Bukidnon State University, Alubijid External Studies Center

Alubijid, Misamis Oriental

Online Supply Inventory System

In Partial Fulfillment of the Requirements

For the Degree of
Bachelor of Science in Information Technology

Proponents :
Abriol, Ariel O.
Maglangit, Erbie Valerie N.
Abellanosa, Rolly B.
.

Presented to:
Mr. Patrick D. Doldolea
Instructor
 TABLE OF CONTENTS

Title Page Pages

Acknowledgment i
Project Title ii
Background of the Study iii

Chapter I: Introduction

1.1 Statement of the Problem................................................................................1

1.2 Objectives........................................................................................................1
1.3 Project Concept ..........................................................................................2
1.4 Project Vision ..............................................................................................2
1.5 Relevance of the Study ...............................................................................3
1.6 Scope and limitation ....................................................................................3
1.6 Definition of terms... ....................................................................................4

Chapter II: Review of Related Literature.........................................................................

Chapter III: Methodology

3.1 Setting of the Study ... .................................................................................5

3.2 Requirements Definition ... ..........................................................................5
3.2.1 Functional Requirement ... ............................................................5
3.2.2 Non-Functional Requirement... .....................................................5
3.2.2.1 Performance Requirement... ...........................................5
3.2.2.1.1 Hardware and Software Requirement.............6-8
3.2.2.2 Information Requirement ... .............................................9
3.2.2.3 Economic Requirement ... ...............................................9
3.2.2.4 Control and Security Requirement ... ...............................9
3.2.2.5 Efficiency Requirement ... ..............................................10
3.2.2.6 Service Requirement ... .................................................10
3.3 Business Constraints ... .............................................................................10
3.4 Technology Constraints ... .........................................................................10
3.5 Project Strategy .........................................................................................10

Chapter IV: Presentation, Analysis and Interpretation of Data

4.1 Justification of the Proposed System ... ....................................................11

4.2 Proposed Organizational Chart ... .........................................................none
4.3 Proposed Context Level Diagram ... .........................................................11
4.4 Proposed Diagram 0 ... .............................................................................12
4.5 Child Diagram ......................................................................................13-14
4.6 Entity Relation Diagram (ERD) 15
4.7 Data Flow Diagram...............................................................................16-17
 4.8 Database Design .......................................................................................18
4.9 Data Dictionary...........................................................................................19
4.10 Process Specification Format ..................................................................20
4.11 Proposed Implementation Code ..............................................................20

Chapter V: Project Feasibility

5.1 Technical Feasibility ..................................................................................21

5.2 Economic Feasibility ..................................................................................21
5.3 Operational Feasibility ...............................................................................22
5.4 Legal Feasibility ......................................................................................... 22
5.5 Schedule Feasibility ..................................................................................22

Chapter VI: Financial Feasibility and Cost Benefits Analysis

6.1 Existing Operational Cost (Supplies and Materials Annually) ...................23

6.2 Proposed Operational Cost (Supplies and Material) .................................23
6.3 Annual Benefits and Development Cost ....................................................24
6.4 Payback Period..............................................................................................24

Appendix A

1. Summary..........................................................................................................25
2. Conclusion ......................................................................................................25
3. Recommendation.............................................................................................26
4. Definition of Terms...........................................................................................26
5. Bibliography.....................................................................................................27
6. Interview Questions.........................................................................................27

Appendix B

1. Time Table.......................................................................................................28
2. Gantt Chart......................................................................................................28
3. PERT Diagram.................................................................................................29
4. Flow Chart .................................................................................................30-34
5. Screen shots...............................................................................................35-38
6. Sample Reports...............................................................................................
7. Sample Coding................................................................................................
 i

ACKNOWLEDGEMENT

We sincerely acknowledge the support of the people who have taken part in the
achievement of this project. Without their encouragement, inspiration and support we
cannot finished this project.

To our parents for their untiring supports in sending us to school, for their
guidance and efforts not just financially but also in emotional, moral and spiritual
aspects have become our strengths in striving hard on our studies.

