Digital Inventory Management

System for Matea-Matics Cafe

Using PHP and MySQL

A Project Proposal
Presented to the Faculty
of Cavite State University
Imus Campus

In Partial Fulfillment
of the Requirements for the Degree
of Bachelor of Science in
Information Technology

by
Gicale, John Andre C.
Delos Angeles, Harold
Marbibi, Janelle T.
Laud, Guillian Roy D.

Carlo P. Malabanan, MIT

Instructor, INSY 55
 TABLE OF CONTENTS

Page

LIST OF TABLES ...................................................................................................... iv

LIST OF FIGURES ..................................................................................................... v

LIST OF APPENDICES ............................................................................................. vi

CHAPTER 1

1.0 Introduction ........................................................................................................... 1

1.1 Background of the Study ........................................................................... 2

1.2 Statement of the Objectives ...................................................................... 3

1.2.1 General Objectives ................................................................... 3

1.2.2 Specific Objectives ................................................................... 3

1.3 Significance of the Study .......................................................................... 4

1.4 Scopes and Limitations ........................................................................…. 5

CHAPTER 2

2.0 Methodology of the Study ..................................................................................... 8

CHAPTER 3

3.0 Data Gathering Procedures and Output ............................................................. 12

CHAPTER 4

4.0 The Existing System ........................................................................................... 14

4.1 Company Background ........................................................................... 14

4.2 Description of the System ...................................................................... 14
4.3 Data Flow Diagram ................................................................................ 14
4.4 Data Dictionary ...................................................................................... 15
4.5 Problem Areas ....................................................................................... 15

TABLE OF CONTENTS
 Page
CHAPTER 5
5.0 The Proposed System ........................................................................................ 17
5.1 System Overview .................................................................................. 17
5.2 Process Specification ............................................................................ 17
5.2.1 Data Flow Diagram ................................................................ 17
5.2.2 Data Dictionary ...................................................................... 18
5.3 Data Specification ................................................................................. 19
5.5 Specifications ........................................................................................ 20
5.6 Program / Module Specifications ........................................................... 20
CHAPTER 6
6.0 System Coding (Prototype) ................................................................................ 21
6.1 Programming Language ....................................................................... 21
6.2 Special Purpose Language Tools ......................................................... 21
CHAPTER 7
7.0 System Testing Plan .......................................................................................... 22
7.1 Testing Stages ....................................................................................... 22
7.2 Testing Schedules ................................................................................. 22
CHAPTER 8
8.0 System Implementation Plan .............................................................................. 23
8.1 Resource Requirements ........................................................................ 23
8.1.1 Hardware Requirements......................................................... 23
8.1.2 Software Requirements ....................................... .................. 23
8.1.3 Human Resources Requirements .......................................... 23
8.2 Implementation Plan .............................................................................. 23
8.2.1 Site Preparation ..................................................................... 23
8.2.2 Personnel Training ................................................................. 23
 TABLE OF CONTENTS
Page
8.2.3 System Conversion ................................................................ 24
8.2.4 Data Conversion .................................................................... 24
8.2.5 Implementation Schedule ....................................................... 24
CHAPTER 9
9.0 System Maintenance Plan .................................................................................. 25

Appendices ............................................................................................................... 26
Bibliography............................................................................................................... 33
Resource Persons .................................................................................................... 34
 Chapter I

INTRODUCTION

An Inventory System is a set of software programs that are used to store, organize

and manage all the information in a company's database. It handles a wide variety of

business inventory task including: sales, stocks from the supply chain, shipping, purchasing,

tracking, reordering, customer service and marketing.

There are three types of manufacturing inventories and these are: raw materials,

work in process and finished goods. The raw materials are the basic material that will be

needed in production, the manufacturing company buys these materials from their supplier.

The work in progress or WIP is the use of raw materials that will be processed and produce

to make a finish product.

The finished goods are the final products that is made on the processes of raw

materials and work in progress that are ready to sell. These types of inventories can help the

companies or business to buy the right number of products that will be used to avoid wasted

materials.
1.1 Background of the Study

Throughout the century, the people are always buying and selling products in the market,

this means that inventory system always existed in some form that helps us on our daily

lives from the beginning to modern technology. On the ancient methods, the earliest form of

inventory management is way back 50,000 years were people used a tally stick (i.e., small

wooden stick) to count and record the quantities and document numbers. On the industrial

age, the modern automatic computation machine is developed in the 1890 census by

Herman Hollerith, they are called the punch cards that is designed to record and process

information. On the modern technology in the mid-70s, the barcode and radio frequency

identification (RFID) has become the primary tool on inventory that scan and collects the

identification number of every items. Nowadays, these modern tools are still efficient and

helpful to track the inventory.

