Volume 10, Issue 4, April – 2025 International Journal of Innovative Science and Research Technology

ISSN No:-2456-2165 https://doi.org/10.38124/ijisrt/25apr1009

Design and Implementation of an Enhanced Real-

Time Computer Inventory Management System: A
Case of Rwanda Revenue Authority
Innocent Nsabimana1; Dr. Bugingo Emmanuel (PhD) 2
1,2
Masters of Science with Honors in Information Technology at University of Kigali, Rwanda

Publication Date: 2025/05/01

Abstract; The continuous development of technology and increase in IT environments have created a demand for the
creation of efficient systems to manage these IT assets. This research covered the design and implementation of an enhanced
Real-Time Computer Inventory Management System that handles tracking, security, and optimization of resource problems
of IT assets. This system uses Laravel to develop an intuitive interface and backend, while powershell scripts are utilized to
automate the gathering of real-time data in hardware and software inventories (computer name once changed after manual
registration, IP Address, Operating system details, RAM, storage, CPU, logged-in users, and some software information
such as currently installed applications,…). This conceptual framework hence guided the research in a manner that
underlined the integration of real-time data gathering, scalability, and security. The results of semi-structured interviews
with IT professionals explore qualitative findings on the vulnerabilities of existing systems and the ability for real-time
solutions to improve IT governance. Major findings bring out that scalable and secure inventory systems create better
decision-making, the accuracy of asset records, real-time data, and operational efficiency. The thematic analysis was used
to identify some of the recurring themes on stakeholder engagement, data accuracy, and automation regarding
contemporary IT asset management practices. This upgrade enhanced both the quality and quantity of IT asset recording,
as well as their management and maintenance processes, furthering the mission of RRA being “To efficiently mobilize
revenue and facilitate trade through transparent and innovative services to drive economic growth.” (RRA, Mission and
Vision statement, 2024)

Keywords: Power Shell, Laravel, CPU, Operating System.

How to Cite: Innocent Nsabimana; Dr. Bugingo Emmanuel (PhD); (2025). Design and Implementation of an Enhanced Real-Time
Computer Inventory Management System: A Case of Rwanda Revenue Authority. International Journal of Innovative Science and
Research Technology, 10(4), 1936-1954. https://doi.org/10.38124/ijisrt/25apr1009

I. INTRODUCTION data entry, and poor system integration, thereby improving IT

governance and supporting informed decision-making.
The rapid advancement of technology and the expansion
of IT infrastructures have made the efficient management of The system was developed following a qualitative
computer assets a critical concern for modern organizations. research approach, engaging IT professionals, administrators,
In public institutions like the Rwanda Revenue Authority and logistics staff to understand existing challenges and
(RRA), where transparency, accountability, and operational expectations. The findings highlight the importance of
efficiency are paramount, manual or semi-automated automation, real-time visibility, and security in managing IT
inventory systems are no longer sufficient. These systems assets effectively. This study not only enhances the internal
often suffer from data inaccuracies, lack of real-time updates, operations of RRA but also contributes to broader discussions
and inefficiencies in asset tracking and reporting. on modernizing IT asset management in public institutions.

This research focuses on the design and implementation  Problem Statement

of an enhanced Real-Time Computer Inventory Management With the rapid growth of technology and increasing
System, aimed at overcoming the limitations of the existing reliance on IT infrastructure, public institutions like the
system at RRA. By integrating PowerShell scripts for Rwanda Revenue Authority (RRA) face growing challenges
automated data collection and Laravel as a robust backend in managing their computer assets efficiently. The current
framework, the proposed system offers real-time tracking, inventory system at RRA is largely manual or semi-
centralized asset management, and improved data accuracy. automated, which leads to delays in updates, inaccurate data,
It addresses key challenges such as delayed updates, manual and difficulties in tracking hardware and software changes.
These inefficiencies hinder timely decision-making, reduce