To our classmates, especially to our Instructor Mr. Patrick E. Doldolea for the
time, wisdom and knowledge he had given on us that was imbued to equip us with the
things that we will be needed in facing the challenges of our life and welcome us to the
world of knowledge.

And to our Almighty God for without Him all these are nothing.
 ii

Online Supply
Inventory System
 iii

Background of the Study

Inventory management is a prime task for an organization to achieve its goals of
maintaining appropriate level of inventory and minimizing waste. A web-based system
of managing inventory in a university setting is expected to help various facilities keep
an update on the status of their tools and equipment. In this study, a model is presented
for putting an online supply inventory system in place in different of Bukidnon State
University, Alubijid External Studies Center. In designing such a system, PHP has been
employed as a development language and MySQL as a backend database with CSS
implemented for the interface. Two screen-shots have been illustrated to offer a glimpse
of the proposed web-based system and its applications.

This online supply inventory system would help the personnel in charge of the
supply office find out the capacity of the supplies as well as the relevant information of
asset availability, and replace the current practice of extensive manual recording of
asset documentation thus holding a key for an organization like university to gaining
competitive advantage through efficient operational performance.
Chapter I
 Introduction

Inventory system deals primarily with determining the size and placement of the
materials within a facility or within multiple locations of a supply chain network. It is also
concerned with the importance of forecasting the required inventory, availability of
physical space, and cost in carrying those inventories to maintain the planned course of
production against the random fluctuations, or shortage of materials. One way of
managing inventory is to have a web-based system in place that can instantly track and
update the information about the tools or equipment.

The importance of implementing a web based inventory system is becoming vital as

most of the time the information are accessible instantly, thereby making the details of
the usage of the equipment available, and improving the movement and anticipation of
their demand as well as the productivity of the system as a whole. The implementation
of this web-based inventory system can help institutions develop the skills to cope with
their operational environments. Because lack of system tool to be used to monitor the
availability and quantity of materials in this university.
 1

1.1 Statement of the Problem

General Problem:
Bukidnon State University, Alubijid External Studies Center (AESC) Supply Office
Inventory System is using manual system on the inventory of all the properties of
university.

Specific Problem:
They are using MS Excel in their inventory to record the properties of the university.
They could not easily track down the properties of the university.
Redundancy in entering items.
It takes much time in making their inventory

1.2 Objectives

General Objectives
To develop an efficient and fast computer-based inventory system in Bukidnon
State University, Alubijid External Studies Center (AESC) Supply Office.

Specific Objectives
Shorten data-processing time
In processing the inventory, it will not consume enough time to process.
Reduce errors
Through this system, fewer errors will be avoided because the system will be
easy to use.
Improve the accuracy of input
It will help the user to avoid mistakes regarding the data that they will give to the
clients. There will be accurate information.
 2
Give information easily and efficiently
It will make easier for the user to give information to the faculty.

Data integrity
It gives users the assurance that the information they see is trustworthy.
Data security
It ensures that data is kept safe from corruption and that access to it is suitably
controlled. Thus data security helps to ensure privacy. It also helps in protecting
personal data.

1.3 Project Concept

The proponents have come with the idea of the project because many of the
faculties in Bukidnon State University Alubijid External Studies Center have observed
that the Inventory system rely on manual process of giving information on the properties
of the university. Many of the faculties also observed and complained that the
processing of their information is time consuming.
Then the proponents have decided to propose a computerized information
system in the Supply Office of Bukidnon State University Alubijid External Studies
Center, Alubijid, Misamis Oriental in order to improve and develop their system and to
track the properties of the university more responsive to the needs and desires of the
faculties.

1.4 Project Vision

The Bukidnon State University Supply Officer wants to make the inventory
system more responsive to the needs and desires of the faculties by making manual
system a computerized one. They want to have a system that will help reduce files,
paper works and delays in computer processing.
 3

The system could provide limited access to ensure data security and the data is
protected. They also recommended to effectively and efficiently tracking the properties
of the school.

