Panpacific University North Philippines

Urdaneta City, Pangasinan

College of Business Education

COMPUTERIZED INVENTORY SYSTEM FOR

SAN MANUEL TARLAC FARMERS MULTI-PURPOSE COOPERATIVES

In partial fulfillment of

CONTAWE, ROSE ANN B.

FABROS, ERIKA MAE
FERRER, MIKKA ELA
LOPEZ, JONALIE JAN P.
MALICDEM, MARIEL M.
MOLINA, KIMBERLY ANN N.
RAMA, JERRICA S.
BSA-3

BUSINESS CASE
San Manuel Tarlac Farmers Multi-purpose Cooperatives uses
manual

counting

on

their

inventory

of

rice

every

week.

The

recorded inventory of the manager and the counted inventory of

the person in charge in the warehouse should be the same. In case
the managers inventory record is not the same with the manually
counted inventory in the warehouse, they will have to recount
until it will be equal. If the inventory count is still not
equal, this time they need to go over with their sales record to
find what is missing.

BUSINESS OBJECTIVE
Title:
Computerized

Inventory

System

for

San

Manuel

Tarlac

Farmers

Multi-Purpose Cooperatives
Start Date:

August 3, 2016

Finished Date:

February 3, 2017

Project Manager:

Jerrica S. Rama

Project Objective:
The

projects

computerized

objective

inventory

is

management

to

develop

system

and

a
to

more

useful

implement

it

according with the counting of the inventory system. This project

will provide the user of the system a functional and faster way
of tracking their records and preserving them. In this project,
application of computerized inventory system is being exercised
to

minimized

time

and

efforts

consumed

in

using

manual

inventory system.

CURRENT SITUATION AND PROBLEM

The cooperative is experiencing a problem about their manual
inventory counting especially with the dissimilar inventory count
in the store and in the warehouse. They are experiencing a hard
time counting and it takes a couple of days to finish their work.
Sometimes the count in their inventory is not in accordance with
the sales plus the remaining stocks so it is a big problem
because they dont know how to detect where is the problem came
from. The researchers are planning to create a system that will
help them with their inventory counting.
Opportunity Statement
By using computerized inventory system, time consumed by the
user in manually counting the inventory will be lessen. In this
case,

users

inventory.

time

will

not

be

focused

in

just

counting

of

ASSUMPTIONS
Every
recording
system

was

company

is

inventories.
widely

used

facing
Before
in

difficulties
computer

companies,

era,

or

problems

manual

businesses,

in

inventory
firms,

and

industries. This method is very far in computer-based because it

is time consuming, files can easily be lost or damage, prone to
mistakes, hard to produce another copy and there are times when
amounts can be mistakenly computed or not accurate. There is no
efficient solutions for many companys paper-based problems.
Now we have qualified technology to implement new solutions
to these problems. Every process. Every process is started to be
integrated into electronic environment control with less effort
and employees. In this project, a new solution for inventory
system is designed and implemented.

PROJECT DEVELOPMENT OVERVIEW

Use Case Diagram
The Cooperatives are the one who produces rice to sell it to
its customer in order to have sales. Inventory is being checked
in the system by the Cooperatives. Payments from customers and
receipts given to them are being managed by the system and it
will directly update the sales inventory. (See Figure 1.)

Computerized Storyboard
The customer will go to the store and approach the salesman
for his order. After that, the salesman will get the rice from
the storage and scan the barcode to direct it in the system. The
scanned barcode will pass through the DBMS to locate the type and
name of the rice, and the code will be directly inputted in the
system, and it will automatically update the inventory of the
store and the sales inventory. (See Figure 2.)
System Architecture
The

server

will

access

the

database,

connect

it

to

an

user

an

internet connection using a computer in a browser...

Functional Requirements
The

system's

main

objective

is

to

provide

the

efficient interface in managing the inventory. The system shall

also provide various functions that are navigable for the user.
Incoming and outgoing rice shall be continuously monitored along
with the orders and deliveries. The user shall be alerted with
the date and time of deliveries to avoid delays. The design of
the system is to make the work of the user easier by not having
to manually update the inventory because the system will update
itself.

