Assets Inventory Monitoring System

A Project Proposal Presented to the

Faculty of the College of Arts and Sciences

Information Technology Education Department

Eulogio "Amang" Rodriguez Institute of Science and Technology

In Partial Fulfillment of the Requirements

In System Integration and Architecture 1

By;

Esmedia Lucelle Jane Y.

Genovate Anthony

Sarmiento Rewi

Caminos Arnel

June, 2022
Approval Sheet

i
 Acknowledgement

Me and my groupmates would like to express our special thanks of

gratitude to our beneficiary Mr. Cabarles who gave us the golden opportunity to

do this wonderful project on the topic (Asset Inventory Monitoring System), which

also helped us doing a lot of Research and we came to know about so many new

things. We are really thankful to him. We notice that this situation is difficult, but

rest-assured we will find a solution for this problem. We are thankful because our

beneficiary is properly explained the system we will do they gave us enough time

to understand what they wanted to enhance about their system. We are lucky

because Mr. Cabarles gave some effort for our system topic.

ii
 Dedication

This work is a fruit of countless and effort sacrifices. Through the

researcher’s effort this work is heartily and proudly dedicated to the people who

serve as an inspiration. From our beneficiary, our teacher in this subject, friends

and classmate whom extended their help in the midst of problems while doing

this work.

To the computer lab teacher members and faculty of Mayamot National

High School thank you for the trust in our system, to our God Almighty who

showered us His blessings in our everyday lives especially for the strength,

courage, patience, wisdom, time and guidance in realization of this work.

iii
 Table of contents

Page

Approval sheet............................................................................................................ i

Acknowledgement....................................................................................................... ii

Dedication................................................................................................................... iii

Table of contents........................................................................................................ iv

Chapter One: Introduction

1.1 Historical Background............................................................................................ 1

1.2 Organization Chart................................................................................................. 3

1.3 Statement of the Problem....................................................................................... 4

1.4 Scope and Delimitaion............................................................................................ 9

Chapter Two: System Analysis

2.1 System Name and Background.............................................................................. 11

2.2 System Analysis Tools........................................................................................... 12

2.2.2 Propose SystemFlowchart.................................................................................. 12

2.2.3 Grid Chart............................................................................................................ 14

2.2.4 Context Diagram.................................................................................................. 15

2.2.5 Data Flow Diagram.............................................................................................. 16

2.2.6 Data Dictionary.................................................................................................... 17

2.2.7 User Requirements.............................................................................................. 18

Chapter Three: General Design

iv
3.1 General Objectives.................................................................................................. 19

3.2 Specific Objectives. ................................................................................................ 19

3.3 Presentation of Alternatives.................................................................................. 20

3.3.1 Alternative no. 1: Standalone Set-up System.................................................... 20

3.3.1.1 Existing System Flowchart (Stand Alone Set – up) ....................................... 22

3.3.1.2 Physical Elements.......................................................................................... 23

3.3.1.2.1 Network Layout............................................................................................ 23

3.3.1.2.2 Database/Tables (Standalone set-up) ........................................................ 24

3.3.1.2.3 Reports (Standalone Set-up) ...................................................................... 28

3.3.1.2.4 Manual Process (Standalone Set-up) ......................................................... 29

3.3.1.3 Requirement Definition (Standalone Set-up) ................................................. 30

3.3.1.6 Tangible and Intangible Benefits (Standalone Set-up) .................................. 31

3.3.1.7 Graphical User Interface (Standalone Set-up) .............................................. 32

3.3.2.1 Proposed System Flowchart (Web Application Set – up) .............................. 36

3.3.2.2 Physical Elements (Web Application Set-up) ................................................ 37

3.3.2.2.1 Network Layout (Web Application Set-up) .................................................. 37

3.3.2.2.2 Database/Tables (Web Application set-up) ................................................ 38

3.3.2.2.3 Reports (Web Application Set-up) .............................................................. 45

3.3.2.2.4 Manual Process (Web Application Set-up) …............................................. 46

3.3.2.3 Requirement Definition (Web Application Set-up) ........................................ 47

3.3.2.7 Graphical User Interface (Web Application Set-up) ....................................... 49

Architectural Model .................................................................................................... 53

