allowing them to collate and analyse information quickly and easily. The system enables our managers to negotiate with suppliers in a transparent and efficient way, benefiting both parties. 8: CUSTOMER RELATIONSHIP MANAGEMENT SYSTEM HELP COMPANIES TO ACHIEVE CUSTOMER INTIMACY: 8.1CUSTOMER RELATIONSHIP MANAGEMNET (CRM) It is a widely implemented model for managing a company’s interactions with customers, clients, and sales prospects. It involves using technology to organize, automate, and synchronize business processes— principally sales activities, but also those for marketing, customer service, and technical support. The overall goals are to find, attract, and win new clients, service and retain those the company already has, entice former clients to return, and reduce the costs of marketing and client service. Customer relationship management describes a company-wide business strategy including customer-interface departments as well as other departments. Measuring and valuing customer relationships is critical to implementing this strategy. 8.2CUSTOMER CARE AT UNILEVER: Unilever is having Rabta for customer queries and complaints. Customers can contact at 0800-13000 or write them at P.O.Box # 15522 Karachi. At big cities like Lahore, Karachi, Islamabad Unilever has managed a team for survey about their products at bir retail stores. The team there interact directly interact with customers to know about their views about Unilever products. Also the employees of Unilever pay regular visits to market to market to get info about availability of products and customer feedback.