The inventory system is designed to be essential on companies and businesses in

order to keep the items organized and sorted, as well as to track the incoming and outgoing

of stocks, so that the company or business does not cease to function. It can increase work

productivity to provide a faster and better service. It is also in charge of quality inspection

and management of products that can help to meet the customer’s demand.

The researchers proposed an Inventory System to assist the client with their daily work

by creating and maintaining a well-organized and manageable business. This will help to

ensure that they are able to monitor the progress of the supplier's stocks, products and

services that will help to improve their business operation and increase the profits.
1.2 Statement of Objective

1.2.1 General Objective

 The main objective of the proposed system is to develop and implement a

Inventory System for Matea-Matics Cafe using PHP and MySQL that will
enhance the business operation.
 With the use of the proposed system, the staff can handle
transactions, inventory checking faster and conveniently.
 Using the proposed system, the owner of Matea-Matics Cafe can
manage and track all its products accurately.

1.2.2 Specific Objectives

 To develop a Security Module

 To prevent unauthorized access to the system, the system will have

user level of access so every employee has a limited access to the
different functionality of the system.

 To develop a Secured Database

 The database uses SHA256 encryption when storing critical

information such as usernames and passwords, making the database
secure.

 To develop Inventory System

 In using the inventory system, product tracking and data collection are
easier. The system can know what sells more and when it should be
restocked.
1.3 Significance of the Study

Matea-Matics Cafe co-owner stated that they require a system that can assist them
in managing their items while keeping an accurate track of their sales because they still
utilize a paper-based system. Using a paper-based system has numerous drawbacks,
including data redundancy, time consumption, and data loss. The researchers come to the
conclusion that they require a digital inventory to manage their merchandise and track their
sales.

The results of the study will be beneficial to the following:

 Owner – Every day, the owner may simply examine the product's sales. This
simplifies their stock and sales management.

 Store Employee – Employees can easily manage their items/stocks because the
system can assist them in checking every item they have.

 Students – This research will be useful to the student in the form of a detailed
document.

 Supplier – Based on updated inventory, the supplier will be able to determine the
product that needs to be provided.
1.4 Scopes and Limitation
The study's purpose is to replace Matea-Matics Cafe current paper-based inventory
system with a digital inventory system. It will concentrate on the whole inventory of the
company. The proposed solution will be capable of the following:

 Security Module

 Login System

 Before using the proposed system, each user must input their
username and password.

 Minimal System Security

 Database encryption, for example, is a low-level security

measure that ensures any vital information contained therein is
secure.

o Terms and conditions are implemented referring to

“R.A. No.10173 or Data Privacy Act of 2012”.

 Logging System

 System logs are automatically generated and saved in order to

monitor what the user performs when using the system.

 Automatic alert module

 This module determines the risk of every log in the logging

system. There will be three alert levels:

o Low Risk – It contain mostly common logs.

o Medium Risk – May involve the potential risk of a data

breach or rigging product stocks, etc.

o High Risk – Possess a high risk of malicious intent,

such as data alteration.
 Level of Access
 Each user has a distinct level of access. The administrator has
complete control over the system. The manager has access to product
statistics as well as the functionality of the Inventory system. The
basic functionality of the inventory system is solely accessible to the
store clerk.

 Stocks Monitoring Notification

 The Owner and Manager will be able to monitor the stock levels of
their products and contact their supplier if they fall below a specified
threshold.

 Inventory Module
 Manage Purchase Order Records
Receiving Supplier Delivery

 Manage Supplier List

 Manage Item List

 Manage Purchase Order Records

 Manage Receiving Records

 Manage Back Order Records

 Manage Return Records

 Manage Sales Records

 Limitation

 Offline Based System

 Design and Architecture

 The proponents have opted to develop a simple and user-friendly

system so that the user can understand the flow and use of the
system. PHP Scripting Language and MySQL were used to create the
system.
  Development and Coding

 The system's proponents put it through trial and error. They can use
this to determine whether or not there is a mistake. Every line of code
must be performed correctly in order to comprehend the system's flow.