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transparency, and expose the institution to compliance and systems ensures a comprehensive and synchronized IT
security risks. environment. Features like encryption, authentication, and
Data Loss Prevention (DLP) are essential for securing
This research addresses these issues by designing and sensitive asset data. Real-time tracking and updates reduce
implementing an enhanced Real-Time Computer Inventory the reliance on manual audits and enhance asset accuracy.
Management System. The proposed system uses PowerShell The transition from manual to automated systems marks a
scripts to automate the collection of system information and significant evolution, leading to increased operational
Laravel to provide a secure, user-friendly interface. By efficiency and reduced costs.
introducing automation and real-time data tracking, the new
system minimizes manual entry, improves data accuracy, and Empirical studies confirm the benefits of real-time IT
integrates more smoothly with existing operations. asset management. Automated discovery tools have reduced
asset-related data inaccuracies, while integration with other
The solution was developed with input from IT and IT systems has improved issue resolution times and reduced
logistics staff to ensure it meets organizational needs. redundant procurements. Real-time systems contribute to
Ultimately, this system aims to boost operational efficiency, improved compliance and security by enabling continuous
strengthen IT governance, and support RRA’s goal of monitoring and timely response to threats. Financially,
offering transparent and innovative public services. organizations implementing RTCIMS report substantial cost
savings and returns on investment, driven by optimized
II. LITERATURE REVIEW resource allocation and reduced asset downtime. Scalability
ensures these systems can grow with organizational needs,
The literature review explores real-time computer while user-friendly interfaces increase adoption and
inventory management systems (RTCIMS) with a focus on satisfaction.
their theoretical foundations, technical components, and
practical applications. These systems are critical for The application of RTCIMS in government settings,
enhancing IT asset visibility, minimizing operational such as the RRA, enhances transparency, accountability, and
inefficiencies, and supporting informed decision-making, public trust. Technologies like Laravel, MySQL, PowerShell,
particularly within government institutions such as the and real-time notification tools contribute to building
Rwanda Revenue Authority (RRA). efficient, secure, and scalable systems. As public institutions
continue to evolve digitally, RTCIMS offer a reliable
From a theoretical perspective, Information Systems framework for effective IT asset management.
Theory emphasizes the importance of real-time data in
improving productivity and operational efficiency. The
Resource-Based View further suggests that properly
managed IT resources can provide a competitive advantage.
Automation Theory supports the reduction of manual
processes through tools such as PowerShell, which enhances
the accuracy and efficiency of IT asset tracking. Real-Time
Systems Theory highlights the value of instantaneous data
processing in enabling swift responses to organizational
changes. Additionally, Relational Database Models,
particularly Codd’s model, underpin modern database
systems like MySQL, ensuring data integrity and consistency
in dynamic environments. Web development
frameworks such as Laravel, built on the MVC architecture,
contribute to the scalability, maintainability, and user-
friendliness of RTCIMS platforms.

Key concepts in RTCIMS include real-time tracking,

scalability, system integration, and security. These systems
enable automated asset discovery, centralized data
management, and proactive maintenance strategies.
Integration with helpdesk tools, CMDBs, and financial

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III. CONCEPTUAL FRAMEWORK

Fig 1 Conceptual Framework

 Existing Model
Big institutions currently utilize an IT Asset The existing system uses manual entry to records IT
management system that helps in tracking and managing its equipment from the procurement to disposal where IT
computer inventory. This system likely incorporates a mix of manager has to register manually the new equipment on
manual process, basic software tools, or a centralized reception date and later he keeps updating according to the
database form maintaining asset records. new transaction.

Fig 2 Existing model

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 Challenges and limitations  It does not provide detailed, real-time insights into
hardware specifications or software licenses in use
 The current system might rely on periodic updated,
leading to outdated or inaccurate data.  New proposed system model
 Heavily reliance on human intervention, increasing the The proposed system introduces automation, real-time
risk of errors and inefficiencies monitoring, and smart alerts to improve IT asset management
 The system may not automatically detect new or disposed at RRA. It uses PowerShell scripts and Laravel to track
devices, making it hard to track changes dynamically. hardware and software changes, maintain a centralized
 The system may not integrate with other tools like database, and support integration with existing platforms,
procurement platforms, HR systems or network ensuring timely updates and proactive issue handling.
monitoring tools

