PATEROS TECHNOLOGICAL COLLEGE

COMPUTER LABORATORY INVENTORY MANAGEMENT SYSTEM

FOR EDUCATION INNOVATION ACADEMY INC.

A System Project Presented to Mr. Julius Codilan

Pateros Technological College’s
Software Engineering Instructor

In Partial Fulfillment of the Requirements in Bachelor of Science in

Information Technology

Submitted By:

Alberto Bautista

Ralf Casagda Jr.

Jhonald Hintay

Submitted To:

Mr. Julius Codilan

2018-2019

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ACKNOWLEDGMENT

We the proponents would like to thank our professor Mr. Julius Codilan for

giving us the opportunity to say that we appreciate the knowledge and teaching

you’ve given us in order to complete this project. This subject is one big ride to our

success and this book will move on to future proponents who are reading this. We

would also like to thank our supporters, our parents, classmates and loved ones

whom help us to keep our head up high and climb the mountain of success. We

would also like to thank our client for some of their wonderful advices for giving us

tips on how to successfully develop the system.

Without further ado, I hope you; the reader, will gain knowledge to our study,

thank you and good luck with your research.

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TABLE OF CONTENT

Title Page …………………………………………………….……………………1

Acknowledgement…………………………………………….…………………..2

Table of Contents………………………………………….……….……………..3

List of Diagram…………………………………………………………………….5

List of Appendices…………………………………………………………………6

CHAPTER

I. INTRODUCTION AND ITS BACKGROUND………………………....……… 7

Introduction ……………………………………….……….……...…….. 7

Background………………………………………………………..…….. 8

II. HIEARCHIRAL ORDER AND FUNCTION …………………………………..10

Organizational Chart ……………………………………………………10

Organizational Function ………………………………………………..11

III. REQUIREMENT ANALYSIS ……………………………………………….....12

Problem Definition …………………………………………….………..12

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Objectives ………………………………………………………….……12

General Objective ………………………………………………………12

Specific Objective ………………………………………………………13

Scope and Delimitation ………………………………..………………13

User and Beneficiaries ………………………………..……………… 14

IV. STRUCTURED ANALYSIS ………………………………………………………... 16

Understanding the System …………………………………………….. 16

Existing Flowchart ……………………………………….……………… 17

V. PROPOSED ALTERNATIVE ……………………………………..………………. 18

Data Flow Diagram Level 0 …………………………………………… 18

Data Flow Diagram Level 1 …………………………………………… 19

Data Flow Diagram Level 2 …………………………………………….20

Data Flow Diagram Level 3 …………………………………………….21

VI. COST BENEFIT ANALYSIS …………………………………….…………………25

Developing Cost……………………………………..…………………. 25

Operating Cost …………………………………….…………………….26

Project Cost ……………………………………….……………………. 26

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Present Value ………………………………………………………….. 26

Future Value …………………………………………………………… 26

Accumulated Value ……………………………………………………. 26

Rate of Return …………………………………………………………. 28

Payback Period ………………………………………………………….28

VII. IMPLEMENTATION …………………………………………..………………. 29

Summary of the Study …………..……………………………………. 29

Conclusion ……………………….…………………………………….. 30

Recommendation ……………………………………………………….30

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LIST OF DIAGRAMS

Organizational Chart ………………………………………………………10

Organizational Function …………………………………………………...11

Existing Flowchart ……………………………………………………….. 17

Data Flow Diagram Level 0 ……………………………………………… 18

Data Flow Diagram Level 1 ……………………………………………… 19

Data Flow Diagram Level 2 ……………………………………………….20

Data Flow Diagram Level 3 ……………………………………………….21

Entity Relationship Diagram (ERD) ………………………………………22

System Flowchart …………………………………………………………24

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LIST OF APPENDICES

Implementation ……………………………………………………...………… 32

Pictures ………………………………………………………………….………33

Screenshot ………………………………………………………………………35

User Manual ……………………………………………………………………40

Gantt chart…………………………………………………………………….…45

Curriculum Vitae .……………………………………………………………….51

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I. INTRODUCTION AND ITS BACKGROUND

Introduction

Inventory Management System (IMS) are traditionally used in business,

companies and industries to increase the efficiency of recording transactions

securely. The traditional method of IMS involved a lot of paper work such as

spreadsheet and order list which will be more difficult to manage as the storage

grew bigger and increasing strict supervision to superiors to prevent certain

materials, tools and equipment to be lost, damaged and malfunctioned. Therefore,

inventory management system can be computerized to further increase the

efficiency of IMS. This project aims to develop IMS software can store item and

equipment data (with a complete list of their brand name, condition and situation).

