UST e-PE Uniform Inventory System(e-PIS)

Group 3

Basuel, VeniceCruz, Paula GeeneDelgado, Karla AntonetteGregorio, Katherine NicoleLotardo, Jean MaeNaldoza, Vince Emmanuel

3A1

CHAPTER 1

INTRODUCTION

In the modern world today, businesses thrive, compete and prosper, and in order for businesses to stay in the entrepreneurial arena, they need to seek out for ways in maintaining a competitive edge. For retail businesses, it is a necessity to have an inventory system that gives the management information on what goods are in store, what goods have been purchased, and what goods have been sold. Failure to maintain an accurate inventory system could be detrimental to the businesses that it could lead to significant opportunity costs of missing out a good sale because of out-of-stock items. Inventory Systems need constant updates on when it has been sold or when it needs restocking. Traditional companies maintain their records through the use of manual labor doing such takes quite a lot of time, and may result to inaccuracy of the figures shown. The purpose of our proposed inventory system is to promote efficient and effective management of the inventory. It allows the users to easily update the inventory when sales are made, as well as when the uniforms are restocked. It also allows the users in case of new products; add new products to the database easily.

BACKGROUND OF THE STUDY

As a university that requires its students to wear certain uniforms during class and P.E. hours, it is important to have a system that will help keep track of the sales activity and the number of inventory of the uniform supplier of the university. However, the university suppliers are still using a traditional inventory system in which inflows and outflows of goods are only manually recorded. This has led to the disorganization and sluggishness of the selling process of the university suppliers. Oftentimes, the university suppliers run out of inventory much to the chagrin of the students. The proponents decided to come up with the system in order to end the issue, and to produce a computerized inventory system that has a faster, better and more systematic way of tracking inventory flows.

OBJECTIVES OF THE STUDY

General Objective:As an inventory control system, this primarily aims to promote effective and efficient management and control of the inventories, which in this case are the college and PE uniforms. This system can keep track of the movement and the storage of the uniform so that proper and correct information can be disseminated to the users. Specific Objective/s:1. To ensure that the inventory level of the stocked items is high enough to meet the students duly needs2. For the users to be updated of the current inventory and the number of orders and avoid excessive or shortage of inventory.3. To minimize losses and to discourage possible theft or any other unethical conduct.4. To have a smooth and fast transaction with clients/students.

SCOPE AND DELIMITATIONS OF THE STUDY

The Inventory system reflects the inflows and outflows of goods through supplier delivery and customer sales. It is also possible to add a new kind of inventory although it does not take into account goods that were returned from customers. The system is designed only to function as a counting system and does not feature inventory valuation wherein monetary amounts are assigned to inventories.

SIGNIFICANCE OF THE STUDY

There are a number of benefits that it could give to the uniform supplier since it will record necessary details such as the customer, the items purchased, the amount and the date of the transaction. As the transaction is being recorded, the inventory levels will also be updated.Inventory control is mostly about identifying the number and percentage of the goods a business is about to sell. Managing inventory will help a business keep inventory at the best possible level so as to avoid missing opportunities for a good sale because of out-of-stock items. Theres always a gap between the forecasted demand for a product, in this case, uniforms, and the actual demand for a product. A uniform inventory system is a possible solution for the problem since it would give a glimpse of how many uniforms are left for possible orders. It can also be a remedy to prevent inventory theft by the staff since the inventory stock shown in the system would have to match the inventory count. Any discrepancies would mean a possible theft has occurred. An inventory system can also reduce manpower required for keeping track of inventory. The researchers have observed that the university personnel have to manage the uniform orders. The system would be able to reduce the workload of the personnel and staff, and would be able to reduce labor cost for the inventory maintenance as well. Having this kind of system can also improve a business accounting for its inventories since the inventory levels are up to date at all times, and the staff wouldnt have to bother consuming their time for physical counts.

CHAPTER 2

REVIEW OF RELATED LITERATURE AND STUDIES

One of the biggest challenges of an enterprise is to maintain the appropriate inventories and control its cost of sales. (Empleo, P. & Robles, N. 2014)

It is a part of company culture for businesses to keep track of these inventories coming from suppliers so as to match them with their reflective sales from customers.

For more or less all organizations in any sector of the economy, Supply Chain Management, the control of the material flow from suppliers of raw material to final customers, is a crucial problem. (Axsater, 2006)

Inventory is usually a businesss largest asset. Given todays competitive business world, inventory management and control system could be a basis for ones success or otherwise.

Modern businesses are already using computerized system to keep track of their inventory. However, even amidst the latest advances brought by technology, there are still some businesses who are using the traditional way of inventory control or the manual system. Kalb (2008), in his book entitled Structuring Your Business for Success, stated that in other companies where the inventory system is not automated, checking inventory typically requires a phone call to the inventory department where an inventory clerk has to physically check manual inventory records or physical stock. Other downsides of manual inventory system include inaccuracy or being prone to human error, the incremental cost of labor for the personnel in charge of the manual system, and time inefficiency.

