` COLEGIO DE

GETAFE
Getafe, Bohol, Philippines 6334

CAPSTONE PROJECT
CDGInventoryPro: Inventory
Management System

BOLIGAO, JEMAR L.
MELGAR, EDUARD A.
TORREMOCHA, ROSALITA D.

August 10, 2024

Adviser: Mr. Gerry Pacanza
Bachelor of Science in Information Systems

1
 Table of Contents

Table of Contents..........................................................................................................

CHAPTER 1..................................................................................................................

Introduction................................................................................................................

Rationale of the Project..........................................................................................

Objectives of the Project........................................................................................

Scope and Limitations of the Project......................................................................

Significance of the Project......................................................................................

Flow of the Project.................................................................................................

Definition of Terms.................................................................................................

CHAPTER 2................................................................................................................

Review of Related Literature and Studies...............................................................

Related Literature.................................................................................................

Related Studies....................................................................................................

CHAPTER 3................................................................................................................

Methodology............................................................................................................

Software Engineering Methodology.....................................................................

Requirements Specifications................................................................................

Development........................................................................................................

References.................................................................................................................

2
LIST OF FIGURES

Figure 1: Flow of the Project

Figure 2: Agile Software Development Model

Figure 3: Fishbone Diagram

Figure 4: Functional Decomposition

Figure 5: Use Case Diagram

Figure 6: Gantt Chart

Figure 7: Login Page
Figure 8: Home Page

Figure 9: List of Supplies & Properties

Figure 10: Property Records
Figure 11: User Dashboard
Figure 12: Add Supply
Figure 13: Request Items
Figure 14: Deployment Diagram
Figure 15: Agile Testing Plan

3
 CHAPTER 1

Introduction

Rationale of the Project

The inventory management system is the process by which

businesses track goods throughout their entire supply chain from purchasing

to production to end sales. [1] It governs how organizations approach

inventory management, ensuring they have the right products in the right

quantities for sale at the appropriate times.[2] These systems blend

technology, processes, and procedures to monitor, manage, and evaluate

inventory levels effectively. They can simplify ordering, storage and usage. It

is a tool that is used to monitor and regulate their stock before it is sold. In

essence, IMS enables businesses to make well-informed choices regarding

inventory control, guaranteeing they have the appropriate products in stock

when needed to satisfy customer needs while reducing surplus inventory

and related expenses. It is crucial for enhancing operational effectiveness,

improving customer contentment and boosting business profitability.

Colegio de Getafe is currently using manual inventory processes,

which are time-consuming, error-prone and ineffective. This can result in

issues such as stock shortages, excess inventory and wasted resources. As

schools evolve and expand, their inventory management requirements can

become more intricate. Manual systems may struggle to meet the demands

of a growing school, leading to inefficiencies and mistakes. Inventory

4
management systems are scarcely utilized in schools since the priority is

focused on the offering of quality instruction.

Research focusing on inventory management systems in schools

seeks to tackle difficulties and issues, enhance operational efficiency,

maximize resource allocation and ultimately bolster the educational

objectives of the institution. Depending on the manual inventory tracking

across various software and spreadsheets can be time-consuming,

repetitive and prone to errors. However, [3] implementing a centralized

inventory tracking system with accounting features can alleviate this issue.

Handling inventory using manual paperwork and processes can be both

tedious and insecure.

The researchers would like to develop a system called CDG

Inventory Pro: Inventory Management System (IMS). It will help the tracking

and supervision of supplies and materials. The main goal of this system is to

simplify the inventory management procedure, minimize mistakes and

ensure effective allocation of resources. Through the implementation of this

system, the school will be able to monitor stock levels in real-time, get

notifications when supplies are running low and create reports for analysis

and decision-making. The researchers aim to enhance the efficiency of the

school's inventory management, cut costs and reduce the likelihood of stock

shortages or excess inventory. [4] Maintaining Appropriate Inventory Levels:

IMS ensures businesses have the right number of stock-avoiding shortages

while minimizing excess inventory.

