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The Inventory Management System of Ate Cabs Collection

Ilongo, Luigi John B.

Nicolas, Jay Mark P.

Pelesores, Gibheart R.

December 2019
Table of Contents

Title page i
Table of contents ii
1.0 Introduction 1
1.1 System type 1
1.2 Statement of the problem 1
1.3 Statement of objectives 2
1.3.1 General Objectives 2
1.3.2 Specific Objectives 3
1.4 Significance of the study 3
1.5 Scope and Limitations of the study 4
2.0 Methodology of the study 5
3.0 Data gathering activities and results 8
3.1 Data gathering methodologies 8
3.2 Results Summary of data gathering 9
4.0 The existing business system 10
4.1 Business System Background 10
4.2 Description of the Business Process 10
4.3 Problem areas 13
5.0 Proposed Information System 15
5.1 System Overview 15
5.2 Features of the Proposed Solution 15
5.3 Process Specification 15
5.3.1 Data Flow Diagram 16
5.3.2 Data Dictionary 17
5.3.3 Data Specification 21
5.3.2.1 Entity Relationship Diagram 21
5.3.3.2 Database Design Schema 22
5.4 Technical Specification 22
5.4.1 Software Platform 22
5.4.2 Programming Language 23
5.4.3 Programming Support Tools 23
5.4.4 Graphical User Interface 23
5.4.5 Report and Form Specification 28
6.0 Proposed Information System Testing Plan 29
6.1 Proposed Testing Stage 29
6.2 Proposed Testing Schedule 30
7.0 Proposed Information System Deployment Plan 31
7.1 Proposed Deployment Plan Requirements 31
7.1.1 Hardware Requirements 31
7.1.2 Software Requirements 31
7.1.3 Human Resource Requirements 31
5.3.1 Entity Relationship Diagram 31
5.3.2 Database Design Schema 31
7.2 Proposed Deployment Plan 32
7.2.1 Site Preparation 32
7.2.2 Personnel Training 32
7.2.3 System and Data Conversion 32
7.2.4 Deployment Schedule 33
8.0 Proposed Information System Maintenance Plan 34
9.0 References 37
Appendices 38
1

Chapter 1

Introduction

1.1 System Type

The system type discussed in this study is the transaction processing system or TPS,
specifically the inventory management process.

1.2 Statement of the Problem

Business acts its main role within our society. An innovative and economical
movement constantly contributes to the decisive of our society. By nourishing the needs and
wants, people cannot satisfy themselves, businesses improve the quality of life for people
and create a greater standard of living. It is a way for individuals to offer goods and services
to customers, and at the same time, produce a profit for themselves (Schumacher, 2019).
Businesses are not only significant because they provide goods and services for clients, but
they also improve the economy and upsurge jobs for people within society which is an
additional fact producing a higher standard of living.

Maintaining proper inventory levels is the key to success in most retail outlets, but
especially so in a convenience store. Convenience store customers expect to find an
adequate supply of a number of items in stock. One of the best ways to manage inventory at
a convenience store is through the use of an effective point of sale (POS) perpetual inventory
system (How to inventory flower shop, 2017).

Items such T-shirts, men and women’s fashion and lifestyle are important elements
use to encourage the customers to purchase products from them. Customers are to pay for
the services such as t-shirt printing which is the main production of their business. They also
selling some of their products through their dealer, canvasser and customer who get supplies
from inventory. And the owner of the business who purchased trending products from their
supplier. Since their business nature focuses more on direct selling and t-shirt printing, it
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takes time for the business to get income from their products. Also, the customers of
their business are assured not for the low price but also the quality of their products.

Inventory is the over-all sum of goods and materials in stock by a supplier, store, and
other business. For a business to run efficiently it is essential that they save a record of their
inventory as this keeps them informed of when they are running short of something and
needing to restock to ensure they can serve their customers. In this way it is possible to keep
a record of the goods coming in to the business and goods being sold and data are updated
each time a person sells an item or use materials to create a product. They will know the
available stocks for the following day or week.

The Ate Cabs Collection has many problems in term of their business process. The
first problem is they still use calculator for calculating all the products that sold by the
customer. Second, they use record book for the recording all the supplies in their inventory.
Even the day-to-day transaction of their business, they record it in the book.

Third, their business still goes on traditional way. Which they must have to go with the flow of
the business nowadays, which is follow the trends in term of technology. Fourth, there are
some of their employees, which rob almost 1 Million pesos from their store. So, in terms of
their employees, according to them the system they will be implemented will be nothing
because it depends on the employee for example the cashier if he / she will record the
supplies sold by customer. In addition, in their canvasser, it may lie to the owner about how
many supplies were out of the stocks. For instance, if the canvasser deals with his / her
customer that the customer will get 50 pieces of t-shirt, then the canvasser tell a lie to the
monitor of stack that the customer will get 100 pieces.

Therefore, it means that the 50 pieces of t-shirt will be rob from the stock. With these different
kinds of situational problems, it is a challenge for the researchers to find solution to these
problems.

1.3 Statement of the Objectives

1.3.1 General Objectives


3

The general objectives of the study were to design, develop and implement an
Inventory Management System intended for Ate Cabs Collection.