Appendix..................................................................................................................... 54

v
Recommendation.........................................................................................................55

vi
 CHAPTER ONE: INTRODUCTION

1.1 Historical Background

The school of Mayamot National High School start since 1999, this school

has grades 7 to 12. Grades 11 and 12 have a variety of courses on offer such as

ABM STEM TVL. Education plays vital role in country’s development. It is the

weapon for political, cultural and economic freedom Antipolo is one city in Rizal

facing challenges in system of education, with the leadership of Mayor Angelito

C. Gatlabayan gave in focus in establishing school. Elementary education is

situated in every barangay, public or private to provide the need of the pupils

residing here in Antipolo. Unfortunately, Secondary Education was composed of

private institution and Antipolo National High School is the only public school. To

solve the problem the city Government made a resolution to open extension

Schools of Antipolo National High School. On June, 1999, ANHS-Mayamot

Extension was opened. During that time the school was situated in Mayamot

Elementary School with 7 classrooms, 599 enrollees, 14 teachers and 1 janitor.

On September 2, 2002, the City Government with the leadership of our beloved

City Mayor Angelito C. Gatlabayan the school was blessed with permanent

school site located at Rose St Newtown I-A Green Heights Subdivision Mayamot

Antipolo City, with the total Area of 7,525 square meters and a school building

was built. Within the same year the DepEd Central Office signed by the Hon.

Sec. of Education, the ANHS- Mayamot Extension becomes Mayamot National

1
High School. September,2004 Mrs. Luz E. Osmeña was promoted as principal of

Maximo Gatlabayan Memorial National High School. She was replaced by Mrs.

Proserpina E Cerna formerly TIC of San Jose National High School, a dynamic

and energetic leader. At present, Mayamot National High School has finished six

school building with 52 classrooms, teachers' lounge, and multi-purpose covered

court under the administration of Mrs. Victorina R. Yuson, formerly the Principal

of Cupang National High School. The school is still striving for more development

and innovation for the benefit of the students.

2
1.2 Organization Chart

3
1.3 Statement of the Problem

Problem 1: Access time

Documents Involved:

 Record Book – A list that will be displayed at the school and will provide a

summary of the quantity of each item that will be given to the school.

Scenario:

Manual document filing takes a long time. Not only must you arrange and

store the files, but you must also find the information when it is needed.

Depending on how well organized you are, finding a file can take anywhere from

minutes to hours. a staff member could be irritated by this. They are less

productive because they have to spend so much time dealing with a paper filing

system.

Cause:

● Manually doing the calculations and inventorying

Impact

● You may lose track of (misplace) products in your warehouse, and you

may have to cope with outdated or rotten inventory.

4
Quantification:

5
Problem 2: Having no inventory system for managing electronic records.

Documents Involved:

● Manual Record – The current stock items that the school possesses are

listed on this list.

Scenario:

Having a digital inventory system gives a bird’s eye view of all your equipment,

resources, and infrastructure. During implementation, you’ll create a detailed

register of all your school’s assets. Attached to each one is detailed information,

such as Site location, Purpose, Purchase costs and Condition.

Cause:

● There is no electronic recordkeeping system to keep tracks on the school

properties

Impact:

● Warehouse organization has decreased. Your storage space becomes

congested and difficult to work inside when you lack the flow of a

structure.

6
Problem 3: Error in Data:

Documents Involved:

● Manual Record – The current stock items that the school possesses are

listed on this list.

Scenario:

There is a lot of time-consuming data entry work in schools and colleges. It can

be a tedious task that is prone to errors. Similarly, data input errors can occur

when data is entered manually. As a result, you will be unable to locate it

because the information entered was incorrect.