1.5 Relevance of the Study

Nowadays, institutions particularly at Bukidnon State University,Alubijid External

Studies Center, AlubijidMisamis Oriental are looking for improvement of the Supply
Office for their system to reach and achieve their goals and objectives as successful
institutions. The relevance why the proponents have to conduct the study is:
To understand how institutions work to design an appropriate computerized
system
To enhance the service offered by the institutions

This study will be advantageous not only to the management but also for the
faculties and staffs and individuals involved in their information. This includes the
following:
Faculties/Staffs - this will help minimize their tasks and speed up the processing
of information.
Management through this system study, the management will be able to
evaluate or assess the performance of the currently used system and be able to
find out the common problems that arise.

1.6 Scope and Limitation

This study limits only in the process of inventory system of the Bukidnon State
Universtiy, Alubijid External Studies Center supply office which is located at Poblacion,
Alubijid, Misamis Oriental.

The possible people that can use the system would be the following:
 4
Principal- the center administrator of a school. He has the authority to operate
the system; he can open it if he has transactions to do.
Supply Officer the person assigned to manage the properties of the university;
he/she have also the authority to operate the system; he/she is the one that will
make the inventory of the property of the university.
Other people that would be given the authorization.

1.7 Definition of Terms

Inventory- is the process of making an itemized list of supplies on hand.

Inventory system- is the system of recording the properties of the school in
supply office
Facultys information- facultys background
Data loss-refers to the unforeseen loss of data or information.
Data Security- extrusion prevention is the practice of stopping data leakage by
filtering outbound network traffic. The practice protects sensitive digital assets
from unauthorized transfer by stopping the movement of packets across the
network. Extrusion detection, by contrast, simply alerts an administrator to a
potential issue.
Data Integrity- refers to the validity of data, meaning data is consistent and
correct.
Chapter II
Review of Related Literature
 Keeping records and inventory numbers by paper are a thing of the past. With
doing that you can't have up to date accurate numbers and by not having up to date
accurate numbers it can make your day a little more challenging then it normally should
be. In todays society everything is about the now, and with the now comes new
technology. We all know that paper records are not anything new it is an old habit that
needs to be broken.
Bukidnon State Universtiy Supply Office is an office which is a part of the school
that supplies books and other supplies that the school needed.
Since BSU Supply Office has a computer which they use to make inventories
using MS Excel, we offered them our proposal of improving their inventory method. We
call our project proposal Advance Inventory System because the office already have
already a computerized system, as mentioned earlier. Using MS Excel in doing
inventories is much like doing it on paper but it is much easier because you wont be
writing on a bunch of papers.
An inventory system is a complete system that performs functions such as
transactions (borrowing of books/supplies). For the reason the system guides them
through the creation of faculty list, supplier list, book and supplies list. The system can
track down supply items, remaining stocks and incoming stocks.
Chapter III
Methodology
 5

3.1 Setting of the Study

The study was proposed for the inventory transaction of the Supply Office of
Bukidnon State University, Alubijid External Studies Center located at Alubijid, Misamis
Oriental.

3.2 Requirements Definition

3.2.1 Functional Requirement

There are several functions that are included in the system to satisfy the needs of
the university. Some of these are as follows:
The proposed system is intended for inventory purposes. Thus, it can
perform different processes included in the inventory. It will be able to monitor the
supply of a certain items; the newly ordered items will be added to the current
stocks and for the outgoing stocks that can be subtracted from the current stock.
Therefore, the university will able to track the item/supply that are running out of
stock and thus prepare order. It can also monitor facultys orders, and purchases
from supplier.
3.2.2 Non Functional Requirement
3.2.2.1 Performance Requirement
The system would require the hardware and software specification
stated below to maximize its performance. If the specified requirements
are not provided by the university, the system will not satisfy the institution
expectation on the system.
Aside from the hardware and software specification, the system
also requires a user that is capable of navigating the system well. And its
not necessary that the user types very fast, even if it is just the average
speed as long as it can manage the system well.
 6

3.2.2.1.1 Hardware and Software Requirement

The proposed system will work on Firefox V5.3 or higher,

Google Chromev1.3.21.111 or higher and Internet Explorer 7 or
higher running under Windows Operating System.

Software Requirement
The system requires a minimum of Windows 2000 or higher than
Windows XP.