1.3.2 Specific Objectives

1. To design and develop an application-based for Inventory System.


2. To implement an inventory management process.
3. To design and develop a system to manage records.
4. To design a database structure for recording depository.
5. To be able to display items information.
6. To provide the information of the items inventory.
7. To design and develop a system that monitors records.
8. To create a user account that views all transactions; and,
9. To display all transaction reports.

1.4 Significance of the Study

The significance of the study was to give the owner and employee of Ate Cabs
Collection have an easy inventory of their products with less effort which will help them save
their time and effort to make inventories. In the current inventory process of the business
there has a lot of ways that a customer buys to their products. First the customer might go to
their store and buy products that they like. Second, customer might make a booking for the t-
shirt printing services, and the customer and the owner will make an agreement for this
transaction. Third, the business has a dealer which get stocks that good for 1 week from the
store and sell it for a week. Fourth, the business has a canvasser which will canvass to the
customer of what order they want. With these, it’s hard to identify the inventory control of the
business which also leads to stealing some stock of the business. And lastly, the business
owner is the responsible person for updating the stocks of their inventory. Hence, the
researchers decide to make a system that will help the Ate Cabs Collection. With this, the
employees can easily view the available items and allow the management to save time in
processing inventory. Likewise, the owner of the business will always update on everything
that happened to the inventory. Through these, the transactions of the Ate Cabs Collection
would be secured and easier to manage.
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The inventory management system will be design to capture the release and update
of information in the shortest possible time to enable business to make the right replenishment
to remain within inventory policy guidelines, and to improve the overall inventory management
performance.

1.5 Scope and Limitations

Most of us needs to have an effective, resourceful and inconvenient way doing things,
especially on the inventory process. The system will focus on the management of inventory
system of Ate Cabs Collection. Therefore, this system will only cater the following: request
item, update item in inventory, manage a record of an item, generate report of every
transaction, provide easy to use system and determine the items information details. Though,
this system is all about the inventory management only; this project will not deal about
reservation and cashiering.

This system was implemented only in the Ate Cabs Collection. This system allows
managing an inventory system of the business. It will cover the process of purchasing the
stock of the business from the supplier. But, not including the process of selling those stock
from inventory to the customer by their seller and canvasser. In addition, other business
processes that exist in Ate Cabs Collection will not be included. The only scope of this system
will enable administrator to have the full access privilege to different module except editing
and deleting an employee account.

Although it contains profiling, it is limited to the most basic and needed information
about the items. The system has a function to Create, Read, Update and Delete data.
Moreover, the system generates inventory reports.
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Chapter 2

Methodology of the study

The method to be used for this information system is the prototype methodology.
Prototype methodology offers the flexibility and involvement of end users in the development
process of the project. The methodology is a systems development in which a prototype is
built, tested, and then reworked until the acceptable result of the project is achieve from which
the operational system will be based and undergo improvements base on the demand of the
end user involved in the process. In every iteration of the project end users’ suggestions are
involve, which makes the flow of the project more user oriented that can aid the disadvantage
of the waterfall that once you have finished each level going back because of discrepancies
will be impossible to do.

Prototype model of approach was used in developing an improved quality of software


as the iterative process start in initializing. In this part shows stages of the development of
the Ate Cab’s Collection Inventory system. The stages of the development of the Ate Cab’s
Collection Inventory system are the following: Identifying the problem in which the developers
will gather data, analysis the data been gathered and design the system’s approach such as
designing the database, developing a prototype in which after data gathering the developers
will initiate the development phase of the project, implementing and using the prototype in
which the developers will actualize the requirements been analyzed in programming/coding
procedures such as building a site and after building the system requirements the developers
will conduct testing to check for possible problems in the output, revising and enhancing the
prototype in which the developers will apply revision and/or enhance the output of the system
such as fixing of possible bugs, then after of that they will again implement and use the
prototype then if it achieved the acceptable outcome base on the demand of the end users
then the developers will convert the prototype system to operational one.

By breaking the development of the system into cycles the developer’s role will be effective
in terms of fixing issues during the development phase of the system, that as long as the
project is not yet converted to operational one it is still open for fixing issues and applying
possible considerations. Also this methodology provides the proof of concept which is
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necessary to attract funding, early visibility of the prototype gives users an idea of what the
final system looks like, encourages active participation among users and producer, enables
higher output for user, it is cost effective, increases system development speed, assists to
identify any problems with the efficacy of earlier design, requirements analysis and coding
activities, and helps to refine the potential risks associated with the delivery of the system
being developed.

Figure 1 Prototype Model

Figure 1 shows the Prototype model cycle model design of the inventory system of Ate Cabs’
collection. It is a process where identifying a problem, preparing the initial requirements,
developing the prototype, implementing and testing the prototype, identifying problems,
revising and enhancing the prototype through analyzation of new requirements needed then
testing if it achieved the acceptable form for conversion to operational system occurs.

In identifying a problem, the developers must first gather data to be analyze, and they must
make a process modelling tool to understand the process flow of the data and the activity
flow. Then after of it the developers will identify initial requirements in order to be utilize for
implementation of the project.

