AiceScan: Enhancing Inventory Management through

Advanced Inventory Scanning System for

Aice Ice Cream Mindoro Franchise

A paper presented as partial fulfilment

For the requirements of

Enterprise System

Researchers:

Amuguis, Mark Louie C.

Evangelista, John Glen D.

Manalo, Myca R.

1
Abstract

This research paper "AiceScan: Enhancing Inventory Management

through Advanced Inventory Scanning System for Aice Ice Cream Mindoro

Franchise '' addresses the challenges of manual checking of inventory in

Aice Ice cream company in Calapan City, Brgy Sta. Isabel, and proposes

a solution through the implementation of an inventory scanning system. This

paper highlights the importance of inventory management in the whole

industry and discusses the specific difficulties faced by Aice ice cream

company. The objective of the study in this research is to improve inventory

accuracy, reduce errors, enhance operational efficiency, and decrease

work time consumption. The study acknowledges the limitations and

dependencies associated with technology and human errors. It establishes

a theoretical foundation by reviewing related literature. The Agile model is

chosen as the development methodology, emphasizing flexibility and

collaboration with stakeholders. The findings reveal the benefits of

implementing the AiceScan system, including improved inventory

accuracy, streamlined replenishment processes, waste reduction, cost

savings, and increased customer satisfaction. In conclusion, the research

paper provides a comprehensive overview of the challenges faced by

Aice Ice cream company in inventory management and proposes the

implementation of the AiceScan system as a solution. The study aims to

empower the shop with the necessary knowledge and tools to optimize

their inventory management practices and achieve operational

excellence.

2
Introduction

With the rapidly increasing understanding of logistics importance for

business, companies, and infrastructures, especially when optimization of

all resources and increasing profit is identified as its major task, the

importance of inventory management is also gaining more recognition. All

companies are under big competitive pressure in today’s business

environment. To gain competitive advantage is often necessary to

effectively reduce costs. Inventory management, or inventory control, is an

attempt to balance inventory needs and requirements with the need to

minimize costs resulting from obtaining and holding inventory. Inventory

management is an attempt to maintain an adequate supply of goods

while minimizing inventory costs. To effectively manage inventory, it is good

to have a well-developed forecasting system as a supporting tool to make

managerial decisions. As soon as there is data on future demand or

consumption and those data are accurate, it is easier to manage

inventory, whether raw materials inventory, semi-finished product inventory

or final product inventory. It is important to realize that the inventory

constitutes a considerable cost item of any company. (Hart & Lisakoviča,

2011), (Hart, Musil & Taraba, 2014).[1]

In this research paper, we focus on the designing and creating of an

inventory scanning system for the Aice Ice cream company, a supplier to

the retailers Ice cream establishment in Calapan City, Brgy. Sta. Isabel. The

objective of this study is to analyze the existing inventory management

practices at Aice company and propose recommendations for creating

and designing their own inventory scanning system.

3
 First, we will provide an overview of the challenges and importance

of effective inventory management in the retail industry. This will set the

context for understanding the significance of implementing an inventory

scanning system at the Aice Company.

Next, we will conduct an analysis of the current inventory

management practices at Aice company. This analysis will include an

evaluation of their manual inventory tracking methods. By identifying the

inefficiencies in their current inventory tracking methods, we can set the

layout for the design of their new inventory system.

Following the analysis, we will proceed into the design phase, where

we propose an inventory scanning system customized specifically for the

Craving Spot Mindoreños Shop. This system will support advanced

technologies such as barcode scanning,RFID (Radio-Frequency

Identification). We will outline the key features and functionalities of the

proposed system and highlight how it addresses the identified challenges

and improves efficiency.

Finally, we will discuss the potential benefits that the Aice company

can expect from implementing the proposed scanning system. These

benefits include improved accuracy in inventory tracking, reduced labor

costs, enhanced stock replenishment processes, and increased customer

satisfaction.

In conclusion, by the end of this research paper, readers will have a

comprehensive understanding of the importance of inventory scanning

systems, the current inventory management practices at Aice Company,

and a well-defined framework for the design and implementation of an

4
advanced scanning inventory system. This research aims to empower the

Aice company with the knowledge and tools necessary to optimize their

inventory management practices and achieve operational excellence.

Business Case

The Aice Company, which was founded in 2018, has been

continuously establishing itself in the business industry by prioritizing local

ingredients in their products an imported milk.

Aice Ice Cream Mindoro Franchise is in Barangay Sta. Isabel,

Calapan City. It was established in late December 2021. This brand has

gained popularity due to its combination of cheap prices and high-quality

ice cream. The franchise consistently generates a weekly income ranging

from 1.5 to 2 million pesos, resulting in an impressive monthly revenue of

approximately 7.8 million pesos. Even though ice cream sales are typically

influenced by seasonal factors and weather conditions, this franchise has

managed to sustain its sales, ensuring a profitable estimated money 5

million.

Vision: In the future, AICE will continue to invest from the market to

the factory, based in Asia, and bring the beauty of ice cream to every

corner of the world. With the wish of creating a better future, we will provide

more and more job opportunities and contribute more to the society.

Mission

• To create a better future.

• To provide healthier and tastier ice cream.

5
 • To offer more job opportunities.

Aice Ice Cream Mindoro Franchise has recruited agents to promote

their brand in every store across Mindoro. These agents aim to acquire new

customers and persuade them to stock Aice Ice Cream in their stores. They

employ various strategies and offer the ice cream at an affordable price,

making it easier to reach agreements with different store owners. As a result,

they successfully deliver stock to an average of 50 to 100 stores daily.

The checker inventory clerk faces a challenge when he manually

checks and counts their inventory, which is time-consuming and prone to

errors while counting all the boxes of ice cream. The clerk performs the

manual inventory by counting the boxes, noting the flavor and quantity of

each arrival. After manually tallying the stock and recording it on paper,

they transfer the data to Excel and report it to the branch manager for

inventory encoding in the system.

The branch manager is responsible for managing the inventory

system, making it difficult for the clerk to perform this task due to the lack of

access to the actual system. When customers call to inquire about

restocking ice cream or when store owners come to collect their restock

from the warehouse, the inventory checker needs to conduct inventory

checks again and report the findings to the branch manager. Then the

franchise owner contacts the international supplier to arrange the delivery

of new sets of ice cream supplies.

The opportunity we see is to solve their problem by implementing an

inventory scanning system. This will provide a timesaving and errors free

inventory management solution. With this system in place, the checker

6
inventory clerk will no longer make errors in counting and noting stocks

cause in just one scan with the barcode the stock will be input to the system.

The staff, especially the checker inventory clerk responsible for daily

inventory, regularly encounter these issues. Implementing an inventory

scanning system would be a great opportunity for them. Every problem has

a solution and having this system would play a significant role in streamlining

their business operations, enabling them to focus on other tasks around the

store.

Statement of the Problem

This study aims to determine the inefficiencies and problems in the

current inventory management at Aice company.

1. The status of the current inventory tracking of Aice company in terms

of:

1.1 Tracking

1.2 Time consume

1.3 Recording

2. The challenges of using manual inventory tracking Aice Company in

terms of:

2.1 Tracking

2.2 Time consume

2.3 Recording

7
 Addressing these problems is essential to improve the inventory

management practices at Craving Spot Mindoreños Confectionery Shop.

By implementing an advanced inventory scanning system, the shop can

overcome these challenges and achieve enhanced accuracy, efficiency,

and optimization in their inventory management processes.

Objectives of the Study

The main purpose of this study is to enhance the current inventory

management tracking of Aice Ice cream company through advanced

scanning systems.

Specifically, this aims to:

1. Enhance inventory accuracy

2. Reduce errors of the inventory tracking management

3. Improve operational efficiency

4. Reduce work time consumption.

5. Evaluate the effectiveness of AiceScan in achieving these objectives.

By accomplishing these objectives, the study aims to enhance the

inventory management practices at Aice Ice Cream Company through

the implementation of the AiceScan system.

Scope and Limitations

The Scope of the study is focused on use of an Inventory scanning

system for the Aice Ice Cream Company. That extent with the Efficient

8
Inventory Management that aims to streamline and improve the

management of inventory by keeping track in just scanning and track stock

availability.

Enhancing the efficiency and productivity of the shop will enable the

staff to stay occupied throughout the day and accomplish various tasks,

instead of exclusively focusing on inventory management daily.

There are several limitations in these studies, including technology

dependency, which sometimes leads to hardware malfunctions or

connectivity issues.

In addition, human errors can have a significant impact on the

business despite the simplification brought by RFID technology. A single

mistake in placing an RFID tag on a stock item can lead to significant

consequences.

Furthermore, limited compatibility with different types of barcodes or

RFID tags is another concern. This can result in a restricted number of

products that can be successfully tracked and managed using the system.

This compatibility issue worsens the potential for human errors mentioned

earlier.

Review Related Literature

This study presents a brief discussion of the literature reviewed by the

researchers which further enriched the conceptualization of the study and

helped in describing the cognitive design that guided the conduct of the

researcher.

9
Foreign Studies

According to Ben-Daya, M., As’ad, R., & Nabi, K. A. (2019) [2] of

Computers & Industrial Engineering this paper considers the

environmentally friendly approach of remanufacturing, in the context of a

two-stage closed loop supply chain consisting of a single vendor and multi

buyers where all parties involved operate under a centralized consignment

stock agreement. They first develop a mathematical model for this

production remanufacturing inventory system and then carry out a

thorough model analysis leading to the proof of global optimality of the

solutions. We further illustrate the model using several numerical examples

followed by a sensitivity analysis that seeks to investigate the impact of key

model parameters on the optimal solutions.

The obtained results indicate that as the vendor’s setup cost

increases relative to the buyers’ ordering cost, the system opts for

producing larger lots per setup since this better complies with the

economies of scale.

According to Johari, S., & Aziz, W. A. (2023) [3], the Internet has been

part of human lives with the rapid increase in the usage of the internet over

the past decade. With these technological advancements, almost

everything around us is now automated. Humans tend to carry out their

daily activities via portable smart devices or simply a smartphone. It is

preferable to track and monitor using these devices rather than perform it

manually. There are several things that can be upgraded for future

recommendation for design. Their project has only one compartment to

store the stock so in the future recommendation, more space/drawer that

can be used to store product.