5
Objectives of the Project

The primary goal of the project is to create a precise and dependable

inventory management system for the Property Custodian of Colegio de

Getafe.

Specially, the project aims to:

1. Design a system for the Property Custodian in the Registrar's office with

the following features:

a. Login Page;

b. Registration Forms; and

c. Records

d. Tabular and Graphical Report

2. Develop and create a system using the following tools:

a. HTML;

b. CSS;

c. PHP;

d. MySQL;

e. VS Code; and

f. XAMMP.

3. Test the effectiveness of the system in terms of:

a. Accuracy of the result;

b. Security, and

c. Functionality.

6
Scope and Limitations of the Project

The CDGInventoryPro: Inventory Management System, similar to

SIMS, is designed to oversee inventory supplies by monitoring stock levels,

fulfilling orders, creating reports, and enhancing the supply chain process.

The project centers on CDGInventoryPro, which is used by the Property

Custodian. The system may overlook factors like the school canteen,

supplier relationships or student demand that could affect inventory

management. Due to the duration of the research, the study is limited to the

CDG Inventory Management System. However, within this limitation the

researchers endeavor to ensure sufficiency by gathering comprehensive

information and carefully considering what to include and what to conclude.

Significance of the Project

The researchers feel a sense of pride and accomplishment knowing

that their shared knowledge had a significant impact and benefited others.

The primary recipients of CDGInventoryPro: Inventory Management

System include the following:

Property Custodian. The system will make it easy for the Property

Custodian to manage all the supplies in CDG, generate graphical reports,

quickly access all the equipment that is usually borrowed from the LGU

personnel and release records to the maintenance staff of laboratory.

Administrator. This can improve efficiency in operations, optimize financial

management and enhance overall resource utilization.

7
Future Researchers. It can be helpful to them or provide them with ideas

they can use as a guide and offers researchers the chance to advance the

academic field by deepening their grasp of inventory management system.

They might also consider developing a productive and successful inventory

management system in a school.

Flow of the Project

Figure 1 below shows the flow of the project.

The Input of the project consists of the item’s name, supplier’s name,

date of receipt, purchase order number, cost per unit, serial number of every

computer also in speech lab, records of items borrowed.

The Process includes planning, analyzing, designing, developing and

implementing the system.

The Output is the development of the system called CDGInventoryPro:

Inventory Management System.

INPUT PROCESS OUTPUT

Supplies Information:- Planning, analysis, CDGInventoryPro:
Supplier Name - design, development, Inventory Management
Date of Receipt - and implementation of System
Purchase Order Number the CDGInventoryPro:
-Cost Per Inventory Management
Unit -Serial System
Number

Figure 1. Flow of the Project

8
DEFINITION OF TERMS

Admin. It refers to the system user that can access all the recorded

information of the supplies.

CSS. Used to add and control the presentation and styling of the

proposed system.

HTML. Used to provide the structure and the layout of the system.

MySQL. Researchers will use this as an open-source relational

database management system for reliable and efficient data storage.

PHP. Researchers will use this script as a backend of the proposed

system and will connect the database server to our front end or the design.

Inventory. Includes all the items like supplies, materials and equipment

that the school possesses and utilizes for daily activities including

educational resources, tools and consumable items.

Asset Management. Involves the supervision and handling of the

school's tangible assets such as computers, projectors and laboratory

equipment to ensure they are utilized effectively and maintained properly.

Visual studio code. This will be used as a code editor in developing

the system.

XAMPP. This will be used to facilitate the setup and management of the

web server environment and will also be used as a convenient tool for local

development and testing of the system.