In developing a prototype, the developers will design and develop the human computer
interface for the users to interact when the system undergo the testing phase, and will design
the database.
7

In the implementing and using the prototype the developers will use and/or test the created
prototype with end users to ensure that the users are satisfied with the prototype, if the users
will suggest for improvements the phase will automatically proceed to identification of
problems and revising and/or enhancing the created prototype. After that the developer will
again implement and use the prototype with end users participation, if the users are satisfied
of the outcome the developers will convert the prototype to operational system. See figure 2
for additional details.

February March
October December January
September November
week1 week2 week3 week4 week1 week2 week3 week4
week1 week2 week3 week4 week1 week2 week3 week4 week1 week2 week3 week4 week1 week2 week3 week4
week1 week2 week3 week4

. .
16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Figure 2. Gantt chart of the study


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Chapter 3

Data Gathering Activities and results

3.1 Data gathering methodologies

The developers conducted data gathering, research, observation and interviews with
questionnaires about the current system the Ate Cabs’ Collection have so that the developer
could analyze the process of their system and to identify a problem for proper analyzation to
come up with a proper solution.

In gathering data, the developers went to Ate Cabs’ Collection located at 2 nd floor Alkuino
Emporium Building Ground Floor Sayre Highway, fronting old terminal to conduct an interview
and ask some questions that could help in the project development and to come up with
proper analyzation of their current process of their business. There they met Mrs. Vivian
Pepito the owner of the aforesaid business establishment. She was so nice in entertaining
the developers which came up that she offered them some snacks and they didn’t hesitated
to accept it with gladness. During the interview with Mrs. Pepito the developers have used
the pyramid approach in asking questions, and Mrs. Pepito was not hesitated to give them
interesting and detailed answers about their organization process, how they manage their
inventory, and more details that could give them insights and data for their project
development.

After that, the developers made a time frame as their guide to initiate their goals at the
specified schedules of activities. They don’t want to experience delays in conducting the
succeeding activities.

After the data gathering, research and interviews the developer start observing the inventory
process of Ate Cabs Collections to make realizations and to identify problems in their current
business system in order to come up with exact data to be used for analyzation for to come
up with the exact solution which the developers intended to meet. During their observation
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the developers asked couple of questions to the owner and her employees to aid their
amateur minds in terms of engaging business process.

3.2 Result Summary of data gathering

The data gathering activity resulted in identifying the organizations present problem which is
the manual recording of the inventory management. According to the owner, the manual type
of listing the inventory items sometimes lead to fraud which her employees attempted many
times. The manual listing of inventory items is riskier to implement, according to the owner,
using a pencil because the owner admitted that sometimes discrepancies exist which leads
to erasures in the list, this could lead to a more intentional erasures if continued.

The whole activity of data gathering been conducted gave the developers the whole insights
of the background of the business process of the Ate Cabs collections. The data been
gathered during the activity will give the developers the requirements to be used for the whole
process of the development of the project. This will help in identifying the specified problems
present in the current system of Ate Cabs Collection that knowing those problems a well-
structured solution will be provided to meet the needs of organization.
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Chapter 4

The Existing Business System

4.1 Business System Background

The business process used by Ate Cabs Collection are Point of Sale System, Inventory
System, and Payroll System. However, the focus of this proposal is the Inventory System,
which Ate Cabs Collection has. The Ate Cabs Collection that desires to change and produce
only quality materials that would bring about the mission and objectives of their business
industry. Accordingly, the Ate Cabs Collection is a Small Medium Enterprise, which sell
products like cloth, shoes, tumbler etc., and offer services like t-shirt and photo printing. Their
business started on year 2002 and had branched on year 2006. On the year 2008, their
business focuses more on direct selling, which they have a dealer of their products. The
dealer of their product has only one week to sell the products and after that, if the products
did not sell out, the dealer must have to return it to the owner. However, their business
nowadays concentrates more on t-shirt printing, but still they have a dealer of their products.
The source of their products are from the trusted and known company in local and non-local
company like bench, which are their supplier. The process of purchasing products or supplies
from the non-local supplier are through online store, which they are communicate through
online. Using messenger app, they will just chat the bench company that they have already
deposit the money to their account, and then the bench will ship and deliver the stocks they’ve
ordered. Next, the business also purchase supplies from the local supplier because most of
their customers wants an affordable price.

4.2 Description of the Business Process


11

The business process of updating and monitoring the inventory systems that needed
to be done in Ate Cabs Collection. See figure 4 below.