Cause:

● There is no electronic recordkeeping system to keep tracks on the school

properties

● and by manually taking inventory

7
Impact:

● Inventory losses occur due to spoilage, damage, or theft

Quantification:

No. of unused items: 11

No. of damaged items: 57

No. of missing items: 5

Total of items affected by the error…

8
1.4 Scope and Delimitation

The Study focus in Analyzing of Inventory System in Asset Inventory Monitory

System. These are the entities that will be involved on the study.

Internal Entities are:

• Principal

• Faculty Teachers

• Installation Department

External Entities are:

• DEPED

• LGU (Local Government Unit)

• Company

• Groups

• Students

• Other

9
The following are the process that we need to study about the Inventory System

of the School:

• Recording, Updating and Management of Inventory Process.

• Collecting of Forms, Documents and Reports from the Internal and the

External Entities and including Inventory Process.

• Process of the Collecting Data, Information and Generating a report

needed of school in every year.

This Study will be focused of Analyzing a manual Inventory System of a school to

maintain the equipment or materials. The System will focus on the inventory of

school equipment and materials and the availability of a materials to monitoring

if the students are still using it properly or needed to repair or exchange

materials, Physical counting of equipment, transferring equipment to the other

department in school, Recommendation of equipment or materials to use of a

students or teachers, and to summary a whole report based in supplies of

equipment and materials in principal office of school.

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 CHAPTER TWO: SYSTEM ANALYSIS

2.1 System Name and Background

This system was developed based on the needs of the school and the

equipment that goes inside at Mayamot National High school. The school is

required every year to check what new equipment is entering the school and

whether the equipment entered is usable or not. The condition of the equipment

is also checked if it needs to be replaced or request a new one to avoid an

accident. School assets will no longer be properly monitored because there is no

system that can be used to facilitate the monitoring and counting of assets

entering the school. That is why the Assets Inventory System was developed in

the Mayamot National High School to speed up the counting and monitoring

system. The purpose of the system is to make it easier to be questioned by the

person responsible for the assets that be lost or damage. This system also has

security that anyone can see but cannot edit because they are the only viewer.

The system is for the students and fellow teachers to make them aware of the

assets that the school has.

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2.2 System Analysis Tools

2.2.1 Systems Outline

School Inventory Update

I. The school will be getting items from the government or any

organizations.

II. The admin will check the items by their condition like if the item is in

good condition and also operational or if the item is operational but

needs repair.

III. The admin will separate the items to their usage areas.

IV. The admin will check the equipment if it is a sports equipment, book,

furniture etc.

V. And they will do this monthly to send reports to the government.

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2.2.2 Propose System Flowchart

2.2.3 Grid

Chart
13
2.2.4 Context Diagram

14
2.2.5 Data Flow Diagram

15
 Sponsors

Assets

Teacher

Principal

Students

2.2.6 Data Dictionary

16
 tbLocation tbSource
___________________ ___________________
Location ID Source_ID
Location Source

tb_item
________________
Item_ID
Article/Item
Description
Serial_Number
Unit
Quantity
Location
Condition
Source
Responsible_Pers
tbPPE_Acct
tbCONDITION PPE_Account_Gro
___________________
___________________
Condition_ID Remarks PPE_Account_ID
PPE_Account_Gro
Condition

2.2.7 User Requirements

17
 Personnel:

Head Chairman in ICT

- Overall head of the Junior High School in major of ICT.

- Responsible Person in monitoring the assets of the school.

Head Chairman Assistant

- Encodes the quotation based on the computation of the general

manager.

- Assistant in Inventory Asset the one who help to check if the

materials usable or not.

- Responsible for making the System active and useful.

Teachers

- Helping to Monitor the different assets in the school.

CHAPTER THREE: GENERAL DESIGN

3.1 General Objectives

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 The main objective of the Assets Inventory Monitoring System is to make

easier the monitoring of different assets entering in Mayamot National High

School. It also helps to solve the problem of missing items inside the school. This

study can be used to improve the system from stand alone to not stand alone.