10
 According to Mondol, E. A. (2021) [4] his study aims to investigate the

Impact of BlockChain and Smart Inventory systems on Supply Chain

Performance in the Retail Industry in the UAE. The thesis statement testing

confirmed the direct impact of blockchain technology on supply chain

performance side by side with the mediator role of smart inventory in the

indirect impact. The results revealed that blockchain is becoming the real

time need of the retail industry and has improved the efficiency of the retail

industry.

Local Studies

According to Bucao, S. D. (C.), Carreon, A. B. (G.), Lauengco, T. J.

(D.), & Young, M. (N.). (2020, April 1) [5] of IEEExplore their study aims at

providing water refilling stations and an inventory management system to

allow owners to monitor their items regularly. A detailed interview was

conducted to gather the necessary data needed to create the new

inventory system by utilizing information system tools. Information system is

a software which will help organize and analyze the data by turning raw

data into useful information.

According to Cruz-Am, F. J., Lim, A. B., Tan, A. N., Seva, & Rosemary.

(2017) [6] of amino repository from de la salle university their study focuses

on the inbound and outbound operations, warehousing, and inventory

system of the three warehouses in Muntinlupa. The causes of the problems

were identified using the why analysis. It was found that the root causes of

the problem were delivery time being affected by truck ban and traffic,

15% of the products stored were slow moving, wrong product placement,

and wrong recorded product quantity.

11
 According to Manalo, R. R. (C.) (2016) [7] his study aimed to increase

the average utilization of PSPC-owned scaffolding materials by at least

18.21%, specifically eliminating recurrence of redundant inventory, and

improving visibility of owned stocks. Analysis of the inventory management

system was performed to assess the effectiveness of processes in

maintaining inventory control.

Methodology

We choose the Agile Model for several reasons. Firstly, Agile offers

flexibility, allowing us to adapt and adjust the system as needed throughout

the development process. This is crucial in a dynamic environment like

inventory management, where requirements may evolve, or new

challenges may arise.

Secondly, Agile emphasizes collaboration and frequent

communication with stakeholders, including end-users. By involving them

closely in the development process, we ensure that their feedback and

needs are effectively addressed. This is particularly important in an inventory

management system, where the system's usability and efficiency directly

impact daily operations. Additionally, Agile enables faster delivery of

functional increments or iterations. This means that key features and

functionalities can be developed and deployed more rapidly, allowing

stakeholders to start benefiting from the system sooner.

12
 Figure 1. Agile Model

Finding And Analysis

The implementation of "AiceScan” yielded significant findings

through analysis. Firstly, the use of barcode scanning technology greatly

enhanced inventory accuracy, minimizing errors associated with manual

tracking. This resulted in reliable stock levels and a reduced risk of stockouts

or overstocking.

Secondly, AiceScan improved replenishment processes by providing

real-time inventory monitoring. This enabled timely reordering, streamlining

the supply chain, and ensuring popular items were consistently available,

leading to increased customer satisfaction.

Another important finding was the reduction of waste and cost

savings achieved through AiceScan. The system's real-time monitoring

identified slow-moving or expiring inventory items, allowing the shop to take

necessary actions to reduce wastage and improve profitability.

13
 Furthermore, the implementation of AiceScan had a direct positive

impact not only for the staff of the company but also in customer

satisfaction by providing accurate inventory levels and timely

replenishment, resulting in a better company experience and increased

customer loyalty.

To ensure successful implementation of AiceScan, several

considerations must be considered. Adequate hardware infrastructure and

integration with existing systems should be in place, and comprehensive

training programs should be provided to staff. Data security measures and

regular backups are also essential.

As the shop aims for future growth, scalability of the AiceScan system

is crucial to accommodate increased inventory demands. This will support

long-term growth and efficient management of a growing product range

and larger quantities of data.

In conclusion, the implementation of AiceScan offers significant

benefits, including improved inventory accuracy, efficient replenishment

processes, waste reduction, and enhanced customer satisfaction.

Successful implementation requires careful consideration of infrastructure,

staff training, data security, and scalability. By addressing these

considerations, the Aice Ice Cream company can optimize its inventory

management practices and position itself for continued growth in the

competitive market.

14
Biometric Data Entry System: Efficient Biometric Attendance Recording

with Offline Mobile Application for City Government of Calapan

A paper presented as partial fulfilment

for the requirements of

Enterprise Systems

Researchers:

Alaba, Trisha Mae B.

Valino, Maridelle Alena T.

15
Abstract

A biometric or biometric identifier is an objective measurement of a

physical characteristic of an individual which, when captured in a

database, can be used to verify the identity or check against other entries

in the database. Biometric Identification Systems can be grouped based

on the main physical characteristic that lends itself to biometric

identification; Fingerprint identification, Hand geometry, Palm Vein

Authentication, Retina scan, Iris scan, Face recognition, Signature, Voice

analysis. A biometric ID is notably harder to fake. In the long run, biometric

identification promises to provide the global citizen with a sound identity

management system, which could develop quite independently of nation

states. Of course, one could argue that this would be a tragedy, and that

an ID management solution controlled and operated by governments is

absolutely essential in order for government agencies to provide the

services citizens expect to receive and to guarantee the survival of the

same notion of state. Many private employers also require biometric

identification systems to control access to workplaces or as cheat-proof

time clocks.

Our biometric provides valuable information about the employees in

a company. Various facilities are to be provided on the basis of that

information to the masses. It'll also reveal how it can be used for genuine

identity of a person and thus improving security for various e-governance

applications. In this paper, ideas of biometrics and authentication request

types have been studied. The use of this biometric system is suggested to

help companies monitor their employees for their attendance.

16
Introduction

Our research project is Biometric Data Entry System: Efficient

Biometric Attendance Recording for City Government of Calapan.

Biometric identification consists of determining the identity of a person. The

aim is to capture an item of biometric data from this person. It can be a

photo of their face, a record of their voice, or an image of their fingerprint.

Thales Group (2023) [8]

According to Innovatrics (2023) [9], Biometric systems are using

personal characteristics (directly linked to who you are) to authenticate or

identify a person. A system collects biometric characteristics unique to

every person. These biometric characteristics are then directly linked to

verify or identify the individual.

The Biometric systems use unique physical characteristics to

authenticate individuals using fingerprints, palms, faces, or iris for door entry.

With the use of biometrics, attendance monitoring by HR will be easier.

You can probably imagine the benefits of switching to this type of

authentication for your secure data and areas. The advantages of a

switching to biometric authentication, like a fingerprint scanner, include:

Fingerprint scanners offer improved security, higher accuracy, faster

access, and greater convenience. They provide a secure, uncrackable

access control solution, ensuring no information is exposed to

cybercriminals. Fingerprint scanners can lock and unlock workstations or

devices quickly, eliminating the need for complex passwords. They also

provide greater convenience, as users don't need to remember multiple

credentials for different systems. American Identity Solution (2019) [10]

Research is already being put in place for the prospective

applications biometrics can have for security applications. Biometrics

17
“…based human identification is one of the most critical and challenging

tasks to meet growing demand for stringent security” (Xie, Hu & Dong, &

Wong, 2014) [11]. Fingerprint impressions are just one of the many

applications for personal identification as well as voice, signature, etc. This

study will address the current security risks posed by the use of TMIS by

providing a study of current security solutions as well as a study of what

types of biometrics exist. This study’s goal creates a three-dimensional rubric

which provides a detailed and accurate analysis of multiple Biometric

solutions through the view of businesses, users, and a technical standpoint.

Xia et al. (2016) [12] developed a local descriptor, namely, Weber local

binary, for fingerprint liveness detection. The proposed method is

composed of two modules, namely local binary differential excitation

module and local binary gradient orientation module. The outputs of these

two modules form a discriminative feature vector that is input into the SVM

classifiers.

Business Case

The New City Hall and Legislative Building were built during the first

City Mayor's term, with the Legislative Building completed in May 2004. The

building houses the Sangguniang Panlungsod, the City's legislative body,

and serves as the archive of ordinances, resolutions, and records. The

construction was financed by the City Government of Calapan and

supported the development of young and competitive Calapeños. The

main building of DALUBHASAN NG LUNGSOD NG CALAPAN was

inaugurated on March 12, 2012, in commemoration of the 14th Founding

Anniversary of the City of Calapan. The new building of the City College of

Calapan was constructed during the 5th term of CITY MAYOR ARNAN C.

18
PANALIGAN. This project was funded entirely by the City Government of

Calapan through the budgetary appropriations of the Sangguniang

Panlungsod headed by VICE MAYOR GIL G. RAMIREZ. The New City College

building was inaugurated and dedicated to the youth of the City of

Calapan as an investment in their education in line with the mission of the

current leaders of the city to provide quality education to the youth as

means of raising their standard of living to ensure a better future for them.

The inauguration and dedication of this new College Building was done by

City Mayor Arman C. Panaligan in the presence of city and college officials

on the occasion of the 10th anniversary of the City College and the 20th

Founding Anniversary of the City of Calapan on March 21, 2018. The

Legislative Building was constructed during the term of Hon. Arnan C.

Panaligan, the first City Mayor of Calapan, and Hon. Robert J. Paras, the

City Vice-Mayor. The City Government of Calapan provided the funding

for the construction of this building, which is located at the City Government

Center. Guinobatan, Calapan City. The construction of this building was

completed in May 2004. They have been operating for 19 years. The

Legislative Building houses the Sangguniang Panlungsod, the City's

legislative body. All laws for the governance and administration of the city

will be formulated and enacted in this building. It will also serve as the

archive of all ordinances, resolutions, and records about local legislation.

Their work day starts from 8 am until 5 pm.

The current process per department or office is focused on issues

regarding barangay/s, city's common public, and school. The affairs

regarding every barangay, city's common public, and school issue. The

office uses a daily attendance record using manual processes. When it

comes to payroll, they use Excel. The problem they encounter, an office

19
usually has a problem related to public relations, and issues, raised by

barangay sectors, city's common public, and school, as the office is

focused on that kind of encounter. When it comes to attendance

recording, they use manual and they already have biometrics they want to

add one more because sometimes when an employee is late there are still

many in line because they only have one biometrics It is necessary that

when you do attendance in the logbook, it is the same as when you timed

in or timed out in biometrics because it cannot be cheated because it can

be read and counted by the human resource (HR). Attendance for each

employee is a hassle because it needs to be detailed in the logbook. When

it comes to payroll, they use Excel and HR manually checks how many late

and absences each employee has and deducts it, so the wages of

employees due to attendance are delayed. To improve their daily

attendance record in their system adding a biometric machine would

gladly make a potential in their daily attendance record. Using Biometrics

Data Entry System helps every office in the city government or any office as

it provides ease of records and organized segregation of names and

accurate time recording.