Online / local payment


12

Figure 4. Activity diagram of the inventory management process of Ate Cabs


Collection.
13

The first step of the process is that the staff of the business always check inventory stocks
every week. The staff will then proceed to the decision stage where he/she will going to check
if the products are still sufficient or not for the whole business inventory activities. If the
product are sufficient the staff will record the product to the inventory and if not the staff will
create a purchase request. The request will now be received by the purchaser, after receiving
the request the purchaser will going to decide if the purchase request is on demand or not, if
the purchase is on demand the purchaser will going to verify and approved the request, if not
the purchaser will return the purchase request to the staff to create a new purchase request.
After the verification of the purchase request the staff will going to receive and store the
purchase request in order to create a purchase order. The staff will send an order request to
the purchaser and is ready for the approval. After approving the request the purchaser will
prepare the product and send the purchased order to the supplier. The supplier will receive
the product, then process it and calculate the overall cost. After receiving the supplier will
check if the product is paid or not. If not paid, the supplier will notify the purchaser and prepare
for the payment of the product and the supplier will send the payment to the staff through
online payment. The payment will now be processed, the purchaser and supplier will be both
notified if the payment is received or not. After the payment process, the supplier will check
the stocks and decide if the stocks ordered are available and the purchaser will be notified if
the stock are not available. After checking the availability of the stocks the supplier will
prepare the stocks within 10 minutes to one hour. After preparing the stocks it is now ready
for the shipping which will vary 1 day to three weeks. The purchaser will receive the stocks
together with the receipt. The purchaser will verify and check if the stock has any
discrepancies. If the stocks encounter any problem, the staff will be notified by the purchaser
and create a new purchase request, if the stocks had no problem the supplier will send the
stocks to the staff and store it to their inventory the supplier will be notified after storing the
stocks to the inventory.

4.3 Problem Areas

Since the developers are to develop and implement the system to the business, we
have faced a lot of problems in terms of implementation to the system. The business owner
thinks that it is hard to implement a system to their business since they are focuses more on
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the direct selling. Also, the software that we are implementing of can’t control the inventory
control of the business. Since the major problems of the business is on stealing of supplies
and fraud that done by the employees of the business. Also, in terms of the inventory of their
business, they only check and monitor their overall supplies every 6 months. Therefore, the
business owner will only be informed of what things done like stealing every six months. Also,
in terms of their business transactions, they doing it manually, all of these problems are rooted
due to their manual type of business process.
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Chapter 5

Proposed Information System

5.1 System Overview

This study focuses on the Inventory System of Ate Cabs Collection. Ate Cabs
Collection is currently processing all business inventory transactions manually that often
result to tedious work in preparing management and information reports. In doing business
inventory transaction manually chances manually that are accuracy and reliability in have
been sacrifices. The suggest inventory management system would help make the work faster
and easier with an assurance, that it can trace and generate output accurately. It would help
the management monitor all transactions happen in the business; like stock management,
sales, suppliers, items in inventory, suppliers and payments. The said inventory system would
possess integrity and user-friendly feature, thus in the process, would help minimize or
eliminate the current manual system problem.

5.2 Features of the Proposed Solution

The inventory system of Ate Cabs Collection is made up of several key components
working together to create cohesive inventory of many organization’s systems. These
features is shown in the use case diagram below. The user can access all the transactions
made in the system. It can manage accounts (add, edit, delete and viewing), add and edit
item, add supplier, can add item to stocks, and edit item from the inventory, add/register a
requestor if it’s not in the requestor’s list, cancel request and released request then when the
item is released it can store in inventory. Also when the user open the system, it will go directly
to the dashboard which shows the important information about the inventory; like the most
items sold/request, the old stocks that need to replace, and the most supplier of the items. In
terms of hardware, the system can be installed in any version of Windows. See appendices
for more information about use case documentation.

5.3 Process Specification


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5.3.1 Data Flow Diagram


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5.3.2 Data Dictionary

Table Name: Login


Related Table(s): User, Role
Field Data Type Field Length Constraint Description
Name
LoginId int 11 Primary Login id, auto increment value
Key
UserName Varchar 30 Not null User’s username
Password Varchar 20 Not null User’s Password
RoleID Varchar 15 Foreign Role of a user ex. Manage,
Key Administrator, Employee, Owner
TimeIn Datetime 0 Not null Time user in
Timeout Datetime 0 Not null Time user out
LogDate Date 0 Not null Date user login
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Table Name: User


Related Table(s): Login, Role, Inventory, Supplier, Transaction
Field Name Data Field Length Constraint Description
Type
UserId int 11 Primary User ID auto increment value
Key
UserName Varchar 30 Not null User Name of a user, which will
be used as a username for
login
FirstName Varchar 20 Not null First Name of the user
LastName Varchar 20 Not null Last Name of the user
Email Varchar 10 Not null Email of the user that log in to
the system
ContactNumber Int 11 Not null Contact number of the user
Address Varchar 40 Not null Address or Location of the user
Password Varchar 10 Not null If the user are new to this
system, the password is
required.
ProfilePicture Varchar 255 Not null Image of the user

Table Name: Role


Related Table(s): User, Login
Field Data Type Field Length Constraint Description
Name
RoleId int 11 Primary Role ID auto increment value
Key
Type Varchar 30 Not null Type of role for a user, ex:
Manager, Employee, Owner,
Admin
Description Varchar 50 Not null Description of the role as a user.
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Table Name: Inventory


Related Table(s): Supplier, Stock
Field Data Type Field Length Constraint Description
Name
InventoryId Int 11 Primary Inventory Id, auto increment
Key
Description Varchar 50 Not null Additional description or
information about certain inventory
type.
Type Varchar 20 Not null Type of inventory for a certain
group of stock
ItemId Int 100 Foreign Description of items belong in this
Key inventory

