1

Chapter I
Introduction

BACKGROUND AND RATIONALE

Computer today are one of the important tools use that have helped us a
lot in compiling data, and in generating reports. One of the uses or benefits of
computers is that they are able to provide and retrieve information quickly which
eventually have increased the pace of work. The increase in the speed of work
has helped us to do many things with fewer resources like the use of manpower
for record keeping and filing.
One of the most important features of the computer software is it accuracy
and completes. Good software is always characterized with these attributes. It is
complete when it provides all the necessary features to correctly and efficiently
do its specific function. For monitoring system, the software should have an
efficient and state-of-the-art searching feature because this particular system is
intended to locate and retrieve records with tremendous speed.
This research furnishes or supplies the user fact, accurate and systematic
information system putting the ESSU IT Equipment Monitoring and Inventory
System in equal footing with other progressive and developed IT Facilities
Monitoring and Inventory System. This is to initiate the necessary reports in the
University IT Facilities Division, which use state-of-the art computerized system

in monitoring and inventory the equipment in ESSU by IT facilities In-charge to

check the various particulars and peripherals that are utilized in the university.

STATEMENT OF THE PROBLEM

The Eastern Samar State Universitys IT Equipment Monitoring and
Inventory System focuses on the universitys IT Equipment wherein the
automated system is introduced to resolve the inefficiencies of the existing
system of the University.
The problems of the existing system were in creating report are limited.
Waste time occurred when creating report or sorting data equipment status due
to improper flow of creating the system. Items/parts are not properly sorted.
Incomplete information in searching specific items or parts. Capacity storage
causes of hang-up or slow response because of the wrong declaring of data size
of each field and because the database is not relational to each table in the
database.
SCOPE AND LIMITATION
The proposed system is composed of 2 types of recording IT equipments;
it is by parts or by set of units and will provide information regarding the status,
history, location, and the person who borrowed the equipment. It also includes
the inventory by set or parts in which you can monitor or create reports of
number of units purchased in every months or year. User can provide quick
report of status, history and other information needed by reading the code using
a barcode reader.

An Inventory and Monitoring System will have Register authorizing

user/technician in using assigned subsystems. It will also prepare reports in
every equipment w/ specific remarks. Loan out IT equipment will be determined if
the equipment or parts are still on stock or unavailable. Inventory of subsystem
will include equipment information from user, set or parts for status, availability of
parts, history, location, and the person who borrowed.

Limitation:
Although the system is designed to automate some important process, it
excludes the following process.
1. Limited from Inventory of ESSU IT Equipment
2. Limited from Monitoring of ESSU IT Equipment
3. Limited of sorting data in terms of creating or providing a report and

inventory.

SIGNIFICANCE OF STUDY
The main objective of the proposed system is to lessen the exerted time
and efforts of the IT Facilities In-charge, who is the user of the system. This could
help to easily access and retrieve data and records of IT Facilities. It also aims to
cope with the present advantaged technology. This study is vital to the following:

IT Facilities In-Charge

This study would be a great help in the part of the IT Facilities In-charge
for him to save his time and efforts in performing his job. Transactions on tracking
and monitoring of the IT facilities from the ICTC department would be far easier
as well as in generating reports. Redundancy of records could also be avoided.
The time consumed for accessing and retrieving records would likewise be
lessened.

Facility
The peripheral devices and facilities can be easily tracked down though
this proposed system. Interchanging the right peripherals that have been
borrowed could be avoided.

University
The proposed system could help provide the ESSU management on the
overall picture of its asset on IT Equipment and facilities purchased and decide
which areas it could upgrade further to meet the demands of its functions.

Proponent
The result of this study would sharpen the proponent skills and broaden
the proponent knowledge in her chosen field of specialization.

DEFINITION OF TERMS
Accuracy Refers to the correctness and exactness of the data involved in the
system.
Admin the person who is in-charged to do all the different process and all the
different reports in the automated system.
Automated operating with minimal intervention in terms of searching or
checking the status of IT equipment.
Information System An assembly, which may include personnel, equipment
and procedures, organized to accomplish specific information conveyance and
processing functions.
Inventory system a process for managing and locating objects or materials. In
common usage, the term may also refer to just software components. Inventory
control system is a systematic way of handling the flow of material which will be
beneficial for industries.
Monitoring Refers to the computerized monitoring of the IT facilities, which
involved in the ICTC.
Monitoring system the system introduced by the proponent of the study to
function at Eastern Samar State University IT Equipment.
System A set of processes that assembled or arranged to focus to certain goal
or objective.
User the person who will use the automated system that will create different
process and printing different reports.