3.2 Specific Objectives

This are specific objective of the study based on the problem statement:

1. To monitor the assets properly.

2. To improve the system and to make the job easier.

3. Students become aware on the different assets the school has.

4. Quickly find the responsible person on the missing items.

5. Quickly find out if items are still in good condition or in need of replacement

3.3 Presentation of Alternatives

3.3.1 Alternative no. 1: Standalone Set-up System

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 Standalone is a type of system where all users have their own computer

wherein the computer has a specific task (for example, one personal computer

for general manager and executive assistant and another one personal computer

for the factory supervisor and head of the purchasing and inventory division) and

there is no connection among them. All computers must install the software

individually. We offer a fax machine and a printer must be provided for every

working station. 

In this alternative, we recommend that the company to have at least one

computer installed with the proposed system at the main office and the factory.

Here are the advantages of this alternative:

1. High reliability of data and processes – data access does not depend on

network solutions. The database of the system depends on the proposed

system resulting in high availability of data.

2. Data security / privacy – data resources cannot be accessed on a

computer by other computers. Hence, data privacy is maintained.

Students will only be viewers so that they are aware of the assets they

cannot edit the system or install new tools.

3. Simplicity / less expensive - standalone system costs less compare to any

other computer system like network with LAN or WAN. It is also less

20
 complicated to set-up standalone computer system unlike other solutions

that requires specific set-up of actual network/s. 

In this proposed system, the users (Chairman of Junior High school

Teacher, Chairman Assistant, Students) will have their position as user name

with their corresponding password. These accounts will determine the access

level of information that a particular user can do the commands assign to them.

3.3.1.1 Existing System Flowchart (Stand Alone Set – up)

21
3.3.1.2 Physical Elements
22
3.3.1.2.1 Network Layout (Standalone set-up)

ADMIN

ICT Head
Chairman

Assitant ICT Teacher ICT Teacher ICT Teacher

Chairman 1 2 3

3.3.1.2.2 Database/Tables (Standalone set-up)

23
User Accounts

Field Name Field Type Size Decimal

Username Alphanumeric 20 0

Password Alphanumeric 20 0

Condition _ID

Condition _ID Condition

1. Good Condition Operational and in good condition

2. Needs Repair Operational but needs repair

3. Repairable Not working but repairable

4. Beyond Repair Beyond economic repair

5. NA Not applicable

Daily Report Database

24
PPE _Account _ID PPE _Account _Group

1. SB School buildings

2. OS Other structures

3. OE Office equipment

4. ICTE Information and communication technology equipment

5. CE Communications equipment

6. DRRE Disaster and response equipment

7. FFE Firefighting equipment

8. ME Medical equipment

9. PE Printing equipment

10. SE Sports equipment

Inventory

25
Location _ID Location

Admin building Admin building

Beauty and nail care Beauty and nail care

Clinic Clinic

Cookery Cookery

CSS computer laboratory CSS computer laboratory

CSS shop room CSS shop room

Drafting Drafting

Dressmaking Dressmaking

DRRM office DRRM office

Electricity Electricity

Electronics Electronics

Guidance office Guidance office

26
Junior HS computer laboratory 1 Junior HS computer laboratory 1

Junior HS computer laboratory 2 Junior HS computer laboratory 2

Junior HS computer laboratory 3 Junior HS computer laboratory 3

Junior HS computer laboratory 4 Junior HS computer laboratory 4

Junior HS computer laboratory 5 Junior HS computer laboratory 5

Junior HS library Junior HS library

Junior HS prefect of discipline Junior HS prefect of discipline

Junior HS registrar Junior HS registrar

Principal office Principal office

Property custodian office Property custodian office

Senior HS admin Senior HS admin

27
3.3.1.2.3 Reports (Standalone Set-up)

The following are the reports generated by the proposed system:

 Daily Report – report containing all of the items on hand and items that are

consumed for a day and includes what specific project it is used.

