UST e-PE Uniform Inventory System

(e-PIS)

Group 3
Basuel, Venice
Cruz, Paula Geene
Delgado, Karla Antonette
Gregorio, Katherine Nicole
Lotardo, Jean Mae
Naldoza, 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 needs
2. 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 edition

CONCEPTUAL MODEL

a. Input-Output-Process (IPO)
Knowledge
Requirements:
System Development Life
Cycle
Structured Query
Language
Visual Basic Programming
Language
Basic Database
Knowledge
Software
Requirements:
Microsoft Access
Microsoft Visual Studio
Hardware
Requirements:
Modem/Router
Computer

Requirements
Gathering
Designing the
System
Development of the
System
Testing and
Implementing the
System
System Maintenance
Evaluation

A PE Uniform
Inventory Control
System for the
University of Sto.
Tomas

b. Entity Relationship Diagram

tbl_admin

tbl_employ
ees

Controls

admin_id
admin_password

emp_num

emp_name

admin_name

Monitors

tbl_inventory
_list

Monitors

Contains
tbl_pecours
e*
Gender

Sizes

*tbl_pecourse refers to the table for the PE courses available

Quantity

emp_password

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 attributes

d. Database Dictionary
1. Admin Table (tbl_admin)

Field Name
admin_id
admin_name
admin_password

Data Type
Text
Text
Text

Field Size
50
50
50

Description
Primary Key
Admins Name
Admins Password

Field Size
Long Integer
50

Description
Primary Key
Employee

Field Size
20
20

Description
Primary Key
PE Course

Field Size
20
20

Description
Primary Key
PE Course

2. Employees Table (tbl_employees)

Field Name
emp_num
emp_name

Data Type
AutoNumber
Text

3. Inventory Table (tbl_inventory_list)

Field Name
tbl_inventory
tbl_name

Data Type
Text
Text

4. Basketball Table (tbl_basketball)*

Field Name
tbl_inventory
tbl_name

Data Type
Text
Text

*Note: Table for PE Courses possesses the same attributes

DEFINITION OF TERMS
Admin 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 the management of 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 DESIGN
The 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 DEVELOPMENT

ACTIVITIES

DURATION (in months)

August
September
October
November
1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4

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 PROCEDURE

Preparations 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.

RESPONDENTS
The 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 4
This 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 DESCRIPTION
UST 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 DIAGRAM

Context Diagram

SUPPLIER

STUDENTS

0
PURCHASE ORDER

PROCUREMENT

INVENTORY STATUS
REPORTS
INVENTORY COUNT
UPDATE

ADMIN

E-PE
UNIFORM
INVENTO
RY
SYSTEM

RECEIPT
INVENTORY COUNT
UPDATE

EMPLOYEES

1.0
DELIVER INVENTORY

INVOICE
D2

PURCHASE INVOICE

STUDENT
S

2.0
RECEIVE INVENTORY

SUPPLIER

REGISTRATI
ON FORM

ORDER
FORM

PAYMENT

EMPLOYE
ES

0.0
ORDER INVENTORY

4.0
PURCHASE PE UNIFORM
INVENTORY

3.0
UPDATE INVENTORY STATUS
ORDER
FORM

ADMIN

REQUEST
5.0
FOR
QUERY INVENTORY LEVELS REPORT

INVENTORY
DATA

D1

INVENTORY
COMPILATION
OF
INVENTORY
LEVELS
2.0

GENERATE INVENTORY REPORT

INVENTORY STATUS
REPORT

D3

RECEIP
T

INVENTORY REPORT

PROJECT STRUCTURE

Delivery_Form
This 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_Form
Whereas 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_Form
This 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_Form
The 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 Form
The 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.