 Quality Assurance and Software Testing

 Following the system's testing and coding. In order to strategize more

practical ideas to make the system more effective and convenient, a
quality assurance test must be performed. The system has only been
tested on Windows 10.

 Implementation

 The proponents proposed algorithmic methods and dynamic

implementations to allow the system to work with various system
specifications.

 Maintenance

 Following the implementation of the system, the proponents will

continue to assist the client in determining whether the system's flow
is running well and researching ways to improve existing algorithms
and processes in order to become scalable in relation to the growth of
the business.

The suggested system for Matea-Matics Cafe by the proponent cannot be viewed online
since it is mainly an offline system.
2.0 Methodology of the Study

The study is centered on the Matea-Matics Cafe paper-based inventory system. The
system's main shortcoming is that it cannot be accessed online, which is intended to make
stock management easier. This study's purpose is to digitize the paper-based inventory
system. This section described the data collection procedures utilized to obtain the most
relevant information for this study, as well as the strategy that would be applied. It will outline
how participants for this study were selected, including who and how many people took part
in order to collect the essential data. Ethical problems, such as gaining informed consent
from all participants, will be addressed.

Type of System Methodology

In system design, the researchers employ the waterfall method. The waterfall
method, often known as the traditional life cycle, is a methodical and sequential approach to
software development. Design research is used to design, develop, and sketch a group of
elements - to combine disparate elements into a full and functional entity. The study design
is depicted in the flow chart below:
Phases of the Development

 Requirements – The proponents obtain information from the client as well as through a
survey.

 Design – The proponents chose to create a system that is simple and straightforward to
use, allowing the user to enjoy the system's flow and functionality. The system was built
with PHP Scripting Language and MySQL.

 Implementation – To allow the system to work with a wide range of system

specifications, proponents provided algorithmic approaches and dynamic
implementations.

 Verification or Testing – Proponents monitor who has access to the inventory, what
products are checked out, what products are flowing in and out of the supplier, and what
inventory problems exist, among other things.

 Deployment & Maintenance – Following the deployment of the system, the proponents
will collaborate with the client to check that the system's flow is working properly and to
investigate methods to improve existing algorithms and approaches so that the system
can scale with the business's development.

Methods of Data collection

The researchers believe that qualitative data collection methods are the best fit for
this research since they understand the goal and objectives of the study and have
researched past research. Non-numerical data is collected and evaluated in qualitative
research to better understand concepts, viewpoints, or experiences.

The researcher will receive a letter from Cavite State University, Imus Campus
granting the researchers permission to perform the research. The letter will be given to the
client, requesting permission for the researchers to conduct the research. Following that, the
researcher will create questionnaires to be used in data collecting.
 The researcher must make appointments with respondents for interviews and
questionnaire delivery. After gathering the data, the researcher will analyze and interpret it
before writing the research report.

Ethics

The researcher ensured that they communicated with the participants in a personal
manner, did not violate their privacy without their permission, did not injure their feelings, and
recognized and appropriately reflected the information collected from them.

Chapter 3

3.0 Data Gathering Procedures and Output

Introduction

This Chapter discusses the research design, sampling design, data collection
methods, data processing, data analysis, and interpretation, method, and development tool
used to develop the Inventory Management System (IMS) will be detailed in this part. The
process used to construct the system will be described in full, with figures and flow charts
included.

Research Design

The quantitative research design was used by the researcher. The study attempted
to describe various kinds of inventories, the costs associated with managing inventory
control, and the impact of inventory management on the company's operations. The study
also used a qualitative research design that included data description and analysis.

Research Instruments

The researchers will gather information and data from both primary and secondary
sources. In order to obtain Primary Data, the researcher will use questionnaires as data
collection instruments. Stocks and Supplies will be used for Secondary Data. The following
are the instruments or tools:
Questionnaires

This tool will be utilized because the target respondents is proficient and thus capable of
filling out the questions. It gives respondents enough time to provide detailed responses.
Questionnaires may also be self-administered and provided a simple way of obtaining data
from a wide population sample.