Statement of the Problem

City Government of Calapan is having the following issues:

• False Rejection: Biometric systems, such as fingerprint or iris scanners,

sometimes encounter false rejections. This problem arises when a

legitimate user is incorrectly denied access or authentication by the

system.

• Only the admin/HR has access to the system

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Objective of the study

Biometric Data Entry System: Efficient Biometric Attendance Recording

with Offline Mobile Application for City Government of Calapan was

created to support and speed up generating their daily attendance record

and it may help them to do their reports on time and efficiently. The aims of

this investigation are as follows:

1. Using Log book as back up for detecting In and Out of employees.

2. Weekly checking of the biometrics system to make sure everything is

okay.

3. Employees will now have access to the system to check their data

Scope and Limitation

Scope of this study

Biometric Data Entry System: Efficient Biometric Attendance

Recording for City Government of Calapan was created to make it simple

and convenient to track the attendance records of every employee from

the log in and out until the payday comes and it keeps detailed records of

each employee. City Government of Calapan would greatly benefit from

the Biometric Data Entry System: Efficient Biometric Attendance Recording

for City Government of Calapan, which will enable them to not only have

their own system but also to enhance their attendance recording system,

workflow efficiency, and employee-related activities.

This system is a web and application-based program that includes

user log in and out of every employee, it uses finger print of employee to

get the data information, and backup storage for recovering files and

information needed for upcoming purposes. With one click, they can pick

the date of when they gave salaries of employee. All of this Information will

21
be entered into the Biometric Data Entry System: Efficient Biometric

Attendance Recording for City Government of Calapan. There it can be

accessed by the human resource assigned to the attendance record-

keeping process and approved when the transaction has been

completed. There is also a safe for successful transactions in this system,

which can be accessed as needed. Because this system incorporates a

backup store, there is no need to worry about data overload leading due

to system failure.

Limitation of this study

The database of the employee’s name, attendance, and other

relevant data are only available to the employees and admin every day.

Biometric devices like facial recognition systems can limit privacy for users.

The system can only be accessed by designated departments or persons

inside the organization to maintain its privacy.

Review of Related Literature and Studies

This Chapter contains related literature and studies about Biometric

System. All information and data are published research books, website,

and journals.

According to Suhag (2016) [13], "Fingerprint based recognition systems

have been put to wide use in both forensic and civilian applications. In

comparison with other available biometrics feature matching systems,

fingerprint-based biometrics is the most developed technique and holds

the largest market shares. As these systems have been optimized over the

years, not only is it faster than other techniques but the amount of energy

consumed by such systems is also less. Maintaining attendance records of

students of an institution as large as ours is a tedious task. This fingerprint

22
identification system uses existing techniques in fingerprint recognition and

matching.

According to Subashchandraboss S., (2015) [14], "There are mainly two

types of scanning methods for this technology. Either an optical or

capacitance scanner is used to scan and make a picture of your finger.

Though both the methods produce the same type of image, the making of

it is completely different. This scanned image is then compared with an

earlier existing finger print of yours to get the correct identity. The

comparison is carried out by the processor and the comparison is made

between the valleys and ridges. Though the steps are simple, very complex

algorithms must be carried out to perform this operation. Though your whole

fingerprint is recorded, the computer takes only parts of the print to

compare with other records. Fingerprint verification is done using extraction

of minutiae technique and the system automates the whole process of

taking attendance. For employee fingerprint checking, it checks one

fingerprint template with all templates stored in the database, like wise it

checks for all employee which will

take more time".

According to Hoo & lbrahim (2019) [15], "Biometric sensors are used to

capture the biometric characteristic of an individual. In the biometric-

based attendance system, the sensors are used for two purposes. After

that, each template is tagged with the corresponding name or roll number

of a student. The next purpose of sensors is to capture another copy of new

biometric data from each student whenever there is a class. In order to

mark the class attendance, the identity of each student must be

recognized. Hence, the new biometric data captured are compared to

23
the templates to record the correct name, date, and time of those students

who are present in the class."

Michael Indico (2016) [16], conducted a study entitled “Development

of Employee Attendance and Payroll System using Finger Biometrics.” The

study focuses on the design and development of the system for recording

the employee’s attendance and processing of payroll using the fingerprint

scanner for teaching and non-teaching staffing tertiary institution. The

system provides an alternative solution of many companies or institutions for

generating the DTR and payroll of their employees. Also, the system uses

the network to make the features (recording of the attendance, printing

the pay slip, generating of payroll) installed or used by the other

departments in the institution.

According to Jhadie Bellere (2014) [17], conducted a study entitled

“Time and Attendance System”, the study was focused on how to record

the time of employee in a more accurate and easiest way. The system will

be using a barcode reader for fast accessing of the database of the crew.

The study was developing a stand-alone system that cannot be accessed

online and was made only for the employee’s time keeping and a payroll

system for the accounting of the Premium Bee Food Corporation.

According to John Trader (2015) [18], biometric time and attendance

systems have become widespread in different industries such as workforce

management and are quickly becoming more and more useful in the

education sector for accurate student attendance tracking due to the

limitations and inaccuracies of traditional student attendance tracking

methods like roll calling or card punching. The need for biometric student

tracking attendance systems in educational institutes is rising because

these systems are more accurate, faster, and convenient besides being a

24
more effective tool to protect student identities and privacy. Biometric

attendance systems are automated and provide a convenient way to

quickly record student check-in and check-out times. Biometric technology

uses human physical and biometric characteristics (which are unique for

every individual) to ensure identification accuracy, prevent errors, and

eliminate proxy attendance — even from identical twins. Biometric

technology also protects students from identity theft because it uses

sophisticated encryption to secure and protect user identity privacy.

Methodology

A methodical process that produces a framework for the developer

to plan, produce, and deliver high-quality software based on the demands

and goals of the client. Producing high-quality, cost-effective products is

the major objective of the SDLC process. The procedure includes a

thorough strategy on how to create, maintain, and replace the software.

Agile is a software development life cycle (SDLC) strategy that tries to

coordinate and cooperate with the project management team's field staff

as well as the client. All SDLC techniques do this, however, Agile follows a

distinct strategy. We are given a technique based on excellent

management practices via the Agile model. Using this model and

methodology, you may be applied to planning, analysis, design,

implementation, testing, and deployment. A software development life

cycle (SDLC) model known as Agile is an attempt at trying to collaborate

with your project management team members in the field and organize

their efforts, alongside the customer as well. All SDLC methods do this, but

Agile takes a different approach. The Agile model gives us a methodology

based on best management practices. This model and methodology can

25
be applied to planning, analysis, design, implementation, testing, and

deployment. We chose the SDLC agile model because it is easy to use and

its certain process is circular. You can go back if there is a problem with the

system process, for example, if there is a problem with the design and then

you are in the implementation you can go back to the design. The project

can be completed quickly with higher flexibility. Using agile you can spend

less time in the 6 phases of SDLC. In the first step of the biometric system:

The user begins by registering their biometric data into the system using a

fingerprint or iris scan. During enrollment using a biometric sensor can

capture all data need is processed and converted into a unique template

that represents the individual's biometric traits. The template is securely

stored in a database for future reference. In the second step: When the

user needs to access a protected area or perform a transaction, they

initiate the authentication process, the system can match the newly

captured biometric data with the templates to determine if there is a

match or not. In the third step: Based on the comparison, the system makes

a match decision, if a match is found, the user is granted access or allowed

to proceed with the desired transaction. If there is no match or the system

determines that the captured biometric data does not sufficiently match

any enrolled template, access may be denied. In the fourth step: In case

of a successful match, the user is granted access, and the system may

provide additional instructions or prompts, if necessary. If the match is

unsuccessful, the user may be prompted to retry the authentication process

or seek assistance from an administrator. The last step the system

maintenance: The biometric data entry system requires regular

maintenance to ensure its accuracy and performance.

26
 Figure 2. Agile Model

Findings and Analysis

In this research study conducted at City Government of Calapan

institution, a biometric data entry system was introduced to record

employee's attendance using fingerprint recognition technology.

The study aimed to evaluate the impact of this system on attendance

management. The biometric data entry system significantly improved

attendance records by reducing manual entry errors and ensuring

accurate attendance recording. It also streamlined the process, allowing

employees and staff to authenticate their attendance by placing their

fingerprints on the biometric sensor. This increased accountability and

transparency in attendance management led to a reduction in

administrative burden. The system also improved productivity and resource

utilization, with survey responses showing a positive user perception. The

system's implementation also reduced administrative burden, allowing

administrative staff to focus on other critical tasks.

The developer analysis that the systems used to gather biometric

data entry system provide a number of advantages, such as improved

security, precision and dependability, compatibility and integration,

performance and scalability, usability and user experience, as well as

ethical and legal aspects. By using personal biological or behavioral traits

like voice recognition, iris patterns, or fingerprints, security can be achieved

27
while reducing the need for conventional password-based security

methods. For a system to remain trustworthy and maintain its integrity,

accuracy and dependability are essential. Integration and compatibility

are crucial since biometric systems need to work with other applications,

identity management systems, access control systems, hardware, and

software. Usability and user experience are vital for user acceptance and

reducing annoyance, yet scalability and performance are crucial for

handling high volumes of users and transactions. To ensure adherence to

pertinent laws, rules, and privacy policies as well as that biometric data

entry systems respect people's rights, ethical and legal issues must be taken

into account.

28
Development and Implementation of a LAN-Based Management System

in Dentworx Dental Clinic.

A paper presented as partial fulfilment

for the requirements of

Enterprise Systems

Researchers:

Cleofe, Ralph Francis

Dimaunahan, R-jay

Garcia, Adelbert

Realisan, Christian

29
Abstract

The significance of accessibility in healthcare is highlighted in any

country. The system with a particular focus on the importance of oral health

services. The “Development and Implementation of a Lan-Based

Management System in Dentworx Dental Clinic" which is designed to assist

dental clinics in simplifying their processes. This system's main goal is to

provide dental clinics with a platform to manage their patient records and

monitoring their inventory conveniently. Unlike a manual system, this system

is specialized specifically for meeting dental clinics' needs and offers an

interface that is easy to use and efficient for storing patient information. The

project aims to solve the current challenges that dental clinics face about

patient record-keeping and inventory tracking. By implementing this web-

based system, the project seeks to enhance the ease of use for both dental

clinic staff and patients and boost the storage and accessibility of patient

data. The hardware and software are recommended for a proper utilization

of the system.