Hardware Requirement
Minimum of 20 GB hard disk or higher
256 MB memory or Higher
Intel Pentium 4
Monitor
Mouse
Keyboard
Power Supply
Alternating Voltage Regulator(AVR)
Printer
Modem
 9
3.2.2.2 Information Requirement

The specific inputs are required by the system in order to perform it

functions well. Some information is necessary to provide and to gain
desired output.
Information like faculties name, address, contact number, etc. are
required by the system to recognize the authorized persons that can use
the system in institution. Item ID, item name and other information about
the item is also necessary. Faculty id, name, position, designated room,
etc., item code name are also needed. There are should be unique
identifier of each item, supplier, faculty, user, etc. because the identifier
will be the one that will set a difference among all other data.
Most of the data are stored in the system itself, but some of it is
kept manually for the purposed of the institution.

3.2.2.3 Economic Requirement

If the proposed system will be implemented, university will need a set of

computer to be used. But since the institution already have an existing
one, it would be their decision it they would buy a new one. They will need
to provide a budget for bond papers and ink/ribbon for printing purposes.

3.2.2.4 Control and Security Requirement

Security and control over the data is necessary in creating a

system. This is to minimize issues of unauthorized data manipulation and
data loss.
The researcher would set constraints for security purposes. A
unique username and password will be providing to authorize personnel in
the institution. This will appear at the start-up of the system.
Through these constraints, the institution will have control over the
confidential information/data.
 10
3.2.2.5 Efficiency Requirement

The proposed Inventory System has the ability to produced output

with minimal waste. Accurate/appropriate inputs coming from the user of
the system are required so that the system can work efficiently. These
inputs would be the basis of the output of the system.

3.2.2.6 Service Requirement

Since the system will provide limited access only for security
purposes, only the person with the username and password can access
the system. These people would be the one who will enjoy the service that
the system will be giving such as performing inventory functions.

3.3 Business Constraints

The proposed system is intended to create a system that can perform inventory
functions only. It cannot perform other system like point of sale, preparing accounting
and other processes not related to tracking and inventory functions. The system can
only process transaction involving inventory.

3.4 Technology Constraints

The system cannot perform with multi-user because is only good for one user at a
certain period of time since it is located in the office where limited person can enter. The
system is not web-based thus; on-line accessing of data/information cannot be applied.

3.5 Project Strategy

The researcher used a phased approach to analysis and design which holds that
system is best developed through the use of specific cycle of analysis and the user
activities. This approach is called Systems Development Life Cycle. This approach has
7 phases that the researchers used as a part of their project strategy.
 Chapter IV
Presentation, Analysis and Interpretation of Data
 11
4.1 Justification of Proposed System

The supply online inventory system is designed with the hands-on approach.
Based on the actual interviewed, initial visits to the supply office that were made and
meetings with the supply officer. Data regarding fixed assets, hand tools, and
consumables were collected from the respective supply office. We analyzed the
collected data to determine some important aspects of the research. As a beginner, we
gathered hardcopy of the available record items that we can use to develop the system,
and any unnecessary data will be recorded and necessary action could be taken.

4.2 Proposed Organizational Chart NONE

4.3 Proposed Context Level Diagram

Item Information
Supplier

2
Payment
Inventory Reports
Online Supply Report
Purchasing
Inventory System

Send Request

Returned Item
Release Supply
Faculty 1
Access to Internet
Internet

The context diagram shows the flows of data and supplies where it goes in and
out. The supply office will receive the delivered items and supply information from the
supplier. The supply officers will all the purchased items to the supplier. After they
received the supplies they record all the information to the system and distribute it to the
faculty. If there is a request form the faculty, the request will go to supply office and the
supply officer will be the responsible what will be the items to purchase. And also the
system will generate report.
 12

4.3 Proposed Diagram 0

1
Purchasing Equipment Send request Accessing to Request items
internet

2
Item Delived Receiving Equipment Supply
Supplier Checking Officer Faculty
Supply Information
Consumable/returnable
Save the
Saving borrowed items
Equipment Request
d1 d2
Master file Master file
Release Supply

Supply records

3 4
Get borrowing Updating records
Returned items
records Request Update Request
d2 d2
Faculty Checking of Master file Equipment Master file
record Master File

List of records
List of lost items

Diagram 0 shows the expanded context diagram. It shows the whole process that
is occurring in the system and the entities connected to each process, from the
requesting of supplies, producing management reports, checking requested supplies
returned, purchasing and receiving new supplies from suppliers.