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 CHAPTER 2

Review of Related literature and studies

Related literature

In recent years, many businesses have embraced new technology to

improve their operations. In the food industry, managing inventory effectively

is crucial, especially when dealing with perishable items. This study aims to

explore how enterprise resource planning (ERP) addresses inventory

management issues in small and medium enterprises. ERP systems are

comprehensive tools that streamline processes and enhance organizational

performance. Odoo was chosen for this research due to its open-source

platform, flexibility and user-friendly interface. A customized design using

Odoo software has been developed to address quality management

challenges in the enterprise [5]. It offers a formal framework for organizing

products including teaching aids, laboratory equipment and more. While it is

a duty that is sometimes overlooked, effectively maintaining a school's

inventory is essential to the seamless operation of educational institutions.

For teaching and learning to be effective, materials such as laboratory

equipment must always be available [6]. According to the company, an

inventory management system is essential for both stable finances and

efficient operations. Effective inventory management is also essential to

educational organizations like school districts since it guarantees the

availability of resources and facilitates budget allocation [7].

10
 Additionally, inventory is the availability of any resource used by a

firm in its day-to-day operations. Inventory management is described as the

science-based art of making sure that an organization has just the right

amount of inventory stock on hand to meet demand. An inventory system is

a collection of guidelines and procedures used to regulate and track a

company's inventory levels. It also establishes guidelines for maintaining

inventory levels, placing major orders and scheduling stock replenishments.

The supervision of item storage, availability and supply in order to maintain

a sufficient quantity without going overboard is known as inventory control

[8].

Supply Inventory Management System. A procedure that keeps track

of stock, supplies and sales along the whole supply chain is called an

inventory system. Inventory systems are used by businesses to make sure

they are aware of the precise things they have on hand as well as where

they are located. Inventory systems assist businesses in organizing and

accounting for their stock by providing comprehensive records of new and

returned goods as they enter or exit the warehouse. Data like the quantity

produced, cost per unit, lot number, serial number, purchase date and

manufacturing date can also be tracked by these systems [9].

11
Related Studies

Equipment Inventory Management System (EIMS) for Catanduanes

State University. These systems allow for the inventory of raw materials

used in product manufacturing in relation to the quantity of goods developed

and the real expenses incurred up until the point of finished product

creation. Schools rarely use inventory management systems because

providing high-quality instruction is given priority. The automated equipment

inventory management system used by the nation's State Universities and

Colleges is the subject of this article. To be more precise, the system

records information about the equipment that each employee has been

assigned, keeps track of the equipment's history, manages inventory

automatically and produces reports on inventory. Prototyping was a

technique used in the study to design, develop, build and deploy the system

at Catanduanes State University. The study was conducted from July 2014

to May 2015 and system users were involved throughout. Macromedia

Dreamweaver, PHP, and MySQL were the tools used in the development

[10].

Supply Inventory Management System for Leyte Normal University. In

today’s fast-paced market, business success hinges on effective inventory

management. Traditional manual methods are no longer adequate in this

era of advanced technology. This study explores the importance of adopting

technology to enhance accuracy, efficiency and decision-making in inventory

12
management. It reviews various research studies and highlights the unique

challenges faced by Small and Medium Enterprises (SMEs) in the

Philippines, focusing on their specific inventory management practices. The

proposed study centers on the supply office at Leyte Normal University,

aiming to develop an efficient inventory management system. Using action

research methodology, the study will design, implement and evaluate a

technology-based system to address current inefficiencies. Theoretical

frameworks such as the two-bin system, just-in-time theory and vendor-

managed inventory will be utilized. Data will be collected through surveys

with Likert scale and open-ended questions, demonstrating how the

proposed method better meets user’s needs and improves efficiency. The

study advocates for the use of advanced data analytics, encourages vendor

collaboration and enables customized reporting ultimately supporting

competitive businesses, effective educational institutions and improved

inventory management practices [11].