30
Introduction

Dental Clinic is a vital health care facility that plays a crucial role in

promoting and maintaining oral health, providing treatment for dental

conditions, and effectively managing various oral diseases. But can a

dental clinic provide an efficient and faster operations even if they are still

using the traditional method, which involves pen and paper. It means that

the staff is manually collecting and recording customer information that

also requires a physical storage. In storing the patient information, the

storage must be in a safe place and organize to properly acquire it and

avoid the mistakes or misplaced of the files. Also, the inventory tracking is

essential for the efficient performance of the dental clinic and make the

business management streamline.

According to Wasala, W.M.V.D.(2013) [19] in his study the use of the

system will improve and maintain the standard of the business, that also

have a great impact for the efficiency and effectiveness of the dental

clinic. That will also completely replace the books and stock books while at

the same time it is maintaining the quality and ensuring the faster and easier

service for the patient in the dental clinic.

The Lan-Based Dental Clinic Management System is tailored to utilize

by the dental clinic staff and has the efficient management tools,

computerized and well-organized patient records and inventory.

Compared to their current manual system that requires a lot of time and

effort. This system will surely improve the performance of the clinic services

and make their operation smooth-running.

31
Business Case

Dentworx Clinic, owned by Kathleen Cinco, is a reputable dental

clinic located at Camilmil, Calapan City. With Kathleen as the sole dentist

and supported by one staff member, Dentworx offers a comprehensive

range of treatments and procedures to their patients. The clinic operates

from Tuesday to Saturday, providing quality dental care to the local

community. Currently, Dentworx relies on Google Calendar for

appointment scheduling, which suits their limited patient capacity of 7-8

per day. Given this situation, integrating appointment scheduling features

into the proposed Dental Management System is not recommended, as

scheduling through Google Calendar has proven to be convenient and

efficient for the clinic. However, Dentworx faces two significant challenges.

Firstly, the clinic relies on manual record keeping, using written records

stored in cabinets. This manual process results in time-intensive data access

and retrieval, leading to potential errors and delays. Secondly, the clinic

lacks an inventory management system, resulting in ad hoc supply

purchases that can lead to shortages or excess supplies. To address these

challenges, the proposed Dental Management System will focus on two

key features: storing patient records and inventory tracking. By computerize

record-keeping processes, the system will eliminate the need for manual

entries, ensuring secure storage of patient information. This will enhance

data accessibility, reduce errors, and ultimately improve the overall patient

care experience at Dentworx. Furthermore, the inventory tracking feature

will enable the clinic to effectively manage their supplies. By monitoring

stock levels and tracking usage, Dentworx can ensure timely procurement,

prevent shortages, and optimize their supply management process. This will

result in cost savings, reduced waste, and improved operational efficiency.

32
 The proposed Dental Management System will be a Lan-based

system, accessible only within the Dentworx Clinic premises. This ensures

data security and privacy while providing a user-friendly interface for clinic

staff. Implementing the Dental Management System at Dentworx Clinic will

bring numerous benefits, including improved data management,

streamlined operations, enhanced inventory control, and increased overall

clinic efficiency. By addressing the challenges of manual record keeping

and inventory management, the system will enable the clinic to focus more

on delivering quality patient care. The Dental Management System will

revolutionize Dentworx Clinic's operations by providing efficient patient

record storage and inventory tracking capabilities. Through the elimination

of manual processes, Dentworx can optimize time, and reduce errors. The

proposed system will significantly improve the clinic's performance,

ensuring seamless workflows, and positioning Dentworx for continued

growth and success within the dental industry.

Statement of the Problem

Dentworx Dental Clinic operates smoothly daily, but they encounter

certain issues. Their existing system fails to save client information, resulting

in the need for extensive paper file storage to keep track of recent

operations. Compiling all the required information also becomes a time-

intensive and labor-intensive task. Additionally, retrieving the file of a

specific customer's previous operation requires a substantial amount of

time.

33
 • Time-intensive and labor-intensive information compilation - The

compilation of client records at Dentworx Dental Clinic is a time-

intensive and labor-intensive process. Adding to the challenge, they

have a single assistant/staff member who is responsible for manually

gathering all the necessary client information, such as appointment

records, paper files, medical histories, and other relevant data. This

staffing limitation further amplifies the difficulties associated with the

extensive time and effort required for this task.

• Inadequate client information storage - Currently, they rely on paper

records, which necessitates a large storage area. However, they only

have a small drawer available to store some of their client

information. Additionally, they have records and images of recent

client operations stored on their high-tech dental chair.

Unfortunately, due to a broken computer, some of these records were not

properly backed up.

Objectives of the Study

The main objective of this system is to manage the information of the

patient and to track the inventory status of the dental clinic. The system is

built and accessible only for the dental administrator and staff. The project

aims to reduce the manual works for managing the customer information

and inventory tracking.

1. To enhance the process of storing and retrieving information of

customers.

2. To increase efficiency in managing customers records.

34
 3. To improve the editing, adding, and updating records.

4. To increase efficiency in tracking inventory records.

5. To provide a user-friendly system.

Scope and Limitation

The scope of this study is to implement a LAN-based management

system in Dentworx Dental Clinic. This system focuses on patient dental

records, inventory tracking, and others. This system is providing reports that

can be viewed for the current and previous records of patients and this

system can track the dental equipment supplies. Implementing a LAN-

Based Management System in Dentworx Dental Clinic can help the dentist

and staff easily manage the system in Dentworx Dental Clinic. This system is

designed to manage all the patient records and monitoring inventory in the

dental clinic.

This system will not cover any other activities like online payment

transactions or billing information that are not connected to the proposed

system. This system is also limited to Kathleen Cinco Cueto Dentworx Dental

Clinic and cannot be used in other dental clinics.

Review of Related Literature

This section of the chapter primarily features the various studies and

literature materials conducted and written by both foreign and local

researchers that have a significant impact on the variables included in the

research.

35
Foreign Studies

In the study of Cheng-Jung Yang, Ming-Huang Chen, Keng-Pei

Lin, Yu-Jie Cheng, Fu-Chi Cheng (2020) [20] titled Importing Automated

Management System to Improve the Process Efficiency of Dental

Laboratories. They point out that the proposed system can reduce the time

of recording data and assist the manager in configuring and managing

material orders. The experimental results showed that a large amount of

working time is reduced, resulting in the benefits of saving money and

improving efficiency in dental manufacturing.

The researchers ShiKui Wu, Linying Dong and Stephanie Soussamian

(2018)[21] stated in their study named Sowingo: promoting innovations in

dental office inventory management that having an unhappy with

inaccurate and inefficient inventory management can affect the dental

practices.

From the study of Wasala, W.M.V.D.(2013)[19] titled Patient

Registration and Inventory Tracking System for Dental and Orthodontic

Clinic. They indicated that the system would help to improve and maintain

the standards, efficiency, and effectiveness of the dental clinic.

Additionally, this system will completely replace both registration book and

stock book while ensuring quality, faster and easier service to the client and

her customers.

Local Studies

According to Cathy Jay Q. Abregana, Aibby S. Aritrangco, Cherry L.

Del Rosario, Lawrence M. Perocho (2013) [22] in their study “LAN-Based

Dental Information Management System of Sevallos Dental Clinic”. The

LAN-based Dental Information Management System (DIMS) operates as a

36
client-server system that facilitates the management of information related

to Sevallos Dental Clinic. Its components include patient and dentist

information, as well as data pertaining to the dental instruments used for

various treatments, accounts, and dental services. This system enables

dentists to easily access patient information and offers the ability to update

records and generate account reports. With the DIMS, dentists can create

patient periodontal charts, view visit histories, generate patient billing

information, and produce reports on income. Additionally, the system

provides a treatment guide to inform the clinic staff of the dental

equipment and supplies required during each treatment.

As mentioned in “Database Design of a Patient’s Personal Health

Information for Provincial Government Hospital - Plastic Surgery

Department” by Ma. Regina P. Bravo and Mary Jane B. Arcilla (2021)[23], As

they analyze and study the data requirements that adhere to DOH EHR

regulation, DPA 2012, and international EHR standards, the created

database design of PPHI for PGH-PSD may help healthcare professionals to

capture, organize and store data in the most efficient way. It may help to

formulate relevant clinical practice guidelines thus practical and

economic health policies with the use of processes and data requirements

within the database design.

Based on the researchers; Trisha Mae G. Bergado, Jhoanna Diane

Esclamado, Missy M. Godinez, Reven E. Isaga and Kimberly D. Magallen.

“Computerized Medical Record and Monitoring System of Saint Michael

College of Caraga, Philippines” (2021)[24], The researchers presented this

system that has features just like what the clinic paper works have. This

system stores files with security and adds information to both students and

37
personnel, including their consultation with the clinic. The system updates

the information whenever there are changes in the patient - fast-tracking

data that can be convenient for the clinic attendant.

Methodology

This chapter presents the Development and Implementation process

for a LAN-Based Management System at the Dentworx Dental Clinic is

presented in this chapter. Because the agile method provides a flexible and

iterative approach to developing and launching the LAN-based

management system, we chose it for this project. Agile model allows

frequent feedback and collaboration, ensuring that the system is in line with

the unique needs of Dentworx Dental Clinic. It makes sure that the added

features suit customer requirements and enhance their experience by

including the clinic management and staff at each step of the process.

Additionally, the agile methodology's adaptability allows changes and

enhancements depending on user feedback, enabling the system to grow

over the years.

The researchers develop project criteria, discovers business

opportunities, and determines the amount of time and effort needed

during the requirement gathering phase. Researchers assess all

technological and business viability. The team then creates requirements in

collaboration with stakeholders, using illustrations to show the functioning of

new additions. As the product goes through iterations, developers and

designers start working on it. This is the beginning of development. Following

the testing phase, the Quality Assurance team locates and resolves

38
imperfections and issues. The system proceeds into the deployment phase

after thorough testing, which prepares the environment for end customers.

The team gathers user and stakeholder feedback throughout the review

and feedback phase to assess and enhance the product based on their

requirements and expectations.

Figure 3. Agile Model

Findings and Analysis

The Dentworx Clinic, operated by a single dentist and one staff

member, faces significant challenges with their current manual record-

keeping process and lack of an inventory management system. Their

reliance on written records stored in cabinets results in time-consuming

data access and retrieval, which can lead to inefficiencies and errors.