Some sample questions that were included in the semi-structured questionnaire was the
following:

1. What type of business?

2. When was the business built?
3. What is the name of the business?
4. What is the name of the owner of the business?
5. How many employees does the client has?
6. Do you use computerized inventory system?
7. What are the methods that they use to categorize items?
8. How do the employees keep track of the items in the inventory?
9. Process of distribution of goods from the inventory?

Data Collection Procedures

The researcher will receive a letter from Cavite State University, Imus Campus granting
the researchers permission to perform the research. The letter will be given to the client,
requesting permission for the researchers to conduct the research. Following that, the
researcher will create questionnaires to be used in data collecting.

The researcher must make appointments with respondents for interviews and
questionnaire delivery. After gathering the data, the researcher will analyze and interpret it
before writing the research report.

Data analysis
 The collected data obtained will be analyzed, coded, measured, and tabulated. In order
to compute percentages and totals, a quantitative method will be applied. Tables will be
used to present and summarize data so that it may be easily interpreted and shown. Data
from questionnaires will be coded using tallies, and the coded data will be statistically
analyzed.

Method to develop (IMS)

First, web-based (IMS) tools are chosen depending on their features and limitations.
Following that, a level 2 data flow diagram is constructed to determine the data flow from
server to user. The web-based (IMS) flow chart is then created based on the features and
limits. The conceptual design of the GUI is then generated to visualize how the (IMS) will
look when finished. Following that, a fully functional GUI will be developed. After that, the
(IMS) will be debugged until everything runs smoothly.

Figure 3.1: Method to develop Web based Inventory Management System (IMS)
 The program must be user-friendly so that it is easy to understand and use by the user
without the need of training. The software's basic feature is to register items for both check
in and check out. Aside from that, the user can include a description to help the user identify
the item. The database will be regularly updated. The database will be a MySQL database
hosted by the free software XAMPP. Furthermore, there is a low stock reminder feature that
alerts the user whenever the item quantity of a specific product is less than 5, allowing the
user to restock accordingly. Based on the figure 3.1, it can be concluded that the language
used to develop this Inventory Management System are PHP, MySQL Database, PDO,
OOP, HTML, CSS, JavaScript (jQuery and Ajax), and bootstrap for the design.

CHAPTER 4

4.0 The Existing System

4.1 Company Background

Matea-Matics Cafe mainly focuses in serving varieties of Milk tea, Frappe, Shake and
Snacks in the area of Mary Cris Complex Pasong Camachille II, General Trias Cavite.

4.2 Description of the System

The company takes deliveries from suppliers and lists them in paper for inventory
purposes store for product stock quantities. When a customer wants to buy from the store,
they list the products to an invoice and keep a copy of it after giving the customer the original
copy. They store the inventory list and the invoices in a container that sometimes gets
damaged or lost from time to time.

4.3 System flowchart

4.4 Problem Areas

The transaction is slow and time-consuming due to the traditional system. Managing
inventories is difficult since the list of sales is occasionally missing owing to a cluttered work
environment, making managing stocks inaccurate.

CHAPTER 5
5.0 The Proposed System
5.1 System Overview
Our suggested system to our client consists of Inventory, with the goal of assisting
our client firm in improving convenience, productivity, and efficiency for both the customer
and their company. The PHP Scripting Language and MySQL were used to create the
Digital Inventory system.