 Monthly Inventory Report – report for all of the items on hand and items

consumed for a month.

 Summary Contract Report – report or summary of a particular project

done. This includes all the supplies consumed and monitoring unused

equipment.

 Quotation – form or document that is given to the student that will serve as

the basis of awareness in different assets in the school.

 Requisition Slip – form that contains the list of materials need to be

replaced. This is submitted to the head chairman ICT at the computer

laboratory.

28
3.3.1.2.4 Manual Process (Standalone Set-up)

 Signature of Head Chairman ICT on the Quotation.

 Signature of Assistant Chairman ICT on the Replacement of equipment.

 School assets will be listed.

 The received equipment will be placed in the system for monitoring

 Faxing forms and reports from the laboratory to the main office.

 Physical checking of stocks.

 Manual counting of stocks.

 Entering quantity and quality inputs for products and materials in the

system.

29
3.3.1.3 Requirement Definition (Standalone Set-up)

30
3.3.1.6 Tangible and Intangible Benefits (Standalone Set-up)

1. Fast processing of computations to accommodate all transactions.

2. Decrease the errors in computation due to number of items need to be

computed

3. Essential summary of reports for good-decision making.

4. Easy retrieval of files, reports and measurements for repeat order process.

5. Delay in making reports will be prevented.

6. Easy access of the information of the inventory items.

7. More effective monitoring of the inventory.

31
3.3.1.7 Graphical User Interface (Standalone Set-up)

Assets Inventory

32
Adding Equipment

Monitoring (View)

33
1. Alternative No. 2: Web Application Set-up (Internet Based Network

System)

This alternative is known as Web App or Internet-based Network System.

This proposed system offers a connection between the main office (General

Manager and Executive Assistant) and the Student through the use of internet.

The proposed system can be used by monitoring different assets as long

as they are connected to the internet and they are logged on. It will be having

user levels and have their distinct positions as their usernames and create a

password for security purposes. Users can only access the system according to

their level. (For example, if you are a student, you can visit the website but you

cannot add equipment).

Only selected personnel and the ICT Chairman can access the proposed

system for security and controlling purposes.   

For this alternative, here are the advantages of this proposed system:

1. Convenience – the school can access the system 24 hours of a day or

365 days of a year as long as they are logged on the system. The

entire database is available all the time, especially for students and co

teachers.

2. Data security – data is safer against the occurrences of a system

failure; data is well-protected in the online application service.

34
3. Cost-effective – the application to be implemented on this proposed

system cost lesser than the market software.

4. Portability – the system can work as long as the user is logged-on or

connected to intern

35
3.3.2.1 Propose System Flowchart (Web Application Set – up)

36
3.3.2.2 Physical Elements (Web Application Set-up)

3.3.2.2.1 Network Layout (Web Application Set-up)

37
3.3.2.2.2 Database/Tables (Web Application set-up)