4.4 Child Diagram

1 2
Item delivered Recieving Equipment
Supplier record item
Checking item
information

Update master file

d1 Item Master file

 13

Receiving Item from supplier

Management Report
Return Euipt. Info 1 Lists of Equipt. 2

Update Supply
Get Equipt. info
Record

Reciept of Lost Items

Equipt. Return

3
d1 Request Master file
Get Reciept of
lost items

Generate Management Report

1 2
Return Euipt. Info Lists of Equipt.
Record Return
Get Equipt. info
Equipments

Lists of Returned Equipt.

Update Supplies
d1
Master file
 14

Returned Equipment

3
Item information
record item d1 Request Master file
request

Send request

1 2
Request item Lists if item
Get request Access to
item Internet

Request Item
 15

4.5 Entity Relation Ship Diagram (ERD)

ID

ID
Admin

User type User

User Name
User

Password

User Type
Granted

id

Item name
ID

Online Supply
Faculty Name Faculty Inventory Verifies Books
System

Employee Type Remarks

Generates Pinalty

Supplier ID Stocks Items

INVENTORY
Item name REPORTS

First name

Last name

mi

Contact
number

email
 16

4.6 Data Flow Diagram

Common Page
 17

Authorized Page

Admin Page
 18

4.8 Database Design

 19

4.9 Data Dictionary

A data dictionary is a collection of descriptions of the data objects or items in a
data model for the benefit of programmers and others who need to refer to them or the
dictionary of data is at a time the pillar of work and the result of research and analysis of
data. It is just like a depicted picture of the entire work. This dictionary of data defines all
categories of data or data types, brief the all essential information about the software is
included.

TABLE FIELD DESCRIPTION TYPE CONTRAINTS

USER User_id User identification Integer Primary Key
Username Name use by user Varchar Not null
Password Password of the user Varchar Not null
USERTYPE Utype_id Usertypeidentification Integer Foreign key
Admin Administrator Varchar Not null
User Authorized user Varchar Not null
CATEGORY Cat_id Category identification Integer Primary Key
Item_name Item Identification number Foreign key
ITEM Item_id Item identification Integer Primary key
Supplier_id Supplier Identification number Foreign key
Item_name Name of the item Varchar Not null
Brand Brand of the item Varchar Not null
Price Price of the item Varchar Not null
Quantity Quantity of the item Varchar Not null
Unit_id Unit identification Integer Foreign key
Itype_id Item type identification number Foreign key
Cat_id Category identification number Foreign key
PO Purchase_id Purchase order Integer Primary key
identification
Supplier_id Supplier identification number Foreign key
Item_id Item identification number Foreign key
Brand Brand of the item Varchar Not null
Quantity Ordered quantity Varchar Not null
unit Item unit Varchar Not null
Price Item price Varchar Not null
UNIT Unit_id Unit identification Varchar Primary key
 Unit_name Name of the unit Varchar Foreign key
ITEM TYPE Itype_id Item type identification Varchar Primary key
Type_name Item type name Varchar Foreign key
RECEIVED Recieveditem_id Received item Varchar Primary key
ITEM identification
Po_id Purchase order Varchar Foreign key
Identification
Quantity Quantity of the received Varchar Foreign key
item
REPORT Report_id Report identification Varchar Primary key
Item_id Foreign key
Date_reported Varchar Foreign key
BARROWED Bar_id Barrowed identification Integer Primary key
ITEM
Item_id Item identification integer Foreign key
Person_barrowed Person barrowed the item Varchar Foreign key
Deparment Department Varchar Foreign key
Position Position of the person Varchar Foreign key
Item_type Type of item Varchar Foreign key
Cat_id Category identification integer Foreign key
Itype_id Item type identification integer Foreign key
Date_barrowed Date the item barrowed Varchar Foreign key
Date-returned Date the item returned Varchar Foreign key
SUPPLIER Supplier_id Supplier identification integer Primary key
Supplier_name Name of the supplier varchar Foreign key
Address Supplier address varchar Foreign key
Contact_person Person to be contact varchar Foreign key
Contact_number Contact number varchar Foreign key
email Supplier email varchar Foreign key
REQUEST Requestitem_id Request item integer Primary key
ITEM identification
Item_name Name of the item request varchar Foreign key
quantity Quantity of the request varchar Foreign key
item
User-id User identification integer Foreign key
RELEASE ITEM Release_id Release identification integer Primary key
Item_id Item identification integer Foreign key
Employee_name Name of the employee varchar Foreign key
department Department of the varchar Foreign key
employee
 position Employee position varchar Foreign key
Date_released Date the item released varchar Foreign key
20