The system program also has the feature of how transactions are specifically

monitored and updated as every transactions occur. To develop the software, first

the criteria of the software are determined followed by choosing the software

development tools to develop the software that can achieve the criteria of the

software. Next the software will be developed and debugged. This paper focuses on

developing IMS software for the client; Education Innovation Academy’s field usage

of the system.

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Background

To keep business running at a good pace, a good management is required to

constantly maintaining a good balance between the items keep in storage and the

items going in and out. In order to achieve a good management, the system itself is

the tool to monitor the inventory level and items status is used. Before the era of

technology, Inventory Management System was a system involving paperwork to

record down all the item status.

It still been used by companies to manage their storage. However as the

company grow bigger and the storage increase in size where sometimes the

storage has to be divided to a few location, thus the Inventory Management System

would use up a lot of spaces and money to keep track of the item as it used more

paper to keep track of the item and at the same time the papers need more spaces

to stored. It will become less efficient as longer time is needed to arrange the

information from all the storage and find the information about a certain item within

that huge pile of papers.

To overcome this, computerized Inventory Management System has been

introduced to increase the efficiency despite having a large storage and making

possible to search the information or a specific item in a short time. Nowadays, the

computerized Inventory System has been further improved by the technology we

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have today and even real time item monitoring is possible for the user can make

modify or view the storage status and item status.

II. HIEARCHIRAL ORDER AND FUNCTION

Organizational Chart

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Organizational Function

The client of Education Innovation Academy is the Training Manager, Mr.

Angelico Marcelo. He is responsible for the implementation of the given instructions

by the VP-Academics, this includes the curriculum, class scheduling and

assessment scheduling. He is also the storage personnel of the school, he leads

and teaches several student assistant to manage and monitor their inventory. Mr.

Marcelo is also the person who sets records of the inventory to the database.

During the TESDA Inventory monitoring, the training manager pass the summary

form of the Inventory to the VP-Academic. Their system includes the usage of

Microsoft Excel as their main Database, and Microsoft Word for the summary of the

Inventory system.

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III. REQUIREMENT ANALYSIS

Problem Definition

Education Innovation Academy experienced problems on handling their

Inventory System. Since EIA is a technical school, they only use Microsoft Office

Excel to record their data. MS Excel became a manual system because of persistent

typing and usage of separate spreadsheets to record data and lacks privacy due to

the fact of the PC Server can be accessible to multiple users even though the Excel

file and the PC itself is password protected. The file can be copied via File transfer

and hack through it.

To prevent such scenario, the proponents proposed an automated Inventory

system with user privilege support and using MySQL Database to provide a more

secured data storage engine. The user privilege support will separate the Owner user

accounts to the Administrator and Inventory User.

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Objectives

The objective of this research is to develop an Inventory Management System

software for Education Innovation Academy Inc.

Specific Objectives

1. To identify the most suitable software development tool to design Inventory

Management System (IMS).

2. To design and develop a low cost Inventory Management System (IMS)

software.
3. To validate and verify whether the Inventory Management System is

effective and sufficient within the working environment.

Scope and Delimitation

1. The software will be used to monitor the Computer Laboratory’s equipment

and devices.
2. The software will be used by EIA’s Staffs to organize their storage.
3. The software will be used my Administrators and Owner to update, add, delete

records.

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User and Beneficiaries

Mr. Angelico Marcelo

Mr. Marcelo is the proponent’s client, he is also the Training Manager for

Education Innovation Academy. He handles the implementation of the training

assesses given by the VP-Academic (which is the owner). He is also responsible for

maintaining the Inventory system of the School due to the fact that he trains and

assigns trainees, student assistant and scholars to organize the Inventory.

Listed below is the Beneficiaries’ feasibility analysis, which states the status of

the client; Education Innovation Academy whether they have the capability of

maintaining the system.