Additionally, their ad hoc approach to purchasing supplies often results in

shortages. These issues, combined with the need to maintain patient

confidentiality and limited walk-in appointments, highlight the need for a

more efficient and organized system. Through our analysis, we found that

the use of Google Calendar for appointment scheduling is convenient for

the clinic, given their limited number of patients per day (7-8). Therefore,

integrating appointment scheduling is not recommended. Instead, we

39
propose focusing on improving record keeping and inventory

management.

The proposed Dental Management System aims to address these

challenges by introducing features such as storing patient records and

inventory tracking. By computerized the record-keeping process, the

system will eliminate manual data entry and provide a secure and easily

accessible repository for patient information. This will streamline data

retrieval and improve overall clinic efficiency. The inventory tracking

feature of the system will enable Dentworx Clinic to monitor and manage

their supplies more effectively. By tracking stock levels and usage, the clinic

can ensure timely procurement and avoid shortages. This will lead to cost

savings, reduced waste, and improved operational efficiency. It is

important to note that the proposed system is a Lan-Based solution,

meaning it will be accessible only within the clinic. While this ensures data

security and privacy, it also limits accessibility outside of the clinic premises.

One limitation of the proposed system is that it does not include a

payment process. Cash, gcash, and bank transactions will continue to be

used for payment. However, the proposed system will provide a

comprehensive solution for addressing the challenges of manual record

keeping and inventory management. The findings of our analysis highlight

the need for a Dental Management System at Dentworx Clinic to improve

record keeping and inventory management. By computerize processes,

the clinic can enhance efficiency, reduce errors, and provide a better

patient experience. The proposed system offers a tailored solution to

address the identified issues and aligns with the clinic's operational

requirements.

40
Enhancing Online Presence: A Website Development for Calapan

Vendors Multi-Purpose Cooperative

A paper presented as partial fulfilment

for the requirements of

Enterprise Systems

Researchers:

De Guzman, Khyla Nicole

Dudas, Sarah Mae

Romero, Henriette

41
Abstract

The research team aims to bring ease to literate and non-literate

computer users. Calapan Vendors Multi-Purpose Cooperative is a

trusted organization with an estimated 3,000 members as of today.

With the on-going innovation, Calapan Vendors Multi-Purpose

Cooperative (CVMPC) strives to adapt to the technological change.

The manager stated that organization already has a Facebook site;

however, its functions are limited. The study includes creating a

website for CVMPC that is accessible to every device. The new

information system wants to bring ease to members and employees

just by having a sit and making a few taps on your devices.

The inconvenience of paying for transportation fees, falling in

line and filling up manually can be a truly stressing job for anyone,

especially elderlies. This study aims to learn how can the website

inform, perform transactions, check balances and help members

reach out to real employees without walking in the office.

42
Introduction

The researchers proposed a website in order to help the

organization process its transactions and keep track of the credits of

each member within the organization. The website consists of the

organization’s background and services, while each user is able to

create an account in order for them to check their balance and pay

their bills without the need of going to the management. The

researchers also made sure that this website is user friendly and has a

tutorial for new users in order for the elder ones and the technically-

challenged to use it with ease.

Additionally, the researchers asked the manager what the main

issue is. The manager stated that there are no concurring problems

when it comes to their current system. Each process is done manually

by an assigned management staff. Most of the time, a member

applies for a loan.

There are 8 types of loans which are:

1. Regular Loan

- This is the business loan.

2. Tulong Pangkabuhayan Para sa Nayon

- (TUPASAN) Livelyhood Loan.

3. MIGS

- Members in Good Standing (members without

violation.)

4. Provident

- Emergency Loan

5. Rice Production

- Agribusiness

43
 6. Necessity

- To buy cell phones, laptops and bikes

7. Commodity

- Gift Certificate Grocery (Puregold)

8. Feeds

- (SIDC) SoroSoro Ibaba Development Cooperative

CVMPC also includes membership for children 18 and below.

The organization is called (DABARKADS) Dedicated Aspiring Body

Armed with Knowledge and Active Disciplined Servers. The

organization aims teach children how to save and be thrifty with their

money. Additionally, CVMPC wanted to build a group of children who

will become the successor or second liner of the organization, as per

they are being trained at a young age of what CVMPC does.

(Decena, N, and Romero, J., 2018).[25]

The researchers aim to imitate these processes by using a

website. They want the website to be versatile but simple and in order

to achieve this, they need to know what are the necessities of this

organization’s clients. Starting on how to inform potential members of

their services, check remaining balance, process transactions and

more.

Business Case

Founded on August 15, 1995 by 36 pioneers that were fish

vendors. They had a contribution of ₱36,000 (₱1,000 each) as an initial

for their organization. The organization´s first name was “Calapan Fish

Vendors Multipurpose Cooperative” and was later change into what

we know to this day. It is said that the first meeting was held under a

44
mango tree with the 36 pioneers as the attendees. The 1st office of

CVMPC was established near the Calapan Public Market back in 1995.

The main building is located at M. Roxas Drive Corner Gov. B.

Marasigan Sr. St. Libis, Calapan City.

Vision:

“Isang matatag na kooperatibang pinagkakatiwalaan at maasahan

ng nagkakaisang kasapian sa pagsusulong ng isang maunlad na

komunidad.”

Mission:

“Ang kooperatibang pinagkakatiwalaan at kaagapay ng mga kasapi

at ng komunidad na nagbibigay serbisyo upang isulong at paunlarin

ang kabuhayan na may katapatan at pagsisikap sa sarili.”

In addition, CVMPC became the bridge of many vendors’

better future. The highest position in this organization is becoming a

member for they run the organization by investing their credits and

withdrawing them when necessary. According to their Article II, there

are two types of membership. A Regular Member is someone who has

complied with all the membership requirements and entitled to all the

rights and privileges of membership. While an Associate Member is

someone who has no right to vote nor be voted upon and shall be

entitled only to such rights and privileges as the By-Laws may provide.

CVMPC offers many services that are crucial for the lives of many

vendors and other citizens. One of the services they offer is

credit/lending.

To do this, the member has to go to the main office and apply

for a loan in the Loan Section. The member, together with their Co-

Maker and Co-Borrower will sign the application letter as proof of

45
liability. Then the member will wait for 1-2 days before getting the

(release) loan. (Rivera, J., 2016). [26]

Another transaction that is frequently done is withdrawal. A

member should be in possess of a passbook. An authorized signatory

of savings account will sign the withdrawal slip, Passbook must be

presented in the withdrawal transaction. The staff will update the

passbook in order to inquire the member’s remaining balance. After

the member has decided, they will be given the withdrawal slip and

sign it as proof that they are the one who received the payment. If the

receiver is not the account holder, then a signature of the owner will

be presented and the receiver will sign on the authorized party.

(Rivera, J., 2016). [26]

According to the manager, the first problem they encounter is

the continuous growth of delinquency or past due accounts.

Delinquency happens every month and is a redundant problem of the

organization wherein there is no solution to the problem yet. He also

mentioned the absence of an official website for their organization. He

quoted, “It would nice to have a system generated website that is

applicable to all the members of our organization”. As per the

manager stated, the researchers proposed an efficient way to help

both the members and the employees to work together in harmony.

Technology nowadays is used for almost everything specially in

businesses. CVMPC has adapted to the technological change

however it does not answer or help every aspect of the company such

as accommodating new and existing members. In the past, many

members specially those who work in the public market struggle to pay

their balance (loan) because of the market’s high demand. Another

46
problem is the lack of time these vendors have in order to go to

CVMPC and check for themselves the credits and paying bills. This

alarmed not only the manager but also the employees of losing

members and getting bad feedback for having a difficult process just

for transactions.

Statement of the Problem

After consulting with the manager, the researchers have

decided to embark on the development of a website for CVMPC.

• The manager highlighted the inconvenience faced by

numerous members, including those residing far away, who are

compelled to visit the main office for transaction processing. This

constant back-and-forth becomes a major hassle for them,

particularly due to the significant transportation expenses

involved. By creating a website, not only will these members

benefit, but it will also aid the employees in effectively

monitoring each member's credits.

• There are delinquent members who have past due accounts.

These members often leave with their unpaid balances. Some

of them are unable to pay because of business loss. Others

avoids meeting their obligations for reasons unknown. CVMPC’s

collection and income decreases.

Objectives of the Study

• Easier Transactions

The researchers aim to provide help to everyone in the

organization by means of providing an easier way to process

47
transactions and reading member concerns. The website’s

telecommunication system consists of auto-generated and real-time

employee responses.

• Informative but Short Background

To give new potential members a brief background of the

organization’s services. Displaying necessary graphs for those who

struggle to understand financial reports written in numbers.

• Online Payments

Bill payments are done with procedure such as filling up the

member’s information and choosing what type of payment they

would like to use (includes E-wallets, Online Banking and Credit or

Debit Card).

• Less Fees

Reduce the amount of transportation fee a member consumes just

to go in the office and process transactions. This will become favorable

for those who live far from the main office.

• Save Time

Reduce the amount of time a member has to wait for on a walk-in

transaction, especially when there are many clients waiting in line.

Instead, the member is asked to fill up an information sheet on the

website and wait for a moment for their transaction to get processed.

Almost 75% of the members are elderly and struggle to abide to these

steps. A normal working day compliments 20 or more members. In

those 20 members, only 50% are given the privilege to finish and leave

early while the other half has to wait for their turn specially if they come

at the same time.

48
Scope and Limitations

The study revolves around the members of the organization. The

researchers needed to know what do these members need and how

will they help them. This also helps the staff accommodate the

member better and easier. The system is applicable to everyone,

member or not since it is a website. The website contains the

background of CVMPC, its services such as loans, insurances and

savings. As said, the website will be versatile and informative as there

will be auto-generated messages for frequently asked questions.

Naturally, the new proposed system has its limitations as per

being online. Knowing the goal is to spread and further enhance what

they already have, this shall also become way to introduce a new and

easier system to these clients. However, only computer literates are

able to fully use every function of this new system and those who are

technologically challenged would struggle finding their way around

the website.

Moreover, the utilization of the internet will facilitate easier

communication between the employees and the members. However,

not everyone is privileged to have access to the internet as per some

areas are rural and have difficulties getting a stable signal.