4.10 Process Specification Format

Start Login Granted Yes Main form Reports End

No

User Entry Available Items Supplier Receive Items Items Purchase Order Barrowed Items Report

Process specification format shows how the specific process begins and where it
ends. If the user attempt to login and it is granted the system will let her/him view the
main form and the content of it but if he/she fails, the system will go back to the login
form.

4.11 Proposed Implementation Code

Database
A new database is created and SQL code written, defining tables, attributes and
relationships.
HTML
HTML rather straightforward and it is pretty simple to create a tag or two and
throw some text in. It is great to create a online Web page. Theres much more to
building a web page than just creating a couple of tags and adding some text.
CSS (Cascading Style Sheet)
Once the main structure is ready, CSS code needs to be written to add styles to
the application.
Server-side language
Implementation of application class, application functions, DB interactions and
queries requires a server-side interaction.
JavaScript
Implementation of Ajax features (drag and drop, animation effects, etc.) is done
using the framework chosen in the Design phase (Query, Scriptaculous, MooTools).
PHP has been employed as a development language and My SQL as a backend
database with CSS implemented for the interface having a scope of modification to suit
user requirement.
Chapter V
Project Feasibility
 21

5.1 Technical Feasibilities

Technical feasibility centers around the existing computer system (Hardware and
Software etc) and to what extend it support the proposed addition. For example, if the
current computer is operating at 80 percent capacity - an arbitrary ceiling - then running
another application could overload the system or require additional Hardware. This
involves financial considerations to accommodate technical enhancements. If the
budget is a serious constraint, then the project is judged not feasible. In this project, all
the necessary cautions have been taken care to make it technically feasible. Using a
key the display of text/object is very fast. Also, the tools, operating system and
programming language used in this localization process is compatible with the existing
one.

5.2 Economic Feasibilities

Economic analysis is the most frequently used method for evaluating the
effectiveness of the candidate system. More commonly known as cost/benefit analysis,
the procedure is to be determining the benefits and savings that are expected from a
candidate and compare them with costs. If benefits outweigh costs, then the decision is
made to design and implement the system.

A systems financial benefit must exceed the cost of developing that system. i.e. a
new system being developed should be a good investment for the organization.
Economic feasibility considers the following

The cost to conduct a full system investigation.

The cost of hardware and software for the class of application.
The benefits in the form of reduced cost or fewer costly errors.
The cost if nothing changes (The proposed system is not developed).

The proposed ONLINE SUPPLY INVENTORY SYSTEM is economically feasible

because

The system requires very less time factors.

The system will provide fast and efficient automated environment instead of slow
and error prone manual system, thus reducing both time and man power
spent in running the system.
The system will have GUI interface and very less user-training is required to
learn it.
 22

5.3 Operational Feasibilities

It is the measures of how well a proposed system solves the problems and it
takes advantages of the opportunities identified during the scope definition and problem
analysis phases. Bukidnon State University Supply Office has computer literate staff so
they dont find it hard to operate the proposed system. However, they need to improve
their existing system to more accurate, reliable, secured and well-organized system.

5.4 Legal Feasibilities

Government constrains since the proposed system is going to be implemented
in government institute, it may be subject to Rules and regulation imposed and
even funding constrains.
Copyright issues Since the proposed system will be using open source
software there will be minimal licensing and related issues.