This study aims to create an Inventory Management System (IMS) to

enhance the control and management of product stock, customer orders,

customer service and order delivery related to company inventory

information. The target users are owners and employees of Small and

Medium Enterprise (SME) retail stores in Malaysia that still manage

inventory manually. The IMS assists retail stores in tracking the arrival of

new product stocks and recording customer orders for reservations within

the store inventory. The developer utilized PHP for backend development

13
and HTML, CSS, and JavaScript for frontend development. The study

employs the Rapid Application Development (RAD) methodology, which

emphasizes an iterative development process. Despite the full development

of the IMS, there are still limitations and potential future enhancements

identified [12].

Inventory Management Practices and Service Delivery of Healthcare

Facilities in Ilocos Norte Philippines. This study examines the link between

inventory management practices and service delivery. Participants included

16 healthcare facilities in Ilocos Norte and 80 patients, selected through

convenience sampling. The research employed a quantitative design and a

causal approach to assess the relationship between the independent and

dependent variables. The study identified five key inventory management

practices: pharmacy premises and storage, drug information, safety and

security, personnel and stock control and monitoring. Service quality was

categorized into hospital admissions, care and treatment, hospital

environment and facilities and hospital discharge. The findings revealed a

significant correlation between personnel and stock control, monitoring and

service quality. The study also provided implications, conclusions and

recommendations [13].

Modelling and analysis of inventory management systems in

healthcare for computers & industrial Engineering. In order to minimize

inventory-related costs and maximize service level while significantly

lowering treatment costs and resource waste, inventory management in a

14
healthcare system must be consistent with its operations and essential

features. In light of these factors, researchers and practitioners have created

a number of approaches and methodologies over time for the modelling and

analysis of various inventory management systems in the healthcare

industry. This study provides a classification and critical analysis of the

modelling methodologies and solution techniques currently in use for

healthcare inventory systems. The literature assessment with future

research directions directly leads to the presentation of an integrated

research framework as appropriate in the current setting [14].

15
 CHAPTER 3

Methodology

In this chapter, the researchers discuss the software

engineering methodology and software requirements specifications

that will be used for the CDGInventoryPro: Inventory Management

System.

Software Engineering Methodology

Agile Software development methodologies are all about

delivering small pieces of working software quickly to improve

customer satisfaction. These methodologies use adaptive

approaches and teamwork to focus on continuous improvement.

Agile also increases organizational efficiency by fostering teamwork

and a clear understanding of each role in the process [15].

Agile Software development is an approach that emphasizes

adaptability, teamwork and client satisfaction. Its foundation is the

Agile Manifesto, a collection of software development guidelines

that place an emphasis on people and their interactions, functional

software, customer cooperation and adapting to change. Agile

Software Development is an incremental and iterative software

development methodology that prioritizes frequent and rapid

16
delivery of a usable result. To make sure that product satisfies the

customer’s wants and expectations, the development team and the

customer work closely together [16].

Pros

Software deploys more quickly, which contributes to the

customer’s increased trust. Able to react more quickly and more

effectively to needs that are changing quickly. Flexibility to respond

to the market and new intelligence and the implementation team

has room for creative problem solving.

Cons

Loose planning can lead to the unpredictable finished

product and date slippage. Makes use of ongoing literation and

client feedback, which can make project outcomes unpredictable.

The sprint isn’t properly planned and problems with workflow

coordination.

17
 Figure 2. Agile Software Development Model

Requirement

In this phase, researchers hold meetings with stakeholders

to clarify requirements and create a plan for how the system will

operate.

Design

During the design phase, the team focuses on developing

the system architecture and creating wireframes or user interface

prototypes. This allows users to see the system and provide early

feedback.

18
Development

During this stage, the researchers will develop the system

for assessing teachers. This includes tasks like creating forms,

designing input interfaces, setting data validation rules and

implementing algorithms for data processing and retrieval. The aim

is to build the required functionality for the end users.