User Accounts

38
Condition_ ID

Condition _ID Condition

1. Good Condition Operational and in good condition

2. Needs Repair Operational but needs repair

3. Repairable Not working but repairable

4. Beyond Repair Beyond economic repair

5. NA Not applicable

39
Daily Report Database

PPE _ Account _ID PPE _Account_ Group

1. SB School buildings

2. OS Other structures

3. OE Office equipment

4. ICTE Information and communication technology equipment

5. CE Communications equipment

6. DRRE Disaster and response equipment

7. FFE Firefighting equipment

8. ME Medical equipment

9. PE Printing equipment

10. SE Sports equipment

Inventory

40
 Location _ID Location

Admin building Admin building

Beauty and nail care Beauty and nail care

Clinic Clinic

Cookery Cookery

CSS computer laboratory CSS computer laboratory

CSS shop room CSS shop room

Drafting Drafting

Dressmaking Dressmaking

DRRM office DRRM office

Electricity Electricity

Electronics Electronics

Guidance office Guidance office

41
Junior HS computer laboratory 1 Junior HS computer laboratory 1

Junior HS computer laboratory 2 Junior HS computer laboratory 2

Junior HS computer laboratory 3 Junior HS computer laboratory 3

Junior HS computer laboratory 4 Junior HS computer laboratory 4

Junior HS computer laboratory 5 Junior HS computer laboratory 5

Junior HS library Junior HS library

Junior HS prefect of discipline Junior HS prefect of discipline

Junior HS registrar Junior HS registrar

Principal office Principal office

Property custodian office Property custodian office

Responsible

Responsible_ ID Responsible_ Person

42
1 Wilson C. Cabarles

2 Ramon R. De Vera

3 Lorenzo Eduaardo T. Rivera

4 Gilbert Guevarra

5 Noriel V. Pesta

Source

Source_ ID Source

43
1. CO DEPED Central Office

2. RO DEPED Regional Office

3. DO DEPED Division Office

4. IU DEPED Implementing Unit

5. LGU Donated by LGU

6. Other entity Donated by other entity

7. Owned by LGU Asset is owned by LGU

8. Owned by other entity Asset is owned by other entity

9. Leased Asset is leased

3.3.2.2.3 Reports (Web Application Set-up)

The following are the reports generated by the proposed system:

44
  Daily Report – report containing all of the items on hand and items that are

consumed for a day and includes what specific project it is used.

 Monthly Inventory Report – report for all of the items on hand and items

consumed for a month.

 Summary Contract Report – report or summary of a particular project

done. This includes all the supplies consumed and the cost of the

materials, labor and installation fee and the actual net profit.

3.3.2.2.4 Manual Process (Web Application Set-up)

 Signature of Head Chairman ICT on the Quotation.

 Signature of Assistant Chairman ICT on the Replacement of equipment.

45
  School assets will be listed.

 The received equipment will be placed in the system for monitoring

 Faxing forms and reports from the laboratory to the main office.

 Physical checking of stocks.

 Manual counting of stocks.

 Entering quantity and quality inputs for products and materials in the

system.

3.3.2.3 Requirement Definition (Web Application Set-up)

46
1. Tangible and Intangible Benefits (Web Application Set-up)

47
 1. Fast processing of computations and monitoring equipment entering in

the school.

2. Decrease the errors in computation due to number of items need to be

computed

3. Essential summary of reports for good-decision making.

4. Delay in making reports will be prevented.

5. Easy access of the information of the inventory items.

6. More effective monitoring of the inventory.

3.3.2.7 Graphical User Interface (Web Application Set-up)

48
LOG IN PAGE

HOME PAGE

49
CONTACT PAGE

LOCATION PAGE

50
ABOUT US PAGE

51
TOPIC PAGE

52
MONITORING EQUIPMENT PAGE

53
Architectural Model

54
Appendix

 Rest-assured - You can be sure

 Situated - fix or build (something) in a certain place or position

 ANHS - Antipolo National HighSchool

 Striving - make great efforts to achieve or obtain something.

 Tb- Table

 ABM - Accountancy Business Management

 STEM - Science Technology Engineering Mathematics

 TVL - Technical Vocational Livelihood

 Assets - something that provides a current, future, or potential economic

benefit for an individual or other entity

 PPE - Personal Protective Equipment

 Reliability - the quality of being trustworthy or of performing consistently

well.

 ICT- Information and communication technologies

 Requisition - an official order laying claim to the use of property or

materials

 Twin cubicle - two with a desk used for work in a business office

55
  Ink jet - of, relating to, or being a printer in which electrically charged

droplets of ink are sprayed onto the paper.

Assets Inventory Monitoring System

Recommendation:

 If the data is corrupted, what will you do to get back the data that will be

deleted.

 What is the security to prevent access to the system and to prevent the

hackers to access the information of the people who donated different

assets in Mayamot National High School.

Sir James Bungay

Professor/Panelist

Sir Arjo Ladia

Panelist/Professor

56