Chapter II
Review Related Literature and Studies

REVIEW OF RELATED STUDIES

One of the greatest innovations in technology is the emergence of

computer technology that contributes much to the global awareness in modern
technology. Inventory control is using to keep products and to meet future
demand. Modern inventory control systems often rely upon barcodes to provide
automatic identification of inventory objects. In ESSU IT equipment, Inventory is
the total amount of materials or hardware equipments in ESSU Main Borongan.
Tinn (2001) stated that the computerization responded to the call the
office or any workplace to help their daily operation. Malolos et.al (2002) stated
that the study of automation is important in the sense time that minimizes the
time and effort normally exerted in manual process. Janes (2001) stated that
computers are extremely reliable device and very powerful calculators with some
great accessories applications like word processing problem for all of business
activities, regardless of size, computers have three advantages over other type of
office equipment that process information because computer are faster, more
accurate more economical. Reyes (2005) task would be time consuming to
accomplish manually and more practical with the aid of computers field in
cabinet. According to Flores (2002), the automation is described simply as the
substitution of machine control of human. Dioso (2001) stated that computer
assist careful intelligent planning, organizing, actuating and controlling .This
maybe observed from the past that they monitor production activities, solve
scientific problem and help arrive in tentative answer to a multitude of involve
conditions. Ralph M. Stair (1999) emphasized that the development of

technology through the years have enabled us to do more with less effort. From
the orientation of the light bulb to the industrial revolution and beyond, we have
continuously tried to in a more efficient means of doing tasks. .Relative from the
thesis presented by Barloso, et al (2005), on computerized library system for
Eastern Samar State University, it was clearly explained that: Today even some
universities and companies in our country or even the whole world are taking the
advantage of using computers. The library is established for the purpose of
serving people to help them in the research and even on their study. Apparently,
the use of computer in the library system, especially in the inventory of the
materials of the library clientele, but also the compiling need to speed-up utter
efficiency the delivery of service. If only to give more credence and satisfaction to
the technical advantage of the computer over and above the traditional manual
system, not withstanding with the present demands for the former (the
computer), Lim and Gaviola (1999) in their undergraduate thesis at AMA
Computer College, Quezon City stated; With the very fast pace of technology,
computer business are fields that have become inspirable, for a new concept
called business or management tool..This tool meets these growing demands of
user that provide satisfactory results

RELATED LITERATURE

Nowadays organization increasingly finds that they must rely on

effective supply chains, or networks, to successfully compete in the global market
and networked economy. Proponent cited some relevant literatures which have a
direct link to the proposed study.
Aquilan (2004) made a comparable thesis on
t h e a u t o m a t i o n o f t i m e a tte nd a n ce th a t re co rd s th e ti me i n
a n d ti me o u t o f e ve ry em pl o ye e u sin g b a rco d e syste m . It te n d s to
e li mi n a te the m an ua l re co rd in g s ys te m o f tim e an d a tte nd a n ce
and also include salary

computation of each

employee

b a s e d o n t h e t i m e a n d attendance reports.
Mendrez

(2007)

made

similar

study

for

Vision

D e s i g n e r I n c . I t h a s a n identification machine aimed at verifying a

person entering through the swiping of identification cards. After entering their
given code number, the identification cards are swiped in the machines card
reader to trigger the verification. If access granted, the micro switch will then
automatically unlock to allow enter. This will help a lotion monitoring attendances
accurately and more precise. A group of computer engineers in Rebisco Biscuits
Corporation proposed

th e s i s

Innodata

is

Corps

report

for

implementing

what

right

is

now

the

same

c om pu te ri zed

d ai l y tim e re co rd as a n al te rn a ti ve fo r Bu nd y cl o ck. The m ea n s

o f getting inside the company premises is by swiping cards into a machine that
reads e v e r y r e c o r d

of each

employee

then

monitor and

d i s p l a y s t h e t i m e a p a r t i c u l a r employee logs in and out.