Table Name: Stock


Related Table(s): Inventory, Payment
Field Name Data Field Constraint Description
Type Length
StockId Int 11 Primary Stock Id, auto increment
Key
Type Varchar 50 Not null Type of stock. (1) Common
Stock. (2) Preferred Stock.
Description Varchar 100 Not null Additional details of stock
NumberOfItems Int 10000 Not null Number of items belong to the
stock
ItemId Int 100 Foreign Item information
Key

Table Name: Supplier


Related Table(s): Inventory, User
20

Field Data Type Field Length Constraint Description


Name
SupplierId Int 100 Primary Supplier Id, auto increment
Key
FirstName Varchar 50 Not null First name of the supplier
LastName Varchar 50 Not null Last name of the supplier
Address Varchar 255 Not null Address of location of the supplier
Email Varchar 30 Not null Email address of the supplier
Contact Int 11 Not null Contact number of a supplier
Number

Table Name: Items


Related Table(s): Stock
Field Name Data Field Length Constraint Description
Type
ItemID Int 20 Primay Item ID, auto increment
Key
Name Varchar 100 Not null Name or title of every item
Description Varchar 255 Not null Description of an item
Status Int 11 Not null Status if item is active of
inactive
NumberOfItems Int 100 Not null Number of items

Table Name: Payment


Related Table(s): User
Field Data Type Field Length Constraint Description
Name
PaymentID Int 11 Primary Payment ID, auto increment
Key
Description Varchar 100 Not null Additional Information of a
payment
Date Date 0 Not null Date the item was paid
21

Amount Double 0 Not null Amount of payment sold for an


item

5.3.3 Data Specification

5.3.3.1 Entity Relationship Diagram


22

5.3.3.2 Database Design Schema

5.4 Technical specification

Developer specifications in creating the system can be found on the following sections.

5.4.1 Software platform


The developer decided to use the MySQL as the relational database in developing the
inventory management system.
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5.4.2 Programming Language

The developer decided to use Java as a programming languages specifically in


JavaFX. This language is important especially in developing a software program.

5.4.3 Programming Support Tools

The developer chose to use Java Netbeans as an IDE (Integrated Development


Environment). This is an open source and free IDE which is ideal for editing, existing
project, or starting from scratch. It also boosts a simple drag and drop interface that
comes with myriad of convenient project.

5.4.4 Graphical User Interface

The developer uses Java Netbeans specifically in JavaFX, which use to drag
and drop events for designing a system.
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1. Login Form

Login form is the first part that shows in the system. The main function of this
form is to let the user log in to the system in order to access the inventory
management system. The user will input its username and password and select
what are its role in accessing the system.

2. Registration or Signup Form

The registration form is the part of the system which the user will register to create
an account for this system. If the user already made and account it can will then
chose its role for the system. Since, the role which user choose has its own action.
Also, the user can upload the photos requires for the system for identification.
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3. Home or Dashboard

This part of the system will be shown as the first information that the user will
know. It will show those person who have recently login to the system as well as
the items that are out of stocks.
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4. Request Form

Request form is the part of the program which makes the user of the user
request the items that needs from the inventory. The user will input the name of the
items they are requesting, as well as the quantity or the numbers of items that needs
by the requestors. Also it requires the amount that an item has and the requestor for
the certain item.

5. Stock Form

The stock form shows the information of the every stocks and the user can
manage the list of stocks from the inventory; edit, delete and add.
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6. Items Form

The items form shows the information of the every items and the user can
manage the list of items from the stocks that belongs to a certain type of inventory;
edit, delete and add.

7. Supplier Form

The supplier form shows important information about the supplier. Also the user
of the system can manage the supplier table like editing, adding and deleting
supplier list from the system.
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8. Profile Form

This form will shows the profile of the certain user that login to system in a current
time. Also the user can edit information about its profile, and can update its profile
picture.

5.4.5 Report and Form Specification

This developed program or software is intended only for the Inventory System
of Ate Cabs Collection. The user is categorized into three which is the Owner,
Inventory Personnel and Administrator. The user of the program can access all the
transactions made in the system. It can manage accounts (add, edit, delete and
viewing), add and edit item, add supplier, can add item to stocks, and edit item from
the inventory, add/register a requestor if it’s not in the requestor’s list, cancel request
and released request then when the item is released it can store in inventory. Also
when the user open the system, it will go directly to the dashboard which shows the
important information about the inventory; like the user that recently login and the out
of stock supplies. In terms of hardware, the system can be installed in any version of
Windows.
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Chapter 6

Proposed Information System Testing plan

6.1 Proposed Testing Stages

Stage 1: Unit testing

During this stage the testing will be performed first by the developers to know if there
are discrepancies exist with the source codes found in the specific part of
functionalities of the system. They will be using test data which is different from the
test data that the quality assurance team will be using.

Stage 2: Integration testing

If the unit testing is concern with the specific part of functionalities the integration
testing is concerned with the combined parts of an application to have knowledge if
they function based on its intended functionalities.

Stage 3: System testing

If the first two stages of testing are concerned with testing the system on specific areas
of functionalities this stage of testing is different it because it is concerned with the
whole functionalities of the system. It is a combination of unit and integration system.