5.2 Process Specification

5.2.1 Data Flow Diagram
 5.2.2 Data Dictionary

Data Dictionary
Entity Name Entity Description
Column Name Column Description Data Length Primary Nullable Unique
Type Key
• back_order_list Back order list
id For the unique identification of the user’s INT TRUE FALSE FALSE
records.
receiving_id Receiving id INT FALSE FALSE FALSE
po_id Purchase order id INT FALSE FALSE FALSE
bo_code Back order code VARCHAR 50 FALSE FALSE FALSE
Supplier_id Supplier id INT FALSE FALSE FALSE
amount amount FLOAT FALSE FALSE FALSE
discount_perc Discount percentage FLOAT FALSE FALSE FALSE
discount discount FLOAT FALSE FALSE FALSE
tax_perc Tax percentage FLOAT FALSE FALSE FALSE
tax tax FLOAT FALSE FALSE FALSE
remarks remarks TEXT FALSE TRUE FALSE
status status tinyint(4) FALSE FALSE FALSE
date_created Date created DATETIME FALSE FALSE FALSE
date_updated Date updated DATETIME FALSE FALSE FALSE
• bo_items Back order items
bo_id Back order id INT TRUE FALSE FALSE
Item_id Item id INT FALSE FALSE FALSE
quantity Item quantity INT FALSE FALSE FALSE
price Item price FLOAT FALSE FALSE FALSE
unit Item unit VARCHAR 50 FALSE FALSE FALSE
total Total items FLOAT FALSE FALSE FALSE
• Item_list Item list
id For the unique identification of the item. INT 30 TRUE FALSE FALSE
name Item name TEXT 255 FALSE FALSE FALSE
description Name of the product TEXT 255 FALSE FALSE FALSE
supplier_id Supplier identification id INT 30 FALSE TRUE FALSE
cost Item cost FLOAT 8,2 FALSE FALSE FALSE
status Item status TINYINT 1 FALSE FALSE FALSE
date_created Item date created DATETIME FALSE FALSE FALSE
date_updated Item date updated DATETIME 8 FALSE FALSE FALSE
• po_items Purchase order items
po_id For the unique identification of purchase order INT 30 TRUE FALSE FALSE
item_id Item identification INT 30 FALSE FALSE FALSE
quantity Purchase order quantity INT 30 FALSE FALSE FALSE

price Purchase items price FLOAT FALSE FALSE FALSE

unit Purchase items unit VARCHAR 50 FALSE FALSE FALSE
 total Purchase items total FLOAT FALSE FALSE FALSE
• purchase_order_list Purchase order list
id For the unique identification of the purchase INT 30 TRUE FALSE FALSE
order
po_code Purchse order code VARCHAR 50 FALSE FALSE FALSE

amount Purchase order amount INT 30 FALSE FALSE FALSE

discount_perc Purchase order discount percentage FLOAT FALSE FALSE FALSE
discount Purchase order discount FLOAT FALSE FALSE FALSE
tax_perc Tax percentage FLOAT FALSE FALSE FALSE
tax Tax FLOAT FALSE FALSE FALSE
remarks Purchase order remakrs FLOAT FALSE FALSE FALSE
status Purchase order status TEXT FALSE FALSE FALSE
date_created Purchase order date created DATETIME FALSE FALSE FALSE
date_updated Purchase order date updated DATETIME FALSE FALSE FALSE
• receiving_list List of items going to be received.
id For the unique identification of item received. INT 30 TRUE FALSE FALSE
form_id Unique identification of the form INT 30 FALSE FALSE FALSE
from_order Unique identification of the order INT 30 FALSE FALSE FALSE
amount Amount of items FLOAT FALSE FALSE FALSE
discount_perc Discount percentage of item FLOAT FALSE FALSE FALSE
discount Discount of items FLOAT FALSE FALSE FALSE
tax_perc Tax percentage FLOAT FALSE FALSE FALSE
tax Tax FLOAT FALSE FALSE FALSE
stock_ids Unique identification of the stock TEXT FALSE FALSE FALSE
remarks Receiving list remarks TEXT FALSE TRUE FALSE
date_created Receiving list date created DATETIME FALSE TRUE FALSE
date_updated Receiving list date updated DATETIME FALSE FALSE FALSE
• return_list Contains the return lists
id Unique identification of return list INT 30 TRUE FALSE FALSE
return_code Product return code VARCHAR 50 FALSE FALSE FALSE
supplier_id Amount of product being sold in transaction. INT 30 FALSE FALSE FALSE
amount Return list amount FLOAT FALSE FALSE FALSE
remarks Receiving list remarks TEXT FALSE TRUE FALSE
stock_ids Unique identification of the stock TEXT FALSE FALSE FALSE
date_created return list date created DATETIME FALSE FALSE FALSE
date_updated return list date updated DATETIME FALSE FALSE FALSE
sales_list Contains the sales lists
Id Unique identification of sales list INT 30 TRUE FALSE FALSE
Sales_code Sales return code VARCHAR 50 FALSE FALSE FALSE
Client Client name TEXT FALSE FALSE FALSE
Amount Sales amount FLOAT FALSE FALSE FALSE
Remarks Receiving list remarks TEXT FALSE TRUE FALSE
Stocks_ids Unique identification of the stock TEXT FALSE FALSE FALSE
date_created sales list date created DATETIME FALSE FALSE FALSE
date_updated sales list date updated DATETIME FALSE FALSE FALSE
Stock_list Contains the stock lists
Id Unique identification of stock list INT 30 TRUE FALSE FALSE
Item_id Unique identification of item INT 30 FALSE FALSE FALSE
Quantity Stock quantity INT 30 FALSE FALSE FALSE
Unit Stock list unit VARCHAR 250 FALSE TRUE FALSE
Price Stock price FLOAT FALSE FALSE FALSE
Total Stocks total FLOAT FALSE FALSE FALSE
Type Stocks type TINYINT 1 FALSE FALSE FALSE
Date_created Stock list date created DATETIME FALSE FALSE FALSE
Supplier_list Contains all supplier list
Id Unique identification of supplier list INT 30 TRUE FALSE FALSE
Name Supplier name TEXT FALSE FALSE FALSE
Address Supplier address TEXT FALSE FALSE FALSE
Cperson Contact person TEXT FALSE FALSE FALSE
Contact Supplier contacts TEXT FALSE FALSE FALSE
status Supplier status TINYINT FALSE FALSE FALSE
date_created sales list date created DATETIME FALSE FALSE FALSE
date_updated sales list date updated DATETIME FALSE FALSE FALSE
System_info Contains system information INT 30 TRUE FALSE FALSE
Id Unique identification of system info TEXT FALSE FALSE FALSE
Meta_field TEXT FALSE FALSE FALSE
 Meta_value TEXT FALSE FALSE FALSE
users Contains all user data
Id Unique identification for users INT 50 TRUE FALSE FALSE
First_name Firstname of user VARCHAR 250 FALSE FALSE FALSE
Middlename Middle name of user TEXT FALSE TRUE FALSE
Last_name Last name of user VARCHAR 250 FALSE FALSE FALSE
Username Username credential of user TEXT FALSE FALSE FALSE
Password Password credential of user TEXT FALSE FALSE FALSE
Avatar Photo of the user TEXT FALSE TRUE FALSE
Last_login Last login of the user DATETIME FALSE TRUE FALSE
Type User type TINYINT FALSE FALSE FALSE
Date_added Date added of user DATETIME FALSE FALSE FALSE
Date_updated Date updated of user DATETIME FALSE FALSE FALSE
User_meta
User_id Unique identification for users INT 30 TRUE FALSE FALSE
Meta_field TEXT FALSE FALSE FALSE
Meta_value TEXT FALSE FALSE FALSE
Date_created Date created of user meta DATETIME FALSE FALSE FALSE
5.3 Specifications