Technical Feasibility

1. EIA is a Technical school where all staffs are computer literate.

2. EIA has a PC Server for Operational purposes

Economic Feasibility

1. EIA has the money to produce computers.

2. EIA has the correct amount of staff to use the system.

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Operational Feasibility

1. EIA has 2 PC Servers, used by an accounting, encoding and monitoring

employees.

2. EIA has the capability of training recruits due to the fact that they hire OJT trainees

and Full time employees for administrative works.

Behavioral Feasibility

1. The proponent’s client; the Training Manager of EIA. Is in the facility Monday to

Saturday 9:00am to 6:00pm.

Schedule Feasibility

1. EIA is flexible enough to set an interview due to the Training Manager having a

flexible schedule.

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IV. STRUCTURED ANALYSIS

Understanding the System

The method and software development tool used to develop the Inventory

Management System (IMS) will be discussed. The method used to develop the

software will be explained in details together with figures and flow charts. First, a

condition will be set on the software based on the usage of the software. Then, the

features of the software are determined based on the needs. Next, a data flow

diagram is created to determine the flow of data from server to user. The software

development tools and flowchart is chosen and created based on the limitation and

features. Next, the conceptual design of the GUI is created to visualize how the

software will looks like when it is done. Next the GUI will be built with the full function

including the QR Code Encoder and Decoder follow by the creation of database. The

software will be debugged until it can run smoothly. Lastly, a survey form is created to

gather data on user satisfaction and the software will be tested by 10 persons and

then fill up the survey form.

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Existing Flowchart

Inventory Management

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V. PROPOSED ALTERNATIVE

Zero Level Data Flow Diagram (0 Level DFD)

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First Level Data Flow Diagram (1st Level DFD)

Inventory
Management
System

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Second Level Data Flow Diagram (2nd Level DFD)

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Third Level Data Flow Diagram (3rd Level DFD)

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Data Dictionary

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1. Administrator The One Who Is Responsible For Keeping The

Records Organized.

2. Owner The Owner of EIA Inventory System.

3. Serial Number A manufactured article for the purposes of

identification.

4. Validation Making or declaring something legally or officially

acceptable.

5. Inventory ManagementAutomates the inventory update, Monitoring Stocks,

System
Login Users, reports, manage user,

6. Update To make something more accurate and suitable for

use now by showing new facts and conditions.

7. Delete Remove Item Permanently

8. Storage The action or method of storing something for future

use.

Entity Relationship Diagram

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System Flow Chart

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VI. COST BENEFIT ANALYSIS

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1. Presentation Cost
A. Development Cost
 Hardware

Description Qty. Unit Unit Cost Total Cost

Laptop

1. Acer 1 Php 25,000 Php 25,000

Aspire ES1-433

V1.04

4096MB RAM

Total Php 25,000

 Software

Description Qty. Unit Unit Cost Total Cost

Windows 10 1 pcs. Free Free

Visual Studio 1 pcs. Free Free

B. OPERATING COST
 Utilities

Description Qty Unit Unit Cost Total Cost

Electric 5 month Php 1,500 Php 10,500

Consumption

Transportation 5 month Php 150 Php 1,250

 Supplies

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Description Qty. Unit Unit Cost Total Cost

Ink 4 pcs. Php 800 Php 3,200

Total Php 15,050

B. Project Cost

Development Cost + Operating Cost

25,000 + 15,050

Total = Php 40,050

C. Future, Present and Accumulated Value

A. Final Table

Year No. of Project Project Future Accumulated

Year Cost Value Value Present Value

2018 0 Php 40,050

2019 1 8,010 8,811 8,010

2020 2 9,612 21,196.9 17,632

2021 3 11,524.9 38,063.32 29,186.4

2022 4 13.840.8 60,899.52 42,997.2

2023 5 16,608.96 71,349.28 59,606.16

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D. Rate of Return

RR = [(APV5/PC)-(1/N)] 100-100

= [(59,606.16/40,050)-(1/5)] 100-100

= [1.49 - .20] 100 - 100

= (1.29)100 - 100

= 129 – 100

=29%

E. Payback Period

PB = [(APV5 – PC) / PC] + N

= [(59,606.16 – 40,050) / 40,050] + 3

= [0.49 / 40,050] + 3

= 3.0
= or 3 years

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VII. IMPLEMENTATION

Summary of the Study

The Inventory Monitoring System proposed for Education Innovation Academy will

be used in regards of storage monitoring during TESDA’s annual inventory

monitoring. The system is capable of inserting, deleting and updating data, With

MySQL as the database, the system used VB.Net language for application

development. The system has 3 user accounts, the owner with full grant privilege.