Stage 4: Regression testing

This stage is concerned with testing the functionalities of the system after fixing bug
issues found out during the preceding stages, this stage will test again the system after
modifications been made due to bugs.

Stage 5: Beta testing


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This testing is also known as pre-release testing, where a given sample of intended
audiences will test the application if it makes the expectations of the end – users along
together with the developers.

Stage 6: Acceptance testing

The part where the Quality Assurance (QA) team will tests independently the existed
system if it pass their quality control.

Stage 7: Functional testing

The end-users will test the system based on the specifications of the software being
installed with it. The system will be tested by the user without knowledge with the
interior part of the software providing an input which correspond to its functionalities.

6.2 Proposed Testing Schedule

The schedule for testing depends on the time that the developer starts developing the
system software. Since, there has a lot of thing that they might encountered like
exceptions and errors, which is a part of Alpha Testing. The testing schedule for beta
depends of the availability of time between the developer and the business owner. The
testing date that the developer starts to test the system are on the month of January.
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Chapter 7

Proposed Deployment Requirements

7.1.1 Hardware Requirements

Ate Cab’s collection Inventory system which the developers will propose will cater the
current business process of the current organization. The main objective of this system
is for management of inventory because of that hardware play a great role in daily
operational process of the system. It involves client where the system will be using
AMD Ryzen 3 3200GE having 2 Kingston Hyperx Fury 8GB DDR4-2666 RAM of
physical memory, 2TB Seagate Firecuda 2.5-inch Flash-Accelerated hard drive and a
Philips 15.6 inches LED monitor. The above aforesaid hardware is cheaper than the
counterpart. Also, internet will be incorporated to the system for the online accessibility
of the web application in order for extensive communication of the organization with
its suppliers.

7.1.2 Software Requirements

Desktop Software Program will be implemented together with the system in order to
handle the storage and retrieval of the information and to present information to users.
In developing the software needed for the web application the developers will utilize a
chosen IDE – Java Netbeans. In addition to that, the programming language that will
be used is Java and the scripting language that use to retrieved queries for the
database is MySQL. For the client side, the developers will be Java Netbeans IDE,
specifically in JavaFX that use to drag and drop for design and development.

7.1.3 Human Resource Requirements

William R. Tracey, in "The Human Resources Glossary," defines Human Resources


as: "The people that staff and operate an organization," as contrasted with the financial
and material resources of an organization. A human resource is a single person or
32

employee within your organization. Human resources refer to all of the people you
employ (Heathfield, 2019).

Given that definition there are requirements to meet in order for the system to become
operational. First, the owner should be concerned on the availability of her human
resources in order for the system to be operated.

Second, the employee to be hire must have a basic computer knowledge, able to
understand basic computer operations. In which he or she could be able to cope up
easily during the training of the functional system.

Lastly, the employee should be able to know the business process of the existing
organization where he or she belongs and also to know completely how to operate the
functional system in order to manage properly the inventory of the organization.

7.2 Proposed Deployment Plan

7.2.1 Site preparation


The client computer which will be set up during the preparation of the functional system
will be having a windows operating system and a android platform type of software
capable of executing inventory management application which will be use by the
existing organization. The developers will set up the hardware intended for the
functionality of the system to be implemented, the monitor which is intended for
visualization of the graphical user interface together with its hardware components.

7.2.2 Personnel training

After the deployment and testing that involve different phases, personnel training will
be held in order for the end users to get easily cope up with the functionality of the
system. It will be a discussion about the system, what it is all about and its flow. After
the orientation, the application will be installed in the end user’s computer with the
guidance of the developer.

7.2.3 System and data conversion


33

Data conversion is the conversion of computer data from one format to another
(knowledge leader, n.d). The process flow that the developer does are the steps that
involved in the conversion of data from one application into another application. For
the purposes of this document, converted data is considered to be any data being
moved from the legacy system to the new system. The data conversion process steps
that the developer will be doing are in the following. First, extracting data from legacy
system. Second, tracking changes in anticipation of dual maintenance. Third,
importing data into scrub environment. Fourth, migrating data to production and last,
scrubbing data.

The System Conversion use for this deployment is the parallel conversion. From which
under this approach, users continue to operate the old system in the accustomed
manner but they also begin to use the new system. Because, this method is the safest
conversion method since it guarantees that, should problems such as errors in
processing or inability to handle certain types of transactions arise in using the new
system, the organization can still fall back to the old system without loss of time or loss
of service. By processing data simultaneously by both old and new systems, it is also
possible to cross-check results. Also, in parallel conversions allow users to learn the
new system at their own pace, without the fear that making mistakes would be
disastrous.

7.2.4 Deployment schedule

The schedule of the deployment depends on the availability of time between the owner
of Ate Cabs Collection and the developer. Since, there has a lot of thing that they might
encounter, it might be that they can spend little time that can delay their deployment
schedule. The deployment date that the developer will deploy the system are on the
month of April. Especially in the month of January is the time that the sales of their
products are below the average.
34

Chapter 8

Proposed Information System Maintenance plan

The table below shows the task and months that is covered by our maintenance plan. Under
the task that is listed below is typically based on our groups agreed activities in the system
maintenance plan.