Most of the members are elderlies and have no experience in

using any devices. These technologically-challenged members will

struggle to find their way around. This is stated by the manager as

many of the members complain that they do not know how to access

the pre-existing page of CVMPC using the social media platform,

Facebook.

49
Review of Related Literature

The researchers have gathered data from other existing

websites or research studies that are similar to theirs. Here are some of

the Related Studies they have found:

Foreign Studies

This study examines the online information about Japanese

hospitals, designated Japan international hospitals by the Japanese

government, provided at JAPAN Hospital Search, a government portal

site, and the hospital websites in order to explore how these hospitals

are presented online and attempt to appeal to the perceived needs

of prospective medical tourists. The content of 39 hospital websites is

analyzed across five dimensions: hospital information and facilities,

admissions and medical services, interactive online services, external

activities, and technical items. Results show differences in the extent

to which the hospitals convey information across the five dimensions.

Additionally, the findings reveal inconsistencies between the hospital

information presented at JAPAN Hospital Search and the hospital

websites. Recommendations for improving the online communication

about the hospitals are discussed, and suggestions for future research

are proposed. The study serves as a starting point for further research

on the online communication about Japan international hospitals as

Japan strives to grow its medical tourism industry. (Guiry, 2019). [27]

With a profusion of large format images and photo mosaics, as

well as lots of content (close-ups, texts, videos, campaigns, runway

shows, etc.), the new website opens up the entire Gucci world to the

user. A new portal that is a reflection of the radical change in image

undertaken by Gucci since the past two seasons. Fully interactive and

50
optimized to adapt to all screen sizes, the website offers "intuitive

navigation and integrated storytelling, which allows users to discover

the entire range of Gucci's ready-to-wear and accessories collections,

but also to develop an emotional tie with the brand's new creative

vision," said the house in a release. The site has a special "agenda" or

"Gucci diary" page, which breaks down the different themes of the

collections through details and visuals, allowing visitors, by clicking on

them, to discover the stories and inspirations that preceded their

creation by Alessandro Michele. "It brings the brand's online and offline

experiences closer together thanks to its innovative functions,

including an optimized 'find a store' capacity,' says the press release.

The Gucci site is available in 8 languages and with the e-commerce

functions in 28 countries. Launched in 2002, the online store itself

attracts more than 100 million visitors every year around the world.

(Muret, 2015). [28]

Apple today is announcing a new way to shop for iPhones. The

company is introducing a new service, "Shop with Specialist", that will

offer customer in the U.S a live video shopping experience directly on

their website with the features and have an Apple Specialist answer

their questions and help them find the best deal through the Apple

Trade in program or their carrier. They're able to help with a range of

questions, from tech specs to deals to the various financing options

Apple offers, and more. (Perez, 2023) [29]. Their website focuses on

clutter less single content areas that highlight one piece of content at

a time with plenty of white space and white margins(Zuljallaly, 2020).[30]

51
Local Studies

MANILA, Philippines – West Zone concessionaire Maynilad Water

Services Inc. (Maynilad) has added a new channel of billing for the

payment convenience of its customers. Called “My Water Bill,” the

program will enable Maynilad customers to receive their statement of

account (SOA) or water bill via electronic means—i.e., through SMS,

email, or web portal. Although hard copies of the SOA will still be

delivered to all customers, those who opt to register with the “My

Water Bill” program can receive notifications of their current and

outstanding water bills through their mobile phones and email the day

after the meter reading. Hence, customers can already post

payments with Maynilad-accredited payment facilities just by

presenting the electronic notification on their mobile phones. In

addition, Maynilad customers registered with the “My Water Bill”

program can pay their water bills online via web portal, which provides

links to the online payment facilities of Maynilad-accredited banks

and payment centers. (Simeon, 2016). [31]

BPI needed to upgrade its digital banking platform to align to its

mission to create an enhanced customer experience. The goal was to

simultaneously drive customer engagement, and create an

omnichannel experience with their branches. Devising a “phygital”

strategy that cuts across all platforms and serves all types of clients,

online or offline, was seen as the necessary first step. BPI Chief

Operating Officer Ramon Jocson summed up this idea when he said:

“We need to do this to stay relevant. We want to make sure we are

part of everything you do every day.” To create the seamless digital

banking experience the bank wanted for its customers, BPI partnered

52
with Mobiquity and Backbase to go-live with both an online portal and

mobile banking offering. After assessing what BPI already had in place,

Mobiquity architected and implemented the Backbase platform to

enable digital banking. Together with Mobiquity, BPI launched its first

MVP (Minimum Viable Product) in record speed – within 6 months.

After successfully re-platforming the first MVP, Mobiquity implemented

new functionalities in incremental releases. Mobiquity also rebranded

BPI’s institutional website to align better with the new online banking

platforms to deliver a consistent user experience across all channels.

The faster go-to-market strategy enabled features to be released to

the public in a regular and prompt manner. Each feature has been

designed to help, engage, and provide clients with the power to do

their banking whenever and wherever they are. BPI continues to add

inventive features to uplift the clients’ digital lifestyle. BPI also boosted

its digital ecosystem by engaging in partnerships and offering services

beyond banking. This helped BPI to gain the most extensive list of

digital capabilities among local banks, with 70 online and 40 mobile

banking features. By future-proofing BPI’s technology, new capabilities

are introduced, including a simplified automated “as a service”

platform to support digital projects and initiatives, as well as seamless

orchestration and automation management across environments.

The new competencies span core digital banking functions, in

addition to online, mobile apps, ATMs, cash accept machines (CAMs),

and branches. An enhanced security posture is also added, enabling

BPI to transform its business with advanced services to respond to the

needs of today’s digitally connected consumer. (IBM, 2019). [32]

53
 With retailing new shifting online due to the Covid - 19

pandemic, local conglomerate San Miguel Corporation (SMC) has

announced the opening of its own website called "The Mall". In social

media post, the conglomerate said the SMC online store aims to

provide customers " a safer, more convenient way to order you well-

loved and trusted San Miguel products that go beyond making life

easier, better for everyone in many meaningful ways." According to

the website, the range of products available online includes products

from San Miguel Foods, Ginebra San Miguel, Petron, San Miguel

Brewery, and Woomera. In terms of payments, the website accepts

payments via online banking, over-the-counter banks and non-banks,

and ATMs. It was not disclosed if the website accepts cash-on-delivery

payments. (Pinaroc, 2020). [33]

Methodology

After being rejected by their initial choice of organization, the

researchers arrived at a particular conclusion. They attempted to

select a non-banking organization but inadvertently ended up

interviewing one. Considering that one of the members had prior

knowledge of Calapan Vendors Multi-Purpose Cooperative (CVMPC),

they opted to study it for their final project. They successfully

conducted an error-free interview by utilizing an authorization letter.

Throughout the interview, the Manager emphasized the organization's

absence of a technological system, which ultimately led to the

54
conclusion of proposing the development of an official website for

CVMPC.

Figure 4. Agile Model

Findings and Analysis

As a company each organization strives to become like or any

other businesses.

Accessibility: The researchers learned that a lot of members are 40-60

years old. There are a lot of vendors that are not computer literate and

need assistance with this new system. However, the researchers had

decided to create an overlay tutorial.

Content and Design: As the researchers conducted an exploration on

other existing organization websites, they found a few that threw users

off. Too much design, too much information that is not necessary. A

confusing layout of the services and an unsatisfied user. Creating a

good website also comes with great creativity. The researchers must

55
implement a website design and layout it as pleasing to the eyes of

the users. The content should also be clear. It should be informative but

brief.

Performance: Some website over exaggerates their content that leads

to a dysfunctional browser. A simple but eye-catching design will

improve the website’s performance and reviews. This includes the

responsiveness of the website.

Reliability: Trust has become a big demand for every individual.

Providing a domain name that is unique can help new users

differentiate between the real site and a fraud. It also applies to the

transactions being done specially in inputting sensitive information.

Rest assured the researchers will provide certificates of legitimacy. The

website will have a high security system that requires the user 2-factor

authentication to log in.

As the researchers implement these important factors, they

guarantee a secure, responsive and accessible website for all the

members and non-members of CVMPC. The implementation of this

new system will definitely become a stepping stone for the

management’s adaptation to the new generation. As stated by one

of the researchers, “The establishment itself is making good progress

over the years, and the implementation of a new official website is

another level of improvement. Being able to go with the flow and

embracing change to adapt to the new ways will help boost the

organization’s economy”.

56
E-Sab: An Online Ordering and Inventory System for Sab fashion

A paper presented as partial fulfilment

for the requirements of

Enterprise Systems

Researcher:

Magboo, Lucille G.

57
Abstract

Technology has fundamentally changed how organizations run,

especially in the areas of inventory management and order processing. The

aims of this project is to create an online inventory and ordering system for

the retail and wholesale clothes company of Sab fashion. Customers will be

able to easily and conveniently place online orders through the system,

and the owner will be able to effectively manage its inventory. The system

will be made to track inventory levels, provide real-time updates on

product availability, and improve the ordering process. Sab fashion hopes

to improve customer satisfaction, lower manual errors, and improve

inventory management by deploying this technology. The method use is

Agile Model under Systems Development Life Cycle, and it entails a series

of organized phases for creating, building, and managing the system to

satisfy user needs, including monitoring, logging, and reporting. Stock

information, spending reports, and revenue reports can all be generated

automatically by an information system. A complete solution that unifies the

order placement, inventory management, and fulfillment operations into a

single digital platform is provided by the Online Ordering and Inventory

System The system gives business a central location where they can easily

keep track of orders, check inventory levels, and expedite the entire order

fulfillment process.

58
Introduction

Fashion is the most general term and applies to any way of dressing,

behaving, writing, or performing that is favored at any one time or place.

The current fashion. Style often implies a distinctive fashion adopted by

people of taste. It is something that is in vogue. Fashion appears in clothing,

footwear, accessories, makeup, hairstyles, lifestyle, and body proportions.

Furthermore, Fashion is an industry-supported expression. In the

contemporary world, people take fashion very seriously. Fashion in clothes

influence how we look at someone. They help create an idea of what we

think about their personality. Wearing what makes you comfortable is a

statement, and people will respect your individuality. This is an essential

detail of why fashion is important.