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In Peter Drunkers (1999) new management paradigm, the concept of

business relationships extends beyond traditional enterprise boundaries
relationships extends beyond traditional enterprise boundaries and seeks to
organize entire business processes throughout a value chain of multiple
companies.
Amon Faloran (2005) wrote in the article The Computer Edge of the New
E mp l o ym e n t an d Op p o rtu ni ti e s i n th e Ph i li p pi n e D ai l y In q u i re r. H e
sta te d th a t com pu te r g i ve s yo u a d i ffe ren t fee l in g a bo u t wh a t i s
h a pp e ni n g i n th e com p an y. Business will be highly competitive and
innovative because the computer provides instant information. Stu d y b y
C an to ma (20 0 4 ) i n h e r th e si s en ti tl e d C om pu te r Li b ra ry S ys te m
fo r

St.

Ja me s

Aca d e m y

sta te d

th a t,

in

m an u al

syste m

in

re tri e vi n g , ma in ta in i n g se cu ri t y an d p il i n g re co rd s ta ke pl a ce
b e cau se o f th e ye a rs go n e b y. Fu rthe rmo re , these files were only kept
in envelopes and folders in wooden rocks
During the past decades, globalization, outsourcing and information
technology have enabled many organizations, such as Dell and Hewlett Packard,
to successfully operate solid collaborative supply networks in which each
specialized business partner focuses on only a few key strategic activities (Scott,
1999). This inter-organizational supply network can be acknowledged as a new
form of organization. However, with the complicated interactions among the
players, the network structure fits neither market nor hierarchy categories
(Powell, 2000). It is clear what kind of performance impacts different supply

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network structures could have on firms, and little is known about the coordination
conditions and trade-offs that may exists among the players. From a systems
perspective, a complex network structures can be decomposed into individual
components firms (Zhang and Dilts, 2004). Traditional, companies in a supply
network concentrate on the inputs and outputs of the processes, with little
concern for the internal management working of other individual players.
Therefore, the choice of an internal management control structure is known to
impact local firm performance (Mintzberg, 1999).
According to Primer (2005), for many businesses automating the
collecting o f em pl o ye e a tte n da n ce da ta wh e n em pl o ye e s b eg i n the i r
sh i fts

is

stil l

m an ua l p r o c e s s . E v e n b u s i n e s s t h a t h a s a u t o m a t e d o r c o
mputerized processes such as

sch e d ul i ng ,

p u rcha si ng ,

p a yro l l

g en e ra l

le d g e r

an d

In ve n to r y,

p ro ce ssi n g

sti ll

u se m a n u a l m e t h o d s s u c h a s t i m e c a r d s o r a t t e n d a
n c e s h e e t s t o c o l l e c t t i m e a n d attendance data. NOVA time
(2007), the system that will give management the power to not on l y u ti l i ze th e
to o l s we ha ve a va i l a bl e to u s to d a y, b u t wi l l co n ti nu e to g ro w
ande v o l v e , g i v i n g i t t h e c a p a b i l i t y t o i n c o r p o r a t e
a n d u t i l i z e t h e t o o l s t h e n e w millennium

promises

to

bring

us. NOVA time has brought a system designed for growth while maintaining
them a x i m u m i n f l e x i b i l i t y . W h e r e t h e s o p h i s t i c a t i o n l i e s w
ithin the programmedmechanism of the system, allowing

12

f o r a q u i c k a n d s i m p l e i m p l e m e n t a t i o n a n d employee training
cycle.6
After all the true test of a system is not only in the
production and wealth of reporting, but in the simplicity
a n d e a s e o f i t s o p e r a t i o n , i n c o n j u n c t i o n w i t h s imple and
accommodating implementation program.
In the 21st century, changes in the business environment have contributed
to the development of supply chain networks. First, as an outcome of
globalization and the proliferation of multinational companies, joint ventures,
strategies alliances and business partnerships, were found to be significant
success factors, following the earlier Just-in-Time, Lean Manufacturing and
Agile Manufacturing practices. Second, technology changes, particular the
dramatically fall in information communication costs, which are a significant
component of transaction costs, have led to changes in coordination among the
members of the supply chain network structures as a new organization form,
using term such as Keiretsu, Extended Enterprise, Virtual Corporation,
Global Production Network and Next Generation Manufacturing System. In
general, such a structure can be defined as a group of semi-independent
organizations, each with their capabilities, which collaborate in ever-changing
constellations to serve one or more markets in order to achieve some business
goal specific to that collaboration (Akkermans, 2001.)