The following tasks are done every 5 months. The entire task below is done every 5 months
to ensure the good condition of the system and to cope up with a best possible outcome in
using the system.

Task 5 Months
Evaluation x
Preparing Facilities and Resources x
Support Strategy x
Data Backup x
Operational and user support x
Testing x
Disposal x

8.1 System Maintenance/Enhancement

Maintenance means restoring something to its original conditions. Enhancement


means adding, modifying the code to support the changes in the user specification. System
maintenance conforms the system to its original requirements and enhancement adds to
system capability by incorporating new requirements.

Thus, maintenance changes the existing system, enhancement adds features to the
existing system, and development replaces the existing system. It is an important part of
system development that includes the activities which corrects errors in system design and
implementation, updates the documents, and tests the data.
35

Evaluation

In the evaluation criteria it covers the cost, schedule, risk, or criticality characteristics
(manufacturing process).

Facilities and Resources

This section identifies the facilities and resources to be used for system operation and
maintenance. It should cover at least the following elements: Building space, including for
example, rooms and space within rooms, also specialty areas such as: workshops, raised
floors, additional air conditioning, additional power, and communications trunks. Furniture,
equipment, and tools. Training needed for operations & maintenance personnel, including
off-site courses, on-site courses, and hands-on training on the system itself. Funding,
including the amount needed each year and sources. Attempt to predict future costs,
including unusual items such as end-of-life replacement.

Support Strategy
The group will use this section to describe how long the Operations and Maintenance
Plan will exist, frequency of revisions to the plan, what are the requirements for implementing
changes and new releases.

Data Backup

The failure of a backup in a system could cause the loss of productivity and reliability
of the system. As a result of these high stakes, maintenance must ensure to provide a reliable
flow of data to support critical systems and equipment, especially in the current data store.

Operational and user support

Consider the criticality of the application to the business function to determine hours
and response time and types. Define objectives for maintaining the integrity of the system
through data backup and disaster recovery.
36

Testing

This part describes the process for making the changes and documenting the
assumed result in order to generate new solution whenever a certain bugs occur during the
testing.

Disposal

In this phase, plans are developed for discarding system information, hardware and
software in making the transition to a new system. The purpose here is to properly move,
archive, discard or destroy information, hardware and software that is being replaced, in a
matter that prevents any possibility of unauthorized disclosure of sensitive data. The disposal
activities ensure proper migration to a new system. Particular emphasis is given to proper
preservation and archival of data processed by the previous system. All of this should be
done in accordance with the organization's security requirements.
37

Chapter 9

References

Schumacher, H.J., (2019). The role of business in society. Retrieved from


https://businessmirror.com.ph/2019/08/27/the-role-of-business-in-society/.
How to inventory flower shop. (2017). Retrieved from https://bizfluent.com/how-4454428-
inventory-flower-shop.html.
What is Cross-Platform Software? (n.d.). Retrieved from
https://www.bobology.com/public/What-is-CrossPlatform-Software.cfm
Bähr, K. (2017). Cross-platform development with JavaScript. Retrieved from
https://www.zuehlke.com/blog/en/cross-platform-development-with-javascript/
How is Java platform independent? (n.d.). Retrieved from
https://www.geeksforgeeks.org/java-platform-independent/
38

Appendices

Use Case Suite

FUNCTIONAL AREA

The following is the specification of the Ate Cabs Collection Inventory System’s use
case by its functional area.

 Account Management
o UC-00 User Login
o UC-01 Register new User
o UC-02 User Logout
o UC-03 Add Employee Account
o UC-04 Edit Employee Account
o UC-05 Delete Employee Account
o UC-06 View Employee
o UC-07 View User profile

 Request Management
o UC-10 Add Purchase Request
o UC-11 Released Purchase Request
o UC-12 Cancel Purchase Request
o UC-13 Add User / Requestor

 Interaction
o UC-20 View Dashboard
o UC-21 View out of stock items
o UC-22 View Recent Login
 Item Management
o UC-10 Add Item
39
o UC-11 Edit Item
o UC-11 Delete Item

 Stock Management
o UC-20 Add stock
o UC-21 Edit stock
o UC-22 Edit items to stock
o UC-23 Add items to stock
o UC-24 Delete stock

 Supplier Management
o UC-50 Add supplier
o UC-51 Edit supplier
o UC-52 Delete supplier

USE CASE STAKEHOLDER

The following is the specification of the Ate Cabs Collection Inventory System’s use cases
according to the identified users or stakeholders of the system.