Inventory control is very important in an online ordering system to

make sure that products are offered for sale and that stock levels are

appropriately managed. Inventory management, a critical element of the

supply chain, is the tracking of inventory from manufacturers to warehouses

and from these facilities to a point of sale. The goal of inventory

management is to have the right products in the right place at the right

time IBM (2020) [34]. Good inventory management for e-commerce allows

manufacturers to set precise re-order points to avoid overstocking,

understocking, or complete stock outs. It will also help you improve your

supply chain management by understanding when you need to order

products and how much. According to Mr. RUMONGI C.(2022) [35], student

of Mount Kenya university he decides to develop online auction for Vision

Finance Company which are also very popular because they offer lower

transaction costs than auctions and offer a bigger market for rare and

59
collectable items that may not be available in one region, but can be

bought through online auctions and shipped almost anywhere in the world.

He chooses that topic to help vision finance company by developing a

system which will help the company to manage easily your materials. In

such way the developers found this topic in the same way with the

developer’s work is which is E-Sab: An Online Ordering and Inventory System

for Sab fashion which will help Sab fashion business to manage easily his

product and help us their customers to use online services.

Sab fashion began operating in 2015 and initially focused on selling

used clothing online. The owner begins by photographing her used clothing

and posting it online. The owner's passion for fashion served as inspiration

for this. As the years goes by, sab fashion is one of the most well-known

retails and wholesaler boutique when it comes to clothing. They are

located at Roxas Drive Lumang Bayan Calapan City. They offer shipment

and supply nationwide and also have a physical store to visit on. The Sab

fashion only uses their different social media platforms for selling and

transactions, like Facebook, Instagram, TikTok, and Shopee for checkout

outside the Calapan City. They use their Facebook account as their main

account for transactions. While using many platforms increases their

consumer base, it also contributes to one of their primary issues. One issue

they ran into was manually typing in the available items. Given their large

Facebook following of customers, the staff may find a manual process

difficult. They also experience have a poor rating from clients who place

orders with them but don't seem to show up in the comment part where

customers buy their products. Increasing Competition is also one of the

main problems of Sab fashion since many sellers use their Facebook

account to sell some goods. They did not monitor easily the stocks they

60
have because they don’t have any system used for inventory. They just

received the bulk of clothes for their own supplier but don’t have the time

for inventory, that’s why they did not monitor all the clothes that they are

selling.

E-Sab: An Online Ordering and Inventory System for Sab fashion is a

E-commerce website chosen by the developers to create for Sab fashion.

This system aims to help the clothing line to create their own system,

enhance customer convenience, streamlined ordering process and this will

help the Sab fashion to monitor their inventory by the real-time inventory

management and improved reporting and analytics.

Business Case

On April 15, 2015, Sab fashion launched, with inspiration from the

owner who has a keen eye for style and clothing. Sab fashion is a RTW or

ready-to-wear clothes type of business where they started selling clothes on

their different social media platforms before they have their physical store

located at Roxas Drive, Brgy Lumang Bayan Calapan City. Owner begins

selling garments online by photographing the merchandise and posting it

online. They became one of the most popular shops in Calapan City as the

years pass. They made the decision to open a physical store so that

customers could visit, choose their own items, and try them on. When new

collections arrive, Sab fashion’s own supplier, who ships once each week,

displays them in their store and posts them online. The owner puts online

images of their clothing to begin the online selling procedure. To confirm

orders, the buyer will post a comment or send a private message to their

Facebook profile. The customer will message their name, mobile number,

61
address, and preferred payment method, such as mobile banking (GCash,

credit card, etc.), pickup, or cash on delivery. They also have a Shopee

check out that is only applicable for the buyers outside Calapan City. After

a successful checkout, J&T courier will get the items to their store that are

already checked-out, so they are prepared for shipping or delivery. When

a customer walks into their store, staff members will assist them and let them

put on whatever they like before they proceed to the counter to make

payment.

With the growth of social media platforms, it has become more and

more common to sell clothing online. These platforms are used by sellers to

increase their sales and promote their brands. While there are many

benefits to selling garments online, there are also some difficulties that

sellers could run across, and this one of the issues of Sab fashion has

encountered. A manual method could be challenging for the workers. They

also receive bad reviews from customers who make orders with them,

because of the comments that don't usually appear in the comment

section of the where users can leave comments on the things they

purchase. Growing Competition is another major issue for Sab fashion, as

many sellers use their Facebook accounts to sell products. Because they

lack an inventory management system, they were unable to easily monitor

the inventories they possessed. They did not keep track of all the clothes

they are selling because they had just gotten the majority of the clothing

from their own supplier and did not have time to make an inventory.

62
Statement of the Problem

The difficulties that an online clothes business faces have been

identified as the issue. Despite the benefits and convenience of online

purchasing, there are a number of serious problems that a store like this

could run into that could impede its development and profitability. These

issues consist of:

• The intense competition among sellers using social media platforms.

• Difficulty in providing accurate product information.

• They don’t have accurate tracking of their stocks.

• Duplication of posting because of Facebook problem

• Time consuming in confirming orders

Objectives of the Study

This E-Sab: An Online Ordering and Inventory System for Sab fashion

was created to support and speed up the expansion of their business. A

better online ordering and inventory system is something the clothing store

aspires to have. The aims of this system are as follows:

1. To create an e-commerce website for Sab fashion.

2. To expedite the customers online ordering.

3. To accurately show buyers what items that are still available.

4. To create back up files in every successful transaction.

5. To have an effective and inventory management.

63
Scope and Limitation

Scope of this study

The E-Sab: Online Ordering and Inventory System examines the

clothes that are being sell wholesale and retail processes. Customers have

the ease of exploring products, placing orders, and making payments

through online ordering systems from any location at any time. Businesses

can reach customers outside of their physical presence via an online

system. Since Sab fashion offers a shipment nationwide, they can serve a

wider local audience or perhaps a worldwide one by growing their

customer base with the use of the system.

A web-based system called E-Sab: Online Ordering and Inventory

System for Sab fashion incorporates user log-in where the user will be a

consumer. Customers may easily choose the garments they desire by

viewing the goods in this feature and viewing them. This contains a

shopping cart where users can add items whenever they want before

continuing to the checkout process, when they will be asked to provide

shipping-related information. The shop's couriers, J and T, will continue to

handle all shipping needs. J and T, the shop's couriers, will still handle all

shipping requirements. In an admin page a staff will post images of the

clothing line they are selling together with information on the product's

availability (brand, sizes, colors, and quantities).

E-Sab: Online Ordering and Inventory System for Sab fashion can

monitor inventory levels in real time to online ordering platforms. Businesses

can efficiently manage supply levels thanks to accurate and current

visibility into stock availability. E-Sab: Online Ordering and Inventory System

for Sab fashion speed up order processing by fusing inventory management

64
with order fulfillment procedures. They have the ability to automatically

assign stock to orders, lowering mistakes and raising order accuracy.

Limitation of this study

Online ordering platforms need reliable infrastructure and steady

internet connections to work properly. Operations can be affected by

technical problems including system outages, software defects, or network

concerns that might halt inventory management procedures. Despite the

automation offered by internet buying systems, manual processes and

human errors can still happen. Inventory disparities can cause customer

dissatisfaction and might result from data entry errors, miscommunications,

or wrong order fulfillment. E-Sab: An Online Ordering and Inventory System

the online payment process and delivery tracking for each item are not

included. The developers focus with the shop's ordering and inventory

systems. All things being sent and delivered outside of Calapan City must

be paid for in cash on delivery (COD).

65
Review of Related Literature

This chapter contains related literature and studies about online

ordering and inventory system. All information and date are published

research books and online journals.

Foreign Studies

According to article of “Paperless Receipt Solution (PRS) System”, by

Dyson J. (August 9, 2015) [36], Configure One’s Web-based E-catalogue

software called Concept E-Catalogue, is easy to implement and easy to

use. Designed for both B2B (Business to business) and B2C business to

consumer operations, it fully integrates with Configure One’s configurator

and CPQ software. The combined solution of Concept E-Catalogue,

Concept E-storefront solution that drives incremental revenue for your

company. Featuring extensive content management tools, the E-

catalogue software may be administered and maintained without

programming skills, freeing up your IT Team.

According to Madishetti and Kibona (2013) [37] Found that a well-

designed and executed inventory management contributes positively to a

small or medium-sized enterprises (SMEs) profitability. They studied the

association between inventory conversion period and profitability and the

impact of inventory management on SMEs profitability. They took a sample

of 26 Tanzanian SMEs, and used the data from financial statements for the

period 2006–2011. Regression analysis was adopted to determine the

impact of inventory conversion period over gross operating profit. The

results cleared out that significant negative linear relationship occurred

between inventory conversion period and profitability.

66
Srinivas Rao Kasisomayajula(2014) [38] An analytical study was conducted

on” Inventory Management in Commercial Vehicle Industry In India”. A

sample of five companies was selected for study. The study concluded that

all the units in the commercial vehicle industry have significant relationship

between Inventory and Sales. Proper management of inventory is

important to maintain and improve the health of an organization. Efficient

management of inventories will improve the profitability of the organization.

Local Studies

Geancyfood Online Reservation System is an online web-based

system wherein clients can make catering reservations through online. The

system can help the catering administration manage their filter, monitor,

and store and secure of all the reservations records. The system will help the

administration in making their work easy and fast such as updating, adding

new menu, and printing of records since all the files will be stored in the

database. It is more secure in an automated online system and it is more

reliable in processing reports and records of the reservation than using

manual based. The system allows clients to check their reservations and

availability whenever they are online and can make catering reservations

right away. Only the authorized personnel can access the system with the

use of its username and password for the security purposes.

Shopping is very important in our daily life, especially to those who

love to shop some furniture, whenever we need, we usually move to

shopping complex. Day by day, a large number of consumers increased in

shopping area. As a result, to provide a better consumer services and

satisfaction. Thus, consumers are not required to physically visits to shops to

make a purchase including spend to find out specific products, wait for a

67
long queue for payment. The purpose of this research is to design an

interactive online shopping system that can satisfy consumers to buy

products and which system will save cost, fewer employees, reduce

administration work and less time. The system online shopping cart made

for BR Chua Enterprises Inc. was one way of enhancing the business

competitively. Though the only problem was their usage of manual

inventory system, it was decided to make a system that can really help it

compete globally. Since BR Chua Enterprises Inc. produces high quality and

low-price kind of made-to-order furniture. It helps customers to shop

conveniently and accessibly. It helps customers to choose items they desire

to buy. It could also generate bills and update records automatically. It was

also capable of maintaining various records and storing all day-to-day

transactions.