Administrator with same functionalities with owner, but lacks privilege to create,

update, delete user accounts and modifying the storage database. The last is the

Inventory user, with the only function it contain is opening the Report form. The owner

account will be managed by the President and VP – Academics of Education

Innovation Academy. The Administrator will be managed by the proponent’s client;

The Training Manager and the Registrar. Last is the Inventory User, which will be

managed by the student assistants hired/lead by the Training Manager.

Conclusion

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The Inventory Management system will be used by the client as an

alternative for saving their data. With a more secured database engine. The client

decided to use the system’s alpha, beta type and old version for the school’s system

software engineering subject as a template of creating new system software. The

system also informed EIA’s usage and awareness of how to handle the Inventory.

The report form will now be used for their annual TESDA Report.

Recommendation

In any business, make it big or small, we must understand that taking

good care of our inventory is very important. If we as administrator or the owner do

not understand the concept of good inventory management, we must learn to be

familiar with it and its applications. One of the reasons for the failure of a business is

its inventory management. There are many ways to fight failure, and we can start

from here. There are new technology that can help us maintain and supervise our

inventory. What we can do is learn, implement and evaluate our business. And you

can start with your inventory.

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APPENDICES

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IMPLEMENTATION

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PICTURES

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SCREENSHOTS

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Index Page

Log in Screen

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Main Menu Page

Manage Users Page

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Pull Out Page

Reports Page

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Stock Master Page

Generating Master Page

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USER MANUAL

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USER MANUAL

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USER MANUAL

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I. How to Log In with Default Owner Account?

1. Click Login

2. Type username “owner”, and password “owner” and click “Ok”.

3. (Optional and Recommended) You can update or remove the default owner

account to prevent other users to use it.

II. How to create a new Account?

1. Login as Owner. (Note: Administrator and Inventory User doesn’t support Step

2)

2. Click Manage User

3. Fill up the following:

Name – Your full name

Username – Nickname, codename or represented name

Password – Input a password for the account

Confirm Password – For checking, password must be repeated here

User Type: Choose whether the account is an Owner, Administrator or Inventory

User.

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4. Click Save to save as new, Delete to remove the user from the database.

Update for updating the current user and Clear to remove all filled text fields.

5. Click Refresh above the Table to reload the database.

III. How to add a new Item to the laboratory.

1. Using the Owner and Administrator account, open Stock Master.

2. Fill up the following in the Computer Parts window:

Asset Name - Choose what Computer number

Location – Set the room location where the item will be transferred

Select Parts – Choose an item that will be transferred

Brand – Select the brand of the item

Control No. – Set the Identification Number of the item

Part Status – Set whether the item’s condition, whether it is broken or working

OS Version – (For Hard Disk) set the current Operating System of the Hard disk

Description – Add additional specification to the item like memory capacity,

storage capacity, clock speed, version, etc.

3. Click Save, and refresh the Database to find the item in the bottom table.

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IV. How to move item to Storage.

1. Using the Owner and Administrator account, open Stock Master.

2. Click Refresh Database in the bottom table.

3. Choose the item and click Move to Storage.

V. How to move item to Storage.

1. Using the Owner and Administrator account, open Stock Master.

2. Click Refresh Database in the bottom table.

3. Choose the item and edit certain data and press Update.

VI. How to add new Asset, Brand, Item, Location, Version, Status and Parts to the

Database?

1. Using the Owner and Administrator account, open Stock Master.

2. Click the Generating Master Tab

3. Choose from between the tables and Add, Load, Update and Delete specific

data from here.

VII. How to Move Storage Items to the Laboratory

1. Using the Owner account, open Pull Out.

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2. Choose the Item and Click Use, this will open Stock Master.

3. Update the data by setting up the Asset Name and Location and then click

save.