 Functional Area#1: Administrator


o UC-00 User Login
o UC-01 Register new User
o UC-02 User Logout
o UC-03 Add Employee Account
o UC-04 Edit Employee Account
o UC-05 Delete Employee Account
o UC-12 Cancel Request
o UC-13 Add User / Requestor
o UC-06 View Employee
o UC-07 View User profile
o UC-20 View Dashboard
40
o UC-21 View out of stock items
o UC-22 View Recent Login

 Functional Area#2: User – Inventory Personnel


o UC-00 User Login
o UC-02 User Logout
o UC-06 View Employee
o UC-07 View User profile
o UC-10 Add Purchase Request
o UC-11 Released Request
o UC-12 Cancel Request
o UC-20 View Dashboard
o UC-21 View out of stock items
o UC-22 View Recent Login
o UC-10 Add Item
o UC-11 Edit Item
o UC-11 Delete Item
o UC-20 Add stock
o UC-21 Edit stock
o UC-22 Edit items to stock
o UC-23 Add items to stock
o UC-24 Delete stock
o UC-50 Add supplier
o UC-51 Edit supplier
o UC-52 Delete supplier

 User - Owner
o UC-00 User Login
o UC-02 User Logout
o UC-20 View Dashboard
o UC-21 View out of stock items
o UC-22 View Recent Login
41
o UC-06 View Employee
o UC-07 View User profile
o UC-10 Add Purchase Request
o UC-11 Released Purchase Request
o UC-12 Cancel Purchase Request
o UC-10 Add Item
o UC-11 Edit Item
o UC-11 Delete Item
o UC-20 Add stock
o UC-21 Edit stock
o UC-22 Edit items to stock
o UC-23 Add items to stock
o UC-24 Delete stock
o UC-50 Add supplier
o UC-51 Edit supplier
o UC-52 Delete supplier

USE CASE PRIORITY

The following is the specification of the Ate Cabs Collection Inventory System’s use
cases according to the importance and function in the system.

 Essential
o UC-00 User Login
o UC-01 Register new User
o UC-02 User Logout
o UC-05 Delete Employee Account
o UC-06 View Employee
o UC-07 View User profile
o UC-10 Add Purchase Request
o UC-11 Released Request
o UC-12 Cancel Request
42
o UC-20 View Dashboard
o UC-21 View out of stock items
o UC-22 View Recent Logic
o UC-10 Add item
o UC-11 Edit item
o UC-20 Add stock
o UC-21 Edit stock
o UC-22 Edit items to stock
o UC-23 Add items to stock
o UC-50 Add supplier
o UC-51 Edit supplier

 Expected
o UC-03 Add Employee Account
o UC-04 Edit Employee Account
o UC-05 Delete Employee Account
o UC-06 View Employee
o UC-07 View User profile
o UC-10 Add Purchase Request
o UC-11 Released Request
o UC-12 Cancel Request
o UC-12 Add User / Requestor
o UC-10 Add item
o UC-11 Edit item
o UC-20 Add stock
o UC-21 Edit stock
o UC-22 Edit items to stock
o UC-23 Add items to stock
o UC-50 Add supplier
43

Use Case Diagram

ACCOUNT MANAGEMENT
User Login

Register new
User

Add Employee
Account

User Logout USER


(Inventory Personnel)

Edit Employee
Account

Delete Employee
Account

USER
View Employee
(Administrator)
USER
View User profile (Owner)
44

REQUEST MANAGEMENT

Add Purchase
Request

Released Purchase
Request

USER
(Head of Office)

Cancel Purchase
Request

Add User /
USER Requestor
USER
(Administrator) (Office Personnel)
45

INTERACTION

View
Dashboard

USER
(Head of Office)
View out of
stock items

USER
(Administrator)
View Recent USER
Login
(Office Personnel)
46

Item Management

Delete Item

Add
Item

USER
(Employee)
Edit Item

USER
(OWNER)
47

STOCK MANAGEMENT

Delete Stock

Add Stock

Edit Stock

Edit items to stock

Add items to stock USER

USER (Inventory
Personnel)
(Owner)
48

SUPPLIER MANAGEMENT

Add Supplier

Edit Supplier

Delete
Supplier

USER Inventory
(OWNER) Personnel

Use Cases

Default Aspects of All Use Cases

Direct Actors: User :Registered end-user of the system. User can be

Administrator, and User Account (Inventory


Personnel, Owner)
49

Stakeholders: Administrator, Inventory Personnel, Owner

Prerequisites: User is logged in

UC-00: USER LOGIN

The user can log in to the inventory system and can manipulate the
Summary:
features of the system.

Priority: Essential

Use
Always
Frequency:

Direct Actors: Administrator, Inventory Personnel, Owner

1. User open the Inventory System application.


Main Success 2. Enter the username and password then click the Login
Scenario: button.
3. Continuation of the process will be in the next Use Case.

Notes and This user case will be access only if there is a new functional office
Questions stablished in the university.

UC-01: REGISTER NEW USER

Summary: The user can register new user of the system.

Priority: Essential

Use
Always
Frequency:

Direct Actors: Administrator


50
1. User open the Inventory System application.
Main Success 2. Enter the information required by the System.
Scenario: 3. If the operation done, click the Register Button
4. Continuation of the process will be in the next Use Case.

Notes and This user case will be access only if there is a new functional office
Questions stablished in the university.

UC-02: USER LOGOUT

The user can log out from the system if only if he / she done doing
Summary:
its task.

Priority: Essential

Use
Always
Frequency:

Direct Actors: Administrator, Inventory Personnel, Owner

1. Go to User Profile.
Main Success 2. Select the logout button.
Scenario: 3. Click the button.
4. Continuation of the process will be in the next Use Case.

Notes and This user case will be access only if there is a new functional office
Questions stablished in the university.

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