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Theoretical framework

Requirements Analysis

Operation & Maintenance

Acceptance Testing

System Design
System Testing

Unit & Integration Testing

Program Design

Coding

Figure 1. Theoretical framework with the Proposed ESSU Supplies and Monitoring
and Inventory System.
Theoretical frameworks provide a particular perspective, or lens, through
which to examine a topic.
The V-model represents a software development process (also applicable
to hardware development) which may be considered an extension of the waterfall

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model. Instead of moving down in a linear way, the process steps are bent
upwards after the coding phase, to form the typical V shape. The V-Model
demonstrates the relationships between each phase of the development life
cycle and its associated phase of testing. The V-model have a 8 different phases,
the Requirements Analysis, System Design, Program Design, Coding, Unit &
Integration

Testing,

System

Testing,

Acceptance

Testing,

Operation

&

Maintenance, Operation & Maintenance.

Requirements analysis phase
In this phase, the proponent gets the requirements from client, analyze
them and freeze the feasible requirements. The first step in the verification
process, the requirements of the proposed system are collected by analyzing the
needs of the user(s).This phase is concerned with establishing what the ideal
system has to perform. However it does not determine how the software will be
designed or built. Usually, the users are interviewed and a document called the
user requirements document is generated.
The user requirements document will typically describe the systems functional,
interface, performance, data, security, etc. requirements as expected by the user.
It is used by business analysts to communicate their understanding of the system
to the users. The users carefully review this document as this document would
serve as the guideline for the system designers in the system design phase. The
user acceptance tests are designed in this phase.
Systems design

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In this phase, the proponent will design the entire system means DB
Design, Data Dictionaries, Forms, screens and other thing that needed in the
system. The phase where system engineers analyze and understand the
business of the proposed system by studying the user requirements document.
They figure out possibilities and techniques by which the user requirements can
be implemented. If any of the requirements are not feasible, the user is informed
of the issue. A resolution is found and the user requirement document is edited
accordingly. The software specification document which serves as a blueprint for
the development phase is generated. This document contains the general
system organization, menu structures, data structures etc. It may also hold
example

business

scenarios,

sample

windows,

reports

for

the

better

understanding. Other technical documentation like entity diagrams, data

dictionary will also be produced in this phase. The documents for system testing
are prepared in this phase.
Program Design
In this phase, the architecture of the system is done. The architecture
means weather its a web based application, Desktop Application, Client Server
Architecture etc. It is also known as High Level Design. The phase of the design
of computer architecture and software architecture can also be referred to as
high-level design. The baseline in selecting the architecture is that it should
realize all which typically consists of the list of modules, brief functionality of each
module, their interface relationship dependencies, database tables, architecture

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diagrams, technology details etc. The integration testing design is carried out in
the particular phase.
Coding
In this phase, actual coding will take place. The proponent will do the
actual programming of the application. After the system architecture is in place
starts the coding stage. For coding, the entire system is broken up into small
modules, which in turn are later integrated to form the entire system.

Unit testing & Integration Testing

In this phase, entire system is tested by different types like performance,
stress, usability, installation/uninstallation, backup/recovery etc,the integration
testing is done to make sure that after integrating various modules of the system
the system as a whole is working fine and the referential integrity is maintained or
not. Unit testing is a method by which individual units of source code are tested
to determine if they are fit for use. A unit is the smallest testable part of an
application. In procedural programming a unit may be an individual function or
procedure. Unit tests are created by programmers or occasionally by white box
testers. The purpose is to verify the internal logic code by testing every possible
branch within the function, also known as test coverage. Static analysis tools are
used to facilitate in this process, where variations of input data are passed to the
function to test every possible case of execution. In integration testing the
separate modules will be tested together to expose faults in the interfaces and in

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the interaction between integrated components. Testing is usually black box as

the code is not directly checked for errors.
Acceptance Testing
In this phase, this is generally done by users of the system. They verify
whether their requirements are met by the system or not. The phase of testing
used to determine whether a system satisfies the requirements specified in the
requirements analysis phase. The acceptance test design is derived from the
requirements document. The acceptance test phase is the phase used by the
customer to determine whether to accept the system or not.

Operation & Maintenance

In this phase, the system is handed over to the customer and will be used
the first time by him. Naturally the customer will check if his requirements were
implemented as expected but he will also validate if the correct requirements
have been set up in the beginning. In case there are changes necessary it has to
be fixed to make the system usable or to make it comply with the customer
wishes. In most of the "Waterfall Model" descriptions this phase is extended to a
never ending phase of "Operations & Maintenance". All the problems which did
not arise during the previous phases will be solved in this last phase.