5.5 Schedule Feasibilities

The study of the proposed Online Inventory System of Bukidnon State University
Supply Office is convenient and sensible to its time frame. Conducting personal
interviews with the Supply Officer, creating the documents, designing and developing
the software were made to finish the proposal.
 Chapter VI
Financial Feasibility and Cost Benefits Analysis
 23

6.1 EXISTING OPERATIONAL COST (Supplies and Equipment Annually)

Table 1

Description Cost
Bond Paper Php 450.00
Ballpens Php 150.00
Stapler w/ staple Php 150.00
Puncher Php 150.00
Ledger Php100.00
Paper clip Php 50.00
Pentel Pens Php225.00
Cartolina Php 80.00
Envelope Php 50.00
Folder Php 260.00
Refill ink Php 800.00
Computer Php 25,000.00
Total = Php 27,465.00

6.2 PROPOSED OPERATIONAL COST (Supplies and Materials)

Table 2

Description Price (Php) Quantity Cost

Envelope Php 20.00 2 Php 40.00
Bond Paper Php 150.00 3 Php 450.00
Paper clip Php 3.00 15 Php 50.00
Refill ink Php 100.00 8 Php 800.00
Computer Php 25,000.00 1 set Php 25,000.00
Total = Php 26,340.00

EOP = Existing Operational Cost

POC = Proposed Operational Cost

D = Difference between the EOP and POC

 24

Formula:

D = EOP POC

Computation:

D = Php 27,465.00 Php 26,340.00

D = Php 1,125.00

6.3 ANNUAL BENEFITS AND DEVELOPMENT COST

For BSU-Alubijid External Studies Center, we have calculated the expenses and
benefits and the previous expenses is Php27, 465.00. And our proposed expenses are
for only Php 26,340.00. Assuming an estimated six year operational life of equipment
and software, the total benefit would approximate Php 6,750.00.

6.4 PAYBACK PERIOD

The payback period is the time period required for the amount invested in an
asset to be repaid by the net cash outflow from the original investment, and is
expressed in years.

The formula for the payback method is simplistic: Divide the cash outlay (which is
assumed to occur entirely at the beginning of the project) and divide by the amount of
net cash flow generated by the project per year (which is assumed to be the same in
every year).

The second invests Php 26,340.00in a new system of inventory, and the new
system for inventory then produces cash flow of Php1, 125.00 per year, then the
payback period per year is (Php 26,340.00initial investment Php1,125.00 annual
payback).
Appendix A
 25

1. Summary

Some institutions are still doing their inventory the old way, the manual process
of recording their supplies by paper. It is a time consuming process and could also
cause other problems. The upgrading of the existing computerized system into an
advance system reduces the time in processing the inventory of the supplies of the
school. It can give accurate information in generating reports.

The data that has been collected by the proponents through the interviews and
observations that were conducted are summarized below:

The proponents have discovered that there is no data security and data integrity
in their existing system.
The Supply Officer is having a hard time in updating the inventory records of the
school.
It is time consuming in generating reports.

2. Conclusion
The objective of this project was to build a program for maintaining the details of
all Supply Order .The system developed is able to meet all the basic requirements. It
will provide the facility to the user so that they can keep tracks of all the equipment
being supplied. The management of the Inventory will be also benefited by the
proposed system, as it will automate the whole supply procedure, which will reduce the
workload. The security of the system is also one of the prime concerns.

There is always a room for improvement in any software, however efficient the system
may be. The important thing is that the system should be flexible enough for future
modifications. The system has been factored into different modules to make system
adapt to the further changes. Every effort has been made to cover all user requirements
and make it user friendly.
 26

Goal achieved: The System is able provide the interface to the user so that he can
replicate his desired data.

User friendliness: Though the most part of the system is supposed to act in the
background, efforts have been made to make the foreground interaction with user as
smooth as possible. Also the integration of the system with Inventory Management
project has been kept in mind throughout the development phase.

3. Recommendation
Future studies should look at the opportunity of implementing a standard
procedure for the procurement method as applied in the industry with view minimizing
waste in inventory. Other issues that can be further discussed are the ability to integrate
the system into faculty website, providing more accessibility to the teachers, students
and visitors to acknowledge the inventory status. Also, better strategies are to devised
for the faculty and staffs so that a more feasible procedure is followed in the
procurement practices.