Testing

In this stage, the team will validate the features created in

the prior iteration. They will use various testing techniques, such as

unit testing, integration testing and user acceptance testing, to

ensure the system’s quality. During this period, the system will be

deployed in a controlled environment for beta testing, with selected

users (like students) invited to provide feedback.

Deployment

To ensure effective testing and user evaluation, release the

system in small and manageable increments. Keep a close eye on

system performance and promptly address any issues that emerge

during this controlled rollout.

Review

The team performs a post-deployment review to evaluate

project progress, collect insights and pinpoint areas for

19
enhancement. They also develop plans for continuous system

maintenance and support.

Requirements Specifications

Fish Bone Diagram

A fishbone diagram, also known as a cause-and-effect

diagram or Ishikawa diagram, is a valuable tool for identifying the

root cause of a problem. It enables you to list all potential causes

contributing to the effect you are experiencing. This diagram can be

used to analyze and identify the underlying causes of issues

encountered during the design, installation or use of the teacher

evaluation system. Shaped like a fishbone, this visual aid is often

utilized in brainstorming sessions [17].

Figure 3. Fishbone Diagram

20
 Materials. Refers to all of the resources, substances, parts,

and inputs needed for the process. This category investigates if the

outcome is impacted by the availability or quality of the materials.

Software Specification. Also known as software

requirements specification (SRS). It alludes to intricate a list of

functional and non-functional requirements software system or

application. It functions as a guide for programmers, giving a

precise and unambiguous explanation of the functions that the

software should do and how it ought to act.

Manpower. Refers to the total number of living things

prepared (to work) in a certain industry, nation or example

organization. It is a term frequently used in relation to the labor

force system and man-useable materials to count and arrange the

consumables required for the meeting with the organization's goals

and objectives.

User. A person or object that interacts with a product. When

discussing software and technology, a user says something

pertaining to a person who connects knowledge processing. Device

records of orders for knowledge processing machines. Utilizations

or level structures to perform work others using personal devices to

companies utilizing sophisticated program system. They take ships,

interact with user connections and act in between. Via listings of

methods that employ various points and mechanisms to achieve

21
their goals gaining understanding of user behavior, being promoted

and requirements is crucial for creating functional, aesthetically

pleasing goods that have meeting with their degrees of probability

in which an event occurs and provides a reduced user break

experience. The user of this system will be the property custodian

and its staff.

Machines. An energy-using mechanical or electromechanical

device carry out particular duties or operations. Machines are made

to simplify work, more quickly or effectively by transforming one

type of energy into another, typically with the assistance of moving

components. They have been essential to the development of

human society contributing to the development of industry,

technology and other facets of daily life existence.

Hardware Specification. Refers to the comprehensive

technical details and physical attributes of the parts that comprise a

computer system or gadget made of electronics.

Environment. This is referring to the particular establishment

or organizations where the implementation of the records

management system will encompass the structures, the

organization's procedures, culture and records, in addition to any

current management techniques. It's critical to comprehend the

organizational environment for creating an organization-compliant

22
records management systems, objectives, procedures and legal

requirements.

Web. Often referred to as the "web," the World Wide Web is a

network of online publications and resources that are related. The

internet is mostly composed of websites, which are assemblages of

web pages that consist of multiple media files, including text,

photos, and videos. The creator of it was Sir Tim Berners-Lee in the

latter part of the 1980s and has transformed how we obtain and

distribute data. You can use a web browser to browse this

webpage, such as Mozilla, Firefox, Safari, or Google Chrome to

browse and are composed in HTML, or Hypertext Markup

Language, a markup language. Links, or more specifically,

hyperlinks, are essential parts of the internet. By selecting text

buttons or pictures that link to different websites, they allow users

move between them.

Developer. A developer is an individual who designs and

develops software, websites, software programmers or other digital

solutions. Developers utilize programming languages and methods

for writing instructions that control the actions of the capacity of a

software application. They apply their technological expertise and

expertise in designing, developing and testing software to address

certain issues or fulfil users' requirements.