VIII. How to Delete Items from Storage.

1. Using the Owner account, open Pull Out.

2. Choose the Item and Click Delete.

IX. How to print Records

1. Using any of the three (3) account types, click Report.

2. On the left side of the screen, choose what kind of report type you want.

List of All Assets – List of current assets that are in the Laboratories

List of Pull Out – List of currents assets that are in the Storage

3. Select the Page you want and Press Print in the Top left of the Microsoft

Crystal Report Interface.

4. You can use the Report Filter in the Center Left of the screen to filter specific

records in a specific day.

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GANTT CHART

GANTT CHART

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CURRICULLUM VITAE

Curriculum Value

1. Alberto Bautista

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Name: ALBERTO D, BAUTISTA
Birthday: April 13, 1996
Address: 58 A.E. Mendoza St. Buting, Pasig City
Email Address: abo_bautista@yahoo.com
Contact Number: 0977 063 0037

OBJECTIVE

To be able to work in a working environment, that my skills can ensure a good quality
work and proper management of prioritizing certain tasks; in able to achieve the daily
goal of the company.

EDUCATIONAL BACKGROUND

2015 – 2017 Pateros Technological College

College St. Pateros, Metro Manila
Bachelor in Science for Information Technology

2012 – 2015 Education Innovation Academy inc.

Room 307 3rd Floor Guadalupe Commercial
Complex. Guadalupe, Makati City

Associate in Information and Communication

Technology
Major in Commercial and Industrial Networking

2009 – 2012 San Joaquin Kalawaan High School

Kalawaan, Pasig City

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2004 – 2009 Buting Elementary School

Santos St. Buting, Pasig City

WORK EXPERIENCE

2015 - Present Technical-Vocational Level Trainor

Education Innovation Academy, Inc.

Duties and Responsibilities Computer Hardware Servicing NC II,

Computer System Servicing NC II, Mechatronics
Engineering Technology and Multimedia Arts

SEMINARS AND WORKSHOP

 Participated and volunteered in Science and Technology Exhibit 2010 at

San Joaquin Kalawaan High School.
 Attended at TESDA SPECIALISTA Job Bridging Program for Tech-Voc
Graduates – NCR Convergent Job fair since March 22, 2013 at Cuneta
Astrodome, Pasay City.
 Seminar in Computer Hardware Servicing, Electrical Control System
and Digital Electronics at DMCI Homes. Mahogany Place 3, Acacia
Estates, Taguig City August 24, 2012
 Attended Industrial Automation Tech Expo at SM AURA Convention
Center.
 Attended Conex Architectural and Engineering Convention Seminar at
SM Aura, April 14, 2018

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 Attended Leadership Training Seminar for Student Council at Pateros
Technological College, February 15, 2019

PROFESSIONAL SKILLS

 Well verse in Computer Hardware Servicing/ Computer System Servicing

 Well verse in Hardware, Software troubleshooting and Installation (Computer
Applications, PC Drivers etc )
 Well verse in Computer Networking (Topologies, Subnetting, Routing)
 Well verse in PLC Programming ( Programmable Logic Controller )
 Well verse in Design of Electrical Schematic Diagrams
 Well verse in troubleshooting, designing and hardwiring Electrical Controls,
including Industrial Automation
 Well verse in Microsoft Office (Word, Excel, Powerpoint, Access)
 Well verse in Multimedia Arts (Animations, Blogging/Vlog)
 Well verse in Mobile and Windows Game Development using Unity 2D
 Well verse in C# Language Programming for Unity 2D using Microsoft Visual
Studio
 Well verse in Web Development (HTML, CSS, PHP)
 Well verse in Database Management System (Microsoft Access, MySQL)
 Well verse in Software Engineering
 Well verse in Computer System Analysis and Design
 Well verse in Applying Occupational Safety and Health
 Intermediate knowledge in Telecommunication Concepts
 Intermediate knowledge in Drafting AutoCAD 2D/3D
 PPE ( Personal Protective Equipments ) Analysis, observer and supervising
 Responsibly applying “The Five S” to the Workplace ( Sort, Set In Order,
Shine, Standardize, Sustain )

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 Intermediate knowledge with experience in Leadership
 Very good English communication skill

REFERENCES

Jane L. Zarceno VP for Administration & Finance

Education Innovation Academy, Inc. Makati
519 – 8747

Angelico L. Marcelo Training Manager

Education Innovation Academy, Inc. Makati
0930-665-7023

Roger Benjamin E. Tabaranza Field Engineer

St. Giles Hotel, Makati
0920 461 6580

August Van Ryan Capinig AutoCAD Operator

Beta Electric Corporation, Taguig City
0915 280 8896

2. Ralf Casagda Jr.

Ralf R. Casagda Jr.