4. Definition of Terms
Inventory- is the process of making an itemized list of supplies on hand.
Inventory system- is the system of recording the properties of the school in
supply office
Facultys information- facultys background
Data loss-refers to the unforeseen loss of data or information.
Data Security- extrusion prevention is the practice of stopping data leakage by
filtering outbound network traffic. The practice protects sensitive digital assets
from unauthorized transfer by stopping the movement of packets across the
network. Extrusion detection, by contrast, simply alerts an administrator to a
potential issue.
Data Integrity- refers to the validity of data, meaning data is consistent and
correct.
 27

Bibliography

http://www.netmba.com/operations/project/pert/

http://www.sourcecodester.com/php/4481/simple-inventory-system-using-phpmysql.html

http://en.wikipedia.org/wiki/Database_design

http://database-programmer.blogspot.com/2008/06/using-data-dictionary.html

http://osarome.blogspot.com/2011/10/1-technical-feasibility-2-operational.html

http://www.ganttchart.com/BasicGanttExample.html

5. Interview Questions

What are the common problems in making an inventory?

What kind of system or software you usually used?
How big is your operational cost?
How many personnel perform during the inventory activity?
What are those materials did you used when you having an inventory?
Appendix B
 28

1. TIME TABLE

Activity Detailed activity Days required

Data gathering Conduct interviews 3
Survey/questioners 4
Read supply office reports and information 3
Introduce web based system 5
Observed reaction to the propose system 4

Data flows and decision analysis Analyze data flow 24

Designing database 18
Data dictionary 6
Entity relationship 10
Analyze system requirements 12

Proposal preparation Perform cost and benefits analysis 11

Prepare recommendation 4
Prepare proposal 4

2. GANTT CHART
 29

3. PERT DIAGRAM

20

A,3 B,4

C,3 D,5 E,4 F,24 I,10 J,12 K,11 L,4 M,4

10 30 40 50 70 80 90 100 101 102

G,18
H,6

60

30

4. FLOWCHART
 Main Page flowchart

Start

Login User Entry UEP

Avail Entry AEP

No Login

Supplier
SEP
Yes Entry

Received
REP
Entry
Main Page

Items Entry IEP

P.O Entry POEP

Report
Borrowed
BEP
Entry

End Report
REP
Entry

The main page flow chart shows all the choices that the user can choose from. To start
the system flow the user must logged in first before he/she can enter or access the system.
When the user finishes typing her username and password, then he/she can click the login
button to access the main page. But if he/she fails to login or his/her username or password is
incorrect, he/she will stay in the login page and he/she cannot access to the main page.

31

Login flowchart
 Start

Input username and

password

Check if username
No
and password existed

Yes

Main page

The login flowchart shows the process when the user enters her username together with
her password. After the user inputted his/her username and password, the system will check if
those username and password inputted correct/incorrect or if it is exists, if not then the system
will ask again for the correct username and password. If username and password exists, then
the user can access the main page and perform different transactions.

32

User Entry flowchart

 If the user is already in the user page, he/she can view the list of all available items in
the table and no the actions will display, and in the suppliers navigation he/she can choose
whatever action he/she wants to perform. And after viewing all the items the users may now exit
or logout after he/she finished what hell/shell done.

33

Supplier Entry flowchart

 Main page

Supplier Entry

Choose Action

Add Yes Add

No

Edit Yes Edit

No

Delete Yes Delete

No

Back

End

Also in the supplier entry flowchart, he/she can choose or click the supplier entry
navigation and the table and all the actions will display, and he/she can choose whatever action
he/she wants to perform. And the back button let the user go back to the main page after he/she
finished what hell/shell done.

34
 Stocks Entry flowchart

Also in the items entry flowchart, he/she can choose or click the items entry navigation and
the table and all the actions will display, and he/she can choose whatever action he/she wants
to perform.
 35

5. SCREENSHOTS

LOGIN FORM
 36

Home Page
 37

ADMIN PAGE
 38

AUTHORIZED PAGE

COMMON PAGE