Godwin Udo in his Production and Inventory Management Journal described telecommunications technology as a critical organizational asset that can help a company realize important competitive gains in the area of inventory management.

The field of inventory control has indeed changed during the last decades. Advances in infomation technology have drastically changed the possibilities to apply efficient inventory control techniques. (Axsater, 2006) The recent progress has somehow reduced substantially the cost of the supply chain.

In a recent study by Bernabe, et al. (2007) wherein the said researchers proposed an automated inventory system for Bell Electronics using Visual Basic .NET and a Structured Query Language (SQL) for database maintenance, they have reached into a conclusion that an automated system is more effective for Bell Electronics that it had lead to an increase in efficiency of Bell Electronics inventory management and improved speed brought about by reductions in manual interventions.

In line with this, the proponents opted to create an automated inventory system with the supplier of PE uniform in the University in mind.

Axsater, S. (2006) Inventory Control Second Edition Lund, Sweden.

Bernabe, Z. et al (2006) Automated Inventory System Using Portable Data Acquisition Module for Bell Electronics Corporation. Manila, Philippines.

Empleo, P. & Robles, N. (2014) Intermediate Accounting. Manila, Philippines.

Kalb, I. (1998) Structuring Your Business for Success 3rd editionCONCEPTUAL MODEL

a. Input-Output-Process (IPO)

A PE Uniform Inventory Control System for the University of Sto. TomasSystem MaintenanceTesting and Implementing the SystemDevelopment of the SystemDesigning the SystemRequirements GatheringKnowledge Requirements:System Development Life CycleStructured Query LanguageVisual Basic Programming LanguageBasic Database KnowledgeSoftware Requirements:Microsoft AccessMicrosoft Visual StudioHardware Requirements:Modem/RouterComputerOSPrinter

Evaluation

b. Entity Relationship Diagram

Controlstbl_admintbl_employees

emp_nameemp_numadmin_idadmin_password

emp_passwordadmin_name

tbl_inventory_listMonitorsMonitors

Contains

tbl_pecourse*

QuantitySizesGender

*tbl_pecourse refers to the table for the PE courses available

c. Normalized Tables

1. Admins Table (tbl_admin)

2. Employees Table (tbl_employees)

3. Inventory Table (tbl_inventory_list)

4. Basketball Table (tbl_basketball)*

5. Badminton Table (tbl_badminton)*

6. Swimming Table (tbl_swimming)

*Note: Table for PE Courses possesses the same attributesd. Database Dictionary1. Admin Table (tbl_admin)Field NameData TypeField SizeDescription

admin_idText50Primary Key

admin_nameText50Admins Name

admin_passwordText50Admins Password

2. Employees Table (tbl_employees)Field NameData TypeField SizeDescription

emp_numAutoNumberLong IntegerPrimary Key

emp_nameText50Employee

3. Inventory Table (tbl_inventory_list)Field NameData TypeField SizeDescription

tbl_inventoryText20Primary Key

tbl_nameText20PE Course

4. Basketball Table (tbl_basketball)*Field NameData TypeField SizeDescription

tbl_inventoryText20Primary Key

tbl_nameText20PE Course

*Note: Table for PE Courses possesses the same attributesDEFINITION OF TERMSAdmin is the department head of the distribution system. He has the ability to fully control the system (i.e. add and delete employees and change employees passwords).Employees are the personnel who can also use the system but only to the extent of updating the inventory.Supply Chain Management (SCM) - is themanagementof the flow of goods. It includes the movement and storage of raw materials, work-in-process inventory, and finished goods from point of origin to point of consumption.

CHAPTER 3

PROJECT DESIGNThe proponents of the UST e-PE Uniform Inventory system came up to a decision that they will use an experimental methodology. They used a waterfall model to systematically aid their progress in an organized and step by step approach.

PROJECT DEVELOPMENTACTIVITIESDURATION (in months)

AugustSeptemberOctoberNovember

1234123412341234

Topic Identification (writing initial proposals)

Submission of final topic proposal

Data Gathering

Designing the database of the System

Designing the System (writing of codes)

Testing and Debugging

Completion of the Project (ready System with documentation)