Fig 3 New Proposed Model

IV. RESEARCH METHODOLOGY and Digital Transformation Department (87) and the
Administration and Logistics Department (32). Purposive
This study adopted a qualitative research methodology sampling was used to select participants based on their
to design and implement a real-time computer inventory expertise and relevance to the topic.
management system tailored for the Rwanda Revenue
Authority (RRA). The chosen approach focused on exploring Data were collected through semi-structured interviews
stakeholders’ experiences, challenges, and expectations and questionnaires. Semi-structured interviews allowed for
regarding IT asset management, emphasizing in-depth flexible, open-ended discussions, enabling participants to
understanding rather than hypothesis testing. express their views freely and explore topics beyond
predefined questions. Primary data was gathered directly
A qualitative research design was employed to gather from participants, while secondary data came from
rich, descriptive insights from professionals directly involved organizational reports, audits, and policy documents to
in IT asset management at the RRA. The research population provide contextual background.
consisted of 119 individuals from two departments: the IT

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Thematic analysis was used to analyze the qualitative V. PRESENTATION AND ANALYSIS OF
data, identifying recurring themes and patterns within RESEARCH FINDINGS
participants’ responses. This method was suitable for
uncovering nuanced insights into IT asset management The study presents findings based on qualitative insights
practices and the potential impact of a real-time solution. from IT, administration, and logistics staff regarding a real-
time inventory system. It highlights the limitations of the
Ethical considerations were strictly adhered to, current manual asset tracking system at RRA, which lacks
including informed consent, confidentiality, and participants’ automation, real-time updates, and integration with other
right to withdraw at any stage. The study also acknowledged platforms. Users face delays, data inconsistencies, and
limitations, including potential bias in responses and resource security risks due to the system's inability to automatically
constraints in data collection. Measures such as anonymity detect changes. Thematic analysis emphasizes the need for a
assurance were put in place to enhance the credibility of the centralized, automated solution to improve efficiency,
findings. accuracy, and informed decision-making.

 Flowchart of the Existing System

The flowchart illustrates a manual inventory process
where IT staff record asset details during registration, but
updates rely on scheduled checks or user reports. This
approach causes delays and inaccuracies due to the lack of
real-time automation.

Fig 4 Existing System for IT Asset Management System

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 Flowchart of New Proposed Model

Fig 5 New Proposed Model

 Purpose and Importance of ULM and component diagrams, and behavioral diagrams such as
UML (Unified Modeling Language) is essential in use case and activity diagrams. In this project, key diagrams
software development as it simplifies complex systems, used include Class, Use Case, Sequence, and Activity
enhances communication between technical and non- diagrams to model and understand system behavior and
technical stakeholders, and promotes consistency among requirements.
development teams. It includes structural diagrams like class
.

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Fig 6 Use Case Diagram of the New Proposed Model

 Class Diagram  Importance of Class Diagrams in Software Engineering

A class diagram is a core UML tool that illustrates the Class diagrams are crucial in modern software
static structure of a system by defining classes, attributes, engineering as they enable teams to design and organize
methods, and relationships like inheritance or association. It systems before actual coding begins. They also serve as a
helps visualize object-oriented design, making systems easier visual map for developers, enabling them to visualize the
to understand, develop, and maintain. structure and relations of different components. Class
diagrams also facilitate code maintainability, as they provide
a clear view of the system, enabling code debugging and
modification to be simpler in the long run.

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Fig 7 Class Diagram of the New System

 Sequence Diagram

 A sequence diagram is a UML tool that shows how objects and actors interact through message exchanges over time to
accomplish specific system functions. It helps model the control flow and timing of interactions within use cases.

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 User Registration

Fig 8 Sequence Diagram of User Registration

 Login

Fig 9 Login Sequence

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 Computer Registration

 Using API
When a domain joined computer is booted at first time on the Institution network, all computer hardware and software
information are retrieved by PowerShell script and sent to API end point and be saved in database using Laravel controller. When
a computer serial number already exists, it updates the request otherwise it is saved as new record.