The interface of the system includes adding and deducting of

stocks, date and time of deliveries, processing of orders, and
updating of available stocks.
NON-FUNCTIONAL REQUIREMENTS
The system must be understandable for the user so he won't
need a manual to operate the system correctly. The system must
successfully add & deduct stocks, process orders, and update
remaining

stocks.

The

system

must

be

accurate

with

these

abilities to avoid errors on the inventory count. The system must

have an identification of its users to avoid unauthorized changes
on the system. The system must not lag to avoid inconvenience.

PLANNING MODEL
First, opportunity needs to be identified to know what we can add
to our system. Second, analyzing of feasibility in order for us
to know the capabilities of the system. Third is to develop a
work plan, this is important for us to know the flow on how to
create

the

system.

Fourth,

requirements

needed

are

to

be

identified in order to start the creation of the system. After

finishing the system, we will design its interface. The systems
interface will have to be simple so that the user will understand

the system easily. The last phase is implementation. Installation

of the system in the computer should be done by an IT expert.

Opportunity
is identified

Analyzing of
feasibility

Develop work
plan

Requirements
needed

Design phase

IMPLEMENTATIO
N

BUDGET ESTIMATES
Financial Analysis
The estimated budget of the project is P200 000. The project
will be needing the following materials. We will be needing two
computers which costs P30 000 each, one for the cashier and one
for the manager who manages the inventory. In order for the
system to be operational we will need a software, let us say that
a software is worth P80 000. We will also need a faster internet
connection costing P2 000 per month, that will help our system to
be organized and functional. In installation of the software and
the system, we will hire an IT personnel who will do it for us
with a salary of P10 000. We will also need a barcode scanner for
the inputting of sales in the system, costs P10 000. In printing

of receipt, we will need a thermal receipt roll paper costing P5

000.

WORK BREAKDOWN STRUCTURED

Initiation
The system will help the organization to count the inventory
easier. It will also help the management to avoid shortages of
rice

and

keep

inventory

on

hand

in

balance.

Computerized

inventory system will be used in accurate planning in order to

easily adjust for seasonal changes.
Planning
1. Opportunity is identified- after looking the problem of
the business, the system could be a wonderful opportunity
to develop because it can give good chance for progress.
2. Analyzing of feasibility- the system is feasible to be
useful for giving the management a detailed report for
inventory and more specific information in counting the
inventory.
3. Develop work plan- make an outline of a set of goals and
processes by which a team and person can accomplish those
goals, offering the reader a better understanding of the
scope of the project.

4. Stuff project- it is the old project that is connected to

the recent project. It is also be useful for the success
of the project you are going to make.
5. Control and direct project it is where the management
identified and set up what the right way of using the
system. In this phase of the planning is where they test
the accuracy of the system to be use up in counting the
inventory.
Execution
After finishing the project with the proper amount, the
system is now ready to implement.

First, teach the users how to

use the system. Manuals will be given to guide them on how to use
the system. Make sure that only authorized person can use it to
avoid problems in the system. Second, make sign for each brand of
the rice by product name, product number or category. Third,
initiate a process for incoming and outgoing inventory to avoid
mistake, then assess it. The system contains tracking system that
identifies all inventory and easily connects between the items
arrived and goes out. No more paper works.

FINANCIAL STATEMENT WITH THE PROPOSED BUDGET

MATERIALS
2 Computers
Computer Software
Internet
IT Personnel
Thermal Receipt Roll Paper
Barcode Scanner
TOTAL

PRICE
P30 000 /each
P80 000
P2000 /month
P10 000
P5000
P10 000
P177 000

REQUIREMENTS ANALYSIS MODEL

TEAM

CONSTRAINTS

SCHEDULE ESTIMATES
Gantt Chart

POTENTIAL RISK

S.W.O.T. ANALYSIS
Strengths

Weaknesses

Opportunities

Threats

IMPLEMENTATION PLAN

APPENDICES
Figure 1. Use Case Diagram

REFERENCES