Blk.1 Lot 6 Cornerstone Compd. Ibayo Tipas, Taguig
City

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rjcasagda125@gmail.com
+639366735299

Objective:
To be a part of an organization where get a chance to use my knowledge and
skills to contribute in the progress of the organization as well as myself.
EDUCATIONAL BACKGROUND

 TERTIARY Pateros Technological College

Bachelor in Science for Information

Technology
College St. Pateros, Metro Manila
(2017– 2019) Present

St John Bosco IAS - Pateros

Bachelor in Science for Information

Technology
M. Almeda Street Pateros, Kalakhang
Maynila

(2015 – 2017)

 HIGH SCHOOL St. Uriel Academy of Taguig City

24 Orchids St. Samama II Napindan, Taguig
City
(2010 - 2014)

 ELEMENTARY St. Peter Parochial School of Taguig City

Labao St. Napindan, Taguig City
(2000 - 2010)
SKILLS

 Skillful in every Microsoft Office software

 Has ability to troubleshoot and repair computer hardware components

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 Electronic System and Design
 Drafting Autocad 2D&3D
 Creative Design (Photoshop, Premier Pro, SketchUP, Animator)
 Innovative
 Strategic Thinking
 Good Time Management

PERSONAL INFORMATION
Age: 21 Date of Birth: April 28 1997 Civil Status:
Single
Gender: Male Place of Birth: Pasig City Religion: Roman
Catholic

SEMINARS AND WORKSHOP

- IT Security: facing Challenges, Creating Solution in Building Advance

Communication (Topic: Cyber Security) since March 2014 at St John
Bosco Pateros.
- IT Security: facing Information Security and Risk Management held
Since March 2018 at Pateros Technological College.
- Online Courses for Entrepreneur Since October 28, 2015 at St John
Bosco Pateros
- Seminar in Computer Servicing, Network Troubleshooting Since Nov.
26, 2014 at St John Bosco Rotonda (Main)
- AutoCad Advance Training 1,2&3 Since January 24, 2014 at SM
Megamall
- Photoshop Basic Training 1,2,3 Since May 2014 at SM Megamall
- Basic Animation Actual Traning since February 16 2015 at D.C Institute
Academy

3. Jhonald Hintay

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HINTAY, JHONALD V.

#21C MASTRILI ST. BAMBANG TAGUIG CITY

+639165328118 ▪ jhonald.hintay@gmail.com

Objectives
I want to succeed in a stimulating and challenging environment, building the
success of the company while I experience advancement opportunities.

Experience
Encoder
▪ November 2015 – April 2016
Surgicom Trading Corp ▪ Ususan Taguig City

Personal Data
 Age: 21
 Birthdate: August 08, 1997
 Religion: Roman Catholic
 Height: 5’7
 Place of Birth: Quezon City
 Mother’s Name: Jinky V. Hintay
 Occupation: Office Staff
 Father’s Name: Arnulfo M. Hintay
 Occupation: Security Guard

Education
Pateros Technological College
2016-2020 ▪ Tertiary
Gen. Ricardo Papa Sr. Memorial High School
2010-2014 ▪ Secondary
Taguig Elementary School
2004-2010 ▪ Primary

 Certificate of Participation in 8th IT Skills Olympics

 Certificate of Recognition for having won 3rd Place in Assembly and
Disassembly during the skills competition.

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 PATEROS TECHNOLOGICAL COLLEGE
 Certificate of Recognition for having won 1st place in Peer to Peer during
the inter-branch skills competition.

References
Don Martin
-Loan Processor at Wealth Bank
+69178707368
Maribel P. Pinon
-Receptionist at Gold Deluxe Phil LTD
+639552381494

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