23
Functional Decomposition Diagram

A functional decomposition diagram contains the whole

function or project along with all of the necessary sub-tasks needed

to complete it. It refers to the process of analyzing the links and

relationships between all the components that create a functional

relationship so that the original function may be recomposed. At its

essence, functional decomposition takes something complicated

and simplifies it [18].

Figure 4. Functional Decomposition

User Case Diagram

A Use Case Diagram is a visual depiction that showcases the

interactions between users (referred to as actors) and a system. It

24
highlights the different ways in which users engage with the system

to accomplish specific goals or tasks [19]

Figure 5. Use Case Diagram

Gantt Chart

A Gantt chart is a project management tool that helps in

planning, scheduling and monitoring a project. Using a Gantt chart,

it can improve your planning and scheduling, remote work

collaboration, resource allocation and task delegation.

25
 Figure 6. Gantt Chart

Design

The following are the sample designs of the pages within

the system.

Figure 7. Login Page

This page shows the login page of the system

26
 Figure 8. Home Page

This page shows the Records and the Report

Figure 9. List of Supplies & Properties

This page shows the List of Supplies & Properties

27
 Figure 10. Property Records

This page shows the Property Records

Figure 11. User Dashboard

This page shows the number of units added by the user.

28
 Figure 12. Add Supply

This page shows the User can Add Supply in the user panel.

Figure 13. Request Items

This page shows the form for requesting new items.

29
 Development

Software Specification

CDGInventoryPro: Inventory Management System will run

and support any web browser. Specially, it will run on;

 All Browsers

For development and building, the researcher used these tools:

 XAMPP

 HTML

 CSS

 PHP

 JavaScript

 My SQL

Hardware Specification

The proposed system will utilize the following hardware

specifications: an 11th Gen Intel® Core™ i3-1115G4 processor, 8

gigabytes of RAM, and 500 gigabytes of storage.

Program Specification

CDGInventoryPro: Inventory Management System will be

developed using PHP, HTML, CSS, MySQL, VS CODE, XAMPP,

AND Microsoft Edge.

Programming Environment

30
 The CDGInventoryPro: Inventory Management System was

created using Visual Studio Code (VS Code), an integrated

development environment (IDE) for web development.

Additionally, MySQL was employed to build the database. Both

tools are compatible with both Windows and macOS operating

systems. Throughout the project, the researchers exclusively

utilized the Windows OS for development, from the initial design

phase to implementing the system’s functionalities.

Deployment Diagram

31
 Figure 14. Deployment Diagram

Test Plan

An Agile test plan serves as a comprehensive strategy for

testing software applications. Its purpose is to ensure quality and

minimize defects by emphasizing continuous testing throughout the

development cycle. The plan remains flexible and iterative with

regular updates and adjustments based on evolving requirements,

test outcomes and feedback. This adaptability enables effective

testing practices [20].

32
 Figure 15. Agile Testing Plan

Test Planning

Test planning involves establishing the foundation for your

testing activities. A thorough test plan incorporates risk assessment,

identifying potential pitfalls and vulnerabilities early in the process.

By proactively addressing these risks, you can prevent costly errors

and setbacks later on [21].

Daily Scrums

Known as daily standups, these are brief, time-bound

meetings where the development team and testers synchronize

their activities, discuss progress and plan their daily work. These

sessions promote collaboration and alignment within the team.

Test Agility Review

33
 This practice entails reflecting on the Agile testing process

to identify areas for improvement. The team discusses overall

performance and evaluates the effectiveness of tools used aiming

to enhance testing in future iterations.

Release Readiness

This process aims to assess whether the software product

is prepared for the releasing to customers or end users. Testers

evaluate various aspects, including quality, functionality and

stability, to ensure readiness.

Impact Assessment

The project team evaluates the potential impacts of

upcoming changes including the requirements or an individual

component [22].

34
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