Background of the Study

The Management Information System is a computerized database

organized and programmed data in such a way that it produces regular reports

on operations for every level of management in a company. It is usually also

possible to obtain special reports from the system easily. It is use along

monitoring systems to view and create useful records in lending services such

as banks, facility management offices, and as well as laboratories. This is to

make sure that they know who borrowed and when. Using monitoring devices

on a computer laboratory where there are many items and equipment worth

millions of pesos would be reassuring that these items and devices are secured.

The Polytechnic University of the Philippines Computer Engineering

Laboratory has many devices ranging from computer peripherals such as

mouse, keyboards, monitors, to electronic devices such as power supplies,

extension wires, oscilloscope, function generators, and more. These are all the

equipment available for the computer engineering students to borrow. However,

they use manual borrowing system. The laboratory uses manual tracking

system, where borrowers (students) need to fill up borrower slips and leave

behind their IDs. In some case this protocol was not followed correctly and it

happened that the item was not returned or the item was broken, personnel in

charge is responsible for tracking who borrowed the item and when it is exactly

borrowed which is hard and not accurate as some borrowers may not to give

their own IDs but instead others’ or incorrectly fill-up the slip. In many cases

there are items getting lost and the borrower used someone else’s ID. Also, the

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faculties inside the laboratory can use the items just like the other borrowers

however, they are not required to fill up borrower slips which disorients the

arrangement and count of available items in the laboratory that are left. So,

when an item is borrowed and it happened that no slip was filled, and an item

got lost, there is no way to find out who borrowed the item last. These results

to confusion as to who will be held liable for the borrowed item or how to track

the item, thus this manual system is seen as poor management which affects

the operation of this kind of office.

Through developing this proposed system that is dedicated for this task

will greatly benefit the Computer Engineering Laboratory. This system will be

called as the Advance Inventory Management System (A.I.M.S). An easy-to-use

system that accurately keeps record of the borrower and the item borrowed,

and other details such as time, and date the item was borrowed, and as well as

when the item was returned. The output of the system will be used as an

official record of the borrowed items inside the laboratory and also as an

inventory manager tool of the office. A worry-free system that will

automatically create backup for the generate records and a security function

that monitors the items inside the laboratory. At this system lost items will be

easily returned or in finding out who is responsible for broken items by

tracking the borrower of the item by using the proposed program. This would

be a great asset to be deployed under the office and will ensure efficient

management and human-safety and as well as the security of properties and

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its management. AIMS will give a better service to their students and as well as

other people in the college such as co-faculties, office mates, and college staffs.

Organizational Chart

Dr. Anotonio Y. Velasco

Laboratory Head
Computer engineering
Department

Kart Englatera John Paul Avila Aerone Pamintuan

Student Assistant Student Assistant Student Assistant

Volunteers:
Patricia Flor Vizmanos
Maryniel Mercado
Chalene Dianne Nicomedes
Ryan Tupaz
Julius Galauran
Ernest Penales
Nicole Anne Antiporta
Kimberly Azul
Jayson Olaguera

Dr. Antonio Velasco

- General Duty is to manage all Laboratories related (Equipment,

Classrooms, and Student Service) of Computer Engineering Department.

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Student Assistants

- To know what are the things that handled by their superior

- Maintenance of computer rooms

- Computer troubleshooting of WiFi and Lan connection of College of

Engineering and Architecture

- Borrowing System of Equipment and Tools in CPE Lab

Volunteers

- Take over the jobs of assistants when they are not around

System Analysis

The Computer Engineering Laboratory is an office in the College of

Engineering and Architecture Building assigned in the maintenance and

regulation of equipment, rooms, and student services related to the laboratory.

Part of the functions of the office is the borrowing of equipment and tools such

as laptops, extensions, and power supply wherein borrowing slips that will be

given to students for the security of the equipment using their identification

card deposited in the office, also, only computer engineering students are

allowed to rent the tools and equipment. Moreover, classrooms with computer

were monitored also by this office where keys are kept by the office and

students come to the office to ask for a vacant room and the student assistants

or the volunteers will be the one to open the room for the students.

Request Slip Equipment / Releasing

Student Student Peripherals
Assistant

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Forms

The Computer Engineering Laboratory as the borrowing system of

Computer Engineering students where you can ask for classrooms, and borrow

other equipment like extensions, VOM, power supply and laptops. The students

is required to fill up a slip and surrender their ID as an exchange for the item.

The slip includes the information of the student such as name, year/section,

room number, time, date, borrowed items, and quantity for monitoring.

Figure 1

Advance Inventory Management System (A.I.M.S)

The researchers found out that the forms for the inventory system of the

CoE Lab is needed to improve. This kind of inventory system encounters

problems on financial costs, time, and disorganized borrowing system of the

laboratory. The researchers will present the Advance Inventory Management

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System (A.I.M.S). Making a software program that will be used with little time

and effort by the student assistants for the improvement that this laboratory

needs. The laboratory that have this software will no longer need to print tons

of borrowing slip that can help them with the budget of the laboratory. The

student assistants and volunteers can find the record of a missing tool or

equipment.

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Proposed Changes

The Computer Engineering Laboratory Office has its old borrowing

process which the identification card of the student, equipment, time, and date

are recorded only on paper slips. The researchers are presenting a

computerized inventory system for a manageable and organize records on

borrowing process in CoE Laboratory. A.I.M.S can make an improvement on

the office from the old borrowing process. With the use of the computerized

inventory system the borrowing and inventory process in the laboratory will be

more accessible. The student assistants or volunteers will have the complete

records and quantity of the equipment. The CoE laboratory will be organized

and less expenses from printing the borrowing slips through the use of the

computerized inventory system.

New Forms

The new software contains the name, section, student’s number of the

borrower and the things they will borrow like rooms, extensions, VOMs, power

supply and any equipment. This will help the student assistants and the

volunteers to easily monitor the things they will lend. Moreover, it is less time

consuming and less financial expenses. Less time consuming because the

information is directly kept in the computer. Less expenses because of the ink

and bond paper for printing the slip.

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 Proposed Organizational Chart

Computer Engineering Laboratory

Request
Tracking scheme:
Form
Data Rooms A.I.M.S
Student
Student
Assistant Storage:

Peripherals

Releasing Equipment

Technical

The researchers will use a notepad++ in able to create a program in a

webpage. This software will use the following programming language: HTML for

the outline; CSS for the design; JavaScript for the behavior of the software.

The software will be used in one of the computers of the Computer Engineering

Laboratory. It will be run in Google Chrome.