Fig 10 Automatic Computer Registration

 Using Interface
An IT manager in charge of inventory can register a computer before it joins a domain. For example, new computers in store.
He opens a web interface and fill in required information and then submit. After submission the Laravel controller validates all
inputs and if no error it send data to database otherwise it shows the error message to the browser so that the IT manager can modify
the wrong information accordingly.

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Fig 11 Computer Registration Using Interface

 Computer distribution An IT manager is in charge of making request of all

transactions related to computers (Registration, distribution,
 Request Initiation transfer, handover and disposal).
When a computer is already registered, the next step is
to assign it to the user. The user to assign to must be registered in the system
otherwise the system returns an error message saying that the
assigned user is not a registered user.

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Fig 12 Computer Distribution Request

 Request Approval The system sends notification to the user telling him /her
After the request is sent, the next step is to approve. The to come and pick a computer and distribution form including
supervisor goes to dashboard and search the pending request the contact person.
using reference no. If the reference no is valid the request
details are displayed with the option of approve or reject.
After choosing the decision, he submits the request and this
submission changes the status of the request from Pending to
Approved or Rejected accordingly.

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Fig 13 Computer Distribution Approval Sequence Diagram

 Database diagram (RDBMS) such as MySQL, PostgreSQL, Microsoft SQL

Database diagram is a graphic presentation of the Server, and Oracle (Silberschatz, Korth, & Sudarshan, 2021).
database structure, which shows tables, columns, keys, and In our case we have used MySQL database.
data entity associations (Elmasri & Navathe, 2020). It is an
overview plan of database system design, understanding, and
upkeep for data integrity, normalization, and efficiency
(Connolly & Begg, 2019). Database diagrams are used
heavily in relational database management systems

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Fig 14 Database Diagram

 Login Page entry point for secured resources where authenticated users
A login page is a website or webpage that greets users to only can move ahead.
log in with credentials such as a username/email and password
to gain access to an application, website, or system. It is an The following figure show the login page as the entry
point of real-time computer inventory management system.

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Fig 15 Login Page

 Landing Page/Dashboard typically includes charts, tables, alerts, and buttons to

A dashboard page is a graphical interface that presents summarize and access various system features. Dashboards
key system data and functions in a centralized view, allowing enhance decision-making and are widely used in IT asset
users to monitor and interact with live updates efficiently. It management and other business systems.

Fig 16 Dashboard Page

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 Computer Management Portal

Fig 17 Computer Management Page

 Computer report portal

On this portal, an IT manager can print a report in different format (Excel, CSV, PDF, …). He can also view all hardware and
software details and take decision accordingly.

Fig 18 Computer Report

 Integration with Existing System management system, we have developed API endpoint using
As the purpose of this research is the design and Laravel so that existing systems can connect and retrieve
implement the enhanced real-time computer inventory computer real-time hardware and software information. The

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following are the screen shoots showing the API testing for
retrieval of computer information using Postman as API  Request all Computers
testing tool.

Fig 19 API Endpoint for Retrieving Many Records

 Request for Single Record: associated information from this real-time system. This can be
A user from another system can request a single record/ used in time of some personal audit of IT equipment.
computer. By using a serial number the API can return the

Fig 20 API Endpoint for Single Record

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 Technologies Used and System Testing In short, the system is an automation of IT asset
The implementation of the Real-Time Computer management, reduces manual effort, and ensures correct asset
Inventory Management System (RTCIMS) utilized a range of tracking. The proposed methodology effectively addresses
modern development tools and technologies. Visual Studio scalability, automation, and system integration challenges in
Code was selected as the primary code editor due to its modern IT infrastructures.
versatility, debugging tools, Git integration, and support for
various programming languages. MySQL served as the RECOMMENDATION
relational database for structured data storage, known for its
reliability, scalability, and compatibility with Laravel. I recommend big Institutions including Rwanda
Revenue Authority which was the case study on this study to
For local development and testing, XAMPP was used start using this proposed real-time computer inventory
as a complete package that bundles Apache, MySQL, and management system due to its automation, scalability, easily
PHP, streamlining web server setup. The system was built on integrable with other systems and it produces reliable and
Laravel, a powerful PHP framework following the MVC accurate, real-time reports.
architecture, offering robust features like routing, templating,
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