 Manage Purchase Order Records

 Create New
 Edit Record
 View Record
 Print Record
 Delete Records
 Manage Receiving Records
 Receive From PO (Purchase Order)
 Automatically Creates New Back Order for Lacking Items/Stocks
 Edit Record
 Print Record
 Automatically adds to Item stock availability
 Delete Record
 Manage Back Order Records
 View Record
 Receive BO
 Print Record
 Manage Return Records
 Create New Records
 View Record
 Edit Record
 Print Record
 Delete Record
 Automatically updates the stock availability upon saving
 Manage Sales Records
  Create New Records
 View Record
 Edit Record
 Print Record
 Delete Record
 Automatically updates the stock availability upon saving

CHAPTER 6
6.0 System Coding (Prototype)

6.1 Programming Language

The system was developed using PHP Scripting language an open-source scripting
language designed for creating dynamic web pages that effectively work with databases.
It is also used as a general-purpose programming language.

6.2 Special Purpose Programming Language

MySQL is the database used in the suggested system. It manages the system's data
entry and output for the users. The system's databases are secure since it employs the
SHA-256 encryption technology to safeguard the system's critical information. When
saving system logs in a text file and showing them in the system, Base64 is the
encryption mechanism used to encode and decode them.

CHAPTER 7

7.0 System Testing Plan

7.1 Testing Stages

The Waterfall Model development cycle was used to create the system. Before
releasing the system to the client, the engineers verify each module for potential flaws before
moving on to the next module.

 Requirements – This phase captures all of the conceivable requirements required to develop
the system.

 Designing – The design phase aids in identifying the hardware and system requirements
required in the overall architecture of the system.

 Development - creation of system functions, typically in database and backend development.

 Testing – Before deployment, each module and function of the system must be tested to
identify and fix any flaws that may arise.
  Deployment - The system is deployed and ready for use by the users.