Oral Presentation

The proponents brainstormed about gray experiences during their course of stay in the university. Having stayed for 4 semesters in the University, the proponents had different stories of unsatisfactory experiences, such as no stock for their desired size or sports, regarding the claiming of PE uniforms. With this in the discussion, the proponents decided to engineer a UST PE Inventory count system to aid the distribution and avoid repetition of the same problems every semester.In planning, the proponents set up the time table for the development of the project. Delegation of tasks as well was done here. The proponents started plotting out the blueprint for the desired outcome of the UST PE Inventory system. The proponents also sought for the assistance of the personnel who are responsible of the PE uniform distribution. Inconveniently, they cannot release actual information regarding their database. Due to this reason, the proponents opt to proceed in engineering the inventory count program with dummy denominations regarding the entries. In designing the system, the proponents started the project initially in MS ACCESS by designing the database that would likely be needed in the program. As the proponents construct the interface in Visual Basic, modifications are made concurrently in the accompanying database.The proponents documented the development of the project from step 1 until further necessary. This is to aid a wide variety of users from the actual personnel responsible for the inventory count regarding the FAQs of utilizing the system, to the future proponents who aims to develop a similar system. The proponents developed recommendations for future developers of comparable inventory systems in Chapter 5 of this paper.

OPERATION AND TESTING PROCEDUREPreparations for the development of the system included asking for the approval of the personnel responsible for the distribution of PE uniforms. The staff available insisted that they are already utilizing a manual inventory system. Although the other party refused to release information regarding their inventories, the proponents, went through developing the Inventory system.The proponents, after having the program developed again requested the intended users for evaluation of the program. In a dialogue between the proponents and Ms. Paz R. Kamus, head of Institute of Physical Education, although she has no exact involvement in the distribution of PE uniforms, expressed that the UST PE Inventory System would do a great improvement in the PE department.

RESPONDENTSThe principal users of the system are the people assigned by the University for the distribution of PE Uniforms every semester. They are the personnel responsible for distributing PE uniforms to students. The proponents aim for their assistance especially in evaluating the effectiveness of the system.

CHAPTER 4This chapter presents, analyzes and interprets the finding of the study in accordance with the specific objectives of the research projects. Including here are the description of the system, together with its data flow diagram, and the structure of the system. In addition, this chapter further discusses the capabilities and limitations of the system.

(Di ko alam kung ippage break na ba?)PROJECT DESCRIPTIONUST e-PE Uniform Inventory System (or e-PIS) is a software intended for easy regulation of the PE Uniform Inventory of University of Santo Tomas. The software allows faster transactions to aid the distribution of PE Uniforms and provide an array of organized and complete information for the users. It is a user-friendly program equipped with the basic functions needed to operate an inventory distribution system. Some of these functions include adding and deleting an inventory in which one inventory corresponds to one PE Course. The software also provides an updated list of all the sizes of the PE Uniforms and their corresponding quantity after a sale or purchase is made.

DATA FLOW DIAGRAMContext Diagram

STUDENTSSUPPLIER

PURCHASE ORDERINVENTORY STATUS REPORTSINVENTORY COUNT UPDATEPROCUREMENT0E-PE UNIFORM INVENTORY SYSTEMEMPLOYEESADMIN

RECEIPT

INVENTORY COUNT UPDATE

INVOICEPURCHASE INVOICE D21.0DELIVER INVENTORY

STUDENTS

2.0RECEIVE INVENTORY

RECEIPTREGISTRATION FORMSUPPLIER

PAYMENTORDER FORM4.0PURCHASE PE UNIFORMEMPLOYEES

INVENTORY

0.0ORDER INVENTORY

3.0UPDATE INVENTORY STATUS

ORDER FORMINVENTORYD12.0GENERATE INVENTORY REPORTINVENTORY REPORTD35.0QUERY INVENTORY LEVELSADMIN

INVENTORY DATA

REQUEST FOR REPORT

INVENTORY STATUS REPORTCOMPILATION OF INVENTORY LEVELS

PROJECT STRUCTURE

Delivery_FormThis form shows the function of adding new stocks in the inventory. The user simply needs to select the PE Course and enter the quantity on each size for either female or male uniform. After finishing the form, the user can directly view the updated inventory by clicking the middle button below the screen.

Sales_FormWhereas the delivery form add new stocks in the inventory, this form deducts existing stocks from the inventory. This reflects the sales made by the PE Personnel in distributing the PE Uniforms to the students. This also provides a direct link in viewing the updated inventory located at the middle bottom of the screen.

Delete_FormThis form allows to remove a selected PE Course Inventory for numerous reasons. One is when the PE Course does not exist anymore in the University. Another is when the user types the name of the inventory different from the table name in the database, which in result, will not connect the data of the inventory to the system. User must select which PE Course to remove and simply click the Delete Inventory button which will confirm deletion of the said inventory.

Account_FormThe account form previews the list of employees who can access the system. The employees have their own employee numbers, and passwords. The administrator monitors the list of employees and assigns each of their employee numbers.

New_Inventory FormThe function of this form is to create a new inventory for new PE Courses. As time passes by, the world innovates and discover new things so does it reflects for new activities to arise. The user needs to enter the name of the PE Course to be added then input the amount of initial quantity of the uniforms for the new PE Course.