 Maintenance - To resolve system faults and deploy numerous patches to improve the system
for better change.

Testing Plan

Document Created or Available Received or reviewed Author or Resource

(Version and
Date) Yes No Yes No Yes No

Functional

Specifications

Requirements
Specification

Design
Specifications

Project Plan

Prototype

Data Model or
Flow
 TASK DATE STARTED DATE TO BE
COMPLETED

Site preparations 15/Oct/2021 19/Oct/2021

Personnel training 20/Oct/2021 30/Oct/2021

System Conversion 7/Nov/2021 30/Nov/2021

Data Conversion 30/Nov/2021 5/Dec/2021

Implementation Schedule 15/Dec/2021 10/Jan/2022

Implementation Plan

 Site Preparations - The progression was made during the first semester of the
2021-2022 school year. Cavite was chosen as the location for the development.
Because they live here, the proponents chose this location as a preparation site.
  Personnel training - The proponents have been developing the Inventory
Management System, there are two (2) person that builds, adjusts, and/or
maintains the web design. And the last two (2) proponents are responsible for
creating and code web pages, many of which combine text with sounds, pictures,
graphics and video clips.
 System Conversion;

 General Information - contains all general information about Inventory

Management System.

 Purpose and Scope - The Inventory Management System is undergoing

conversion. The proponents hopes that the Inventory management
system will be useful after its conversion.

 System Overview - This section gives an overview of the system that is

being converted. The nature of an inventory management system (also
known as an inventory system) is the process of tracking your goods across
your whole supply chain, from purchasing to manufacture to final sales.

 Conversion Overview - The Stock Records such as the Purchase Order,

Receiving, etc. in this project have print features for each record. Users must
populate all the important lists which are the supplier list and the item list.
When received items have problems, issues, or etc., the management can
create the Return Record.

Hardware Requirements

o Windows OS

o A browser which supports HTML & JavaScript.

o XAMPP/WAMP

Software Requirements

OpOerating System We have chosen Windows operating system for its best
support and user-friendliness.
DaDatabase To save the Clients records, Item records, purchases
orders, etc we have chosen SQL database.

 Conversion Tasks

Conversion Planning

o The plan is to convert all of the materials in preparation for the creation of the
Inventory Management System. The data itself is a related issue in system
 conversion. It may become corrupted during the converting procedure. All
materials and webpages created will be converted as well.

Pre-conversion Tasks

o The devices required for installation are XAMPP/WAMP and any web
browsers that are compatible with HTML, JavaScript, and so on. The
Windows Operating System was chosen by the proponents for its
best support and user-friendliness.

Conversion Tasks

o For each task it requires to provide a name and a detailed procedure where
these tasks are documented. These tasks will include:

Conversion Schedule

o The conversion procedure is scheduled to begin on November 7, 2021, with

a completion date of November 30, 2021.

Appendices

Appendix A: Interview Questions

10. What type of business?

11. When was the business built?
12. What is the name of the business?
13. What is the name of the owner of the business?
14. How many employees does the client has?
15. Do you use computerized inventory system?
16. What are the methods that they use to categorize items?
17. How do the employees keep track of the items in the inventory?
18. Process of distribution of goods from the inventory?

Definition of terms

o System – is a set of integrated devices that input, output, process, and store data and
information.

o Browser - software that allows a computer user to find and view information on the Internet.
o Operating System - program that manages a computer's resources, especially the allocation
of those resources among other programs. Ex: Windows 10

o Software - A set of instructions that directs a computer's hardware to perform a task is called
a program, or software program.

o Hardware - is the physical components that a computer system requires to function.

o PO’s/Purchase order - a legally binding document created by a buyer and presented to a

seller. It lays out the order details, including quantity and types of products the buyer needs,
as well as payment terms and delivery details.

Appendix B: Client Letter

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Resources Person

The researchers would like to offer their heartfelt thanks and admiration to the
individuals named below:
Our professor, Mr. Carlo P. Malabanan, for his guidance, counsel, and support
throughout the research study.
Our client, Ms. Chelle Venal - Gabriel, for her time, ideas, and comments that helped
to better the research study.
I'd like to express my gratitude to my research group members for their time,
cooperation, and encouragement in finishing the study.
Finally, thanks to God Almighty for supplying the researchers with guidance, power,
wisdom, knowledge, and enlightenment in order for the research study to be completed.