According to R. Maliwat and M. Beronio (2013) [39] The existing Sales

and Inventory System for Standard Hollow Blocks consumes a lot of time

and effort in making transaction and retrieving records since it is done

manually. A proposed Computerized Inventory System is more efficient,

accurate, convenient, secure and reliable than the manual system. The

information or records about the product and sales can be easily

monitored and accessed. It can maximize not only the user’s productivity

but also the company’s business capabilities. Therefore, Computerized

Inventory System can improve the transaction process of a company and

it can resolve errors that are occurring on the existing system.

According to R. Poles (2013) [40], there are two things that need to be

considered: the control and the production planning. The inventory must

be focusing on the effects of capacity planning and lead times on the

68
system which presents push and pull inventory policies driven mainly by the

inventory coverage.

Methodology

Figure 5. Agile Model

The Agile Model under Software Development Lifecycle or SDLC

method is used for this study. Agile methodologies attempt to produce the

proper product through small cross-functional self-organizing teams that

produce small pieces of functionality on a regular basis, allowing for

frequent customer input and course correction as needed. In doing so,

Agile tries to address the issues that traditional "waterfall" methodologies of

delivering huge products over extended periods of time encounter, such

as client requirements changing frequently and resulting in the delivery of

incorrect products. The Agile model is a software development approach

that emphasizes flexibility, collaboration, and iterative development. While

originally designed for software development, the Agile model can be

69
applied to the development and implementation of an online ordering and

inventory system.

This research study aims to determine the clothing online ordering

and inventory system; the online ordering system will save customer’s time

and faster shopping of the clothes that may they want; actual picture and

details of items without visiting the store; to help customers choose the right

items they wanted because of wide variety of products on the website; to

help customers through suggestions of related clothes they want and need;

to increase productivity of the business through visiting the website because

of easier purchasing process and inventorying product; to make the

business available anytime, anywhere for customers even holidays and

weekends; part of the service is the and for easy payment process of the

customers.

Findings and Analysis

The E-Sab: Online Ordering and Inventory system was designed by

the developers, and Sab fashion will be able to increase operational

efficiency as a result of using the system. Automation lowers manual labor,

decreases errors, and streamlines the entire process for order processing,

inventory management, and fulfillment. Customers can explore products,

place orders which offers ease and accessibility. Customer loyalty and

satisfaction increase as a result. Online solutions give businesses real-time

access to their inventory levels, allowing them to monitor product

availability, avoid stockouts, and maintain optimal stock levels. This

increases the accuracy and effectiveness of inventory management.

70
Enhancing Operational Efficiency and User Experience: A Ticketing System

Proposal for Teknokrat Internet Cafe

A paper presented as partial fulfilment

for the requirements of

Enterprise Systems

Researchers:

Ilagan, Jomel

Robiso, Jairo

Ursua, U-J

71
Abstract

This research paper presents a proposal for the implementation and

evaluation of a comprehensive Management System in Teknokrat Internet

Cafe aimed at enhancing operational efficiency and improving the user

experience. The Teknokrat Internet Cafe currently lacks a systematic

approach to manage customer usage and streamline operations. The

proposed system is designed to address this gap by providing features such

as ticket-based authentication, session management, and usage tracking.

Through the utilization of unique tickets containing usernames, passwords,

and requested usage hours, customers can seamlessly access the

available computers. The system's server-side components facilitate user

registration, ticket generation, validation, usage management, and

account management. On the client-side, a login screen authenticates

customers, monitors session time, and terminates sessions upon expiration.

The proposed system promises to optimize resource allocation, reduce

administrative overhead, and improve the overall experience for both

customers and staff. The evaluation of the system will involve assessing its

impact on operational efficiency, user satisfaction, and the overall

effectiveness of the management process. This research aims to contribute

to the enhancement of computer cafe operations by proposing a

comprehensive management system specifically tailored for Teknokrat.

72
Introduction

An Internet cafe, also known as a cybercafé is a type of business

where computers are provided for accessing the internet, playing games,

chatting with friends or doing other computer-related tasks. In most cases,

access to the computer and internet is charged based on time. There are

many internet cafes located worldwide, and in some countries, they are

considered the primary form of internet access for people. (Rouse, 2016) [41]

However, many Internet cafes, including Teknokrat, face challenges

in efficiently managing customer usage and ensuring a seamless user

experience.

In this digital age, it is crucial for computer cafes to have effective

systems in place that streamline operations, authenticate users, manage

session time, and track usage. Such systems can enhance operational

efficiency by optimizing resource allocation, minimizing administrative

tasks, and ensuring fair usage among customers. Additionally, a well-

designed management system can improve the user experience by

providing a seamless login process, accurate usage tracking, and timely

notifications for session terminations.

To address these challenges, this research proposes the

implementation and evaluation of a comprehensive Management System

in Teknokrat Internet Cafe. The system aims to provide an efficient and user-

friendly environment for both customers and staff. By leveraging ticket-

based authentication, customers will receive a unique ticket upon

registration that contains their username, password, and requested usage

hours. This ticket will serve as their access pass to the computers in the cafe.

73
Several studies have shown the benefits of implementing computer cafe

management systems. In a study conducted by Khadka, K. and Maharjan,

S. (2017) [42], introduction of a similar system in a computer cafe led to a 30%

reduction in administrative tasks and improved customer satisfaction.

Furthermore, a survey conducted by (Nemiňo, 2018) [43], indicated that

customers prefer Internet cafes with efficient management systems that

ensure fair usage and provide accurate usage tracking.

By implementing the proposed system, Teknokrat can expect to

witness a significant improvement in resource allocation, reduced

administrative overhead, enhanced user experience, and ultimately,

increased customer satisfaction. This research intends to serve as a guide

for computer cafes seeking to implement efficient management systems

that optimize operations and elevate the user experience.

Business Case

This business case proposes the implementation of a Management

System to address challenges faced by the cafe in managing customer

usage efficiently and improving the overall operational efficiency and user

experience.

Currently, Teknokrat operates without a centralized system, relying on

manual processes for customer authentication, session management, and

usage tracking. This results in delays, inconsistencies in tracking, and

increased administrative tasks.

The proposed Teknokrat Internet Cafe Management System will

automate processes and provide key features:

74
a) Ticket-based Authentication: Customers will receive unique tickets for

easy login without manual input of credentials.

b) Session Management: Accurate tracking and automatic logout when

usage hours expire, ensuring fair usage and reducing disputes.

c) Usage Tracking and Reporting: Real-time tracking and comprehensive

reports to optimize resource allocation and plan effectively.

d) Account Management: Customer portal for viewing remaining hours,

recharging accounts, and updating information.

In conclusion, implementing the Teknokrat Internet Cafe

Management System will address current challenges, improve efficiency,

enhance the user experience, and provide a positive return on investment.

The following sections will outline the implementation plan, costs, and

projected benefits to support the decision-making process.

Statement of the Problem

The current manual processes employed at Teknokrat Internet Cafe

result in several challenges and inefficiencies that hinder operational

efficiency and degrade the user experience. The following are the

identified problems:

1. Manual Login Process:

• This process leads to delays, potential errors, and a slower customer

onboarding experience.

75
 • Inconsistent login procedures across computers can confuse

customers and cause frustration.

2. Limited Customer Account Management:

• Absence of a self-service portal restricts customers' ability to view

their remaining hours, recharge their accounts, and update their

contact information.

• Customers have to rely on staff assistance for account-related

queries, leading to increased support overhead and potential delays

in customer service.

3. Lack of Insights and Reporting:

• The absence of real-time usage tracking and comprehensive

reporting makes it challenging for Teknokrat to analyze usage

patterns, identify peak hours, and optimize resource allocation.

• Without data-driven insights, effective decision-making regarding

staffing, infrastructure planning, and business growth becomes

difficult.

These problems collectively impact the operational efficiency,

customer satisfaction, and overall performance of Teknokrat Internet Cafe.

The implementation of a comprehensive Internet Cafe Management

System aims to address these challenges and provide an efficient and user-

friendly solution.

76
Objectives of the Study

The general objective of this study is to implement a comprehensive

Teknokrat Internet Cafe Management System that enhances operational

efficiency and improves the user experience.

Specific Objectives:

• Develop a ticket-based authentication system that eliminates the

need for manual login processes.

• Implement session management functionalities to accurately track

and control customer usage duration.

• Create a user-friendly account management portal for customers to

view remaining hours, recharge accounts, and update information.

• Establish automated usage tracking and reporting capabilities to

optimize resource allocation and business decision-making.

• Evaluate the impact of the implemented system on operational

efficiency, customer satisfaction, and staff productivity.

• Identify potential cost savings and return on investment resulting from

the implementation of the Teknokrat Internet Cafe Management

System.

77
Scope and Limitation

The scope of this project is to implement the Teknokrat Internet Cafe

Management System, focusing on the development and deployment of

the proposed system within the Teknokrat Internet Cafe. The system will

cover key functionalities such as ticket-based authentication, session

management, usage tracking, and account management. The study will

evaluate the impact of the system on operational efficiency, customer

satisfaction, and staff productivity. The scope also includes identifying

potential cost savings and return on investment resulting from the system

implementation.

Despite the efforts to develop and implement the Teknokrat Internet

Cafe Management System, there are certain limitations to be considered:

• Hardware and Infrastructure: The project assumes the availability of

suitable hardware and infrastructure to support the system

implementation. Any limitations in terms of computer hardware,

network infrastructure, or other required resources may impact the

effectiveness of the system.

• Integration with Existing Systems: The study focuses on the

development of the proposed system as a standalone solution for the

Teknokrat Internet Cafe. Integration with existing systems, such as

billing or inventory management, is outside the scope of this project.

• External Factors: The study does not account for external factors that

may affect the performance of the system, such as internet

connectivity issues, power outages, or hardware failures. These

factors may impact the availability and reliability of the system.

78
 • Time and Resource Constraints: The project is subject to time and

resource limitations. These constraints may impact the depth of

system features, extent of testing, and the level of customization

according to specific requirements.

• Security Considerations: While efforts will be made to implement

security measures within the system, the study does not extensively

address advanced security aspects such as intrusion detection,

vulnerability assessments, or encryption. Additional security measures

may be required to meet specific security requirements.

It is important to acknowledge these limitations and consider them when

assessing the feasibility and applicability of the proposed Teknokrat Internet

Cafe Management System.

Review of Related Literature

We have gathered data from other existing websites or research

studies that are similar to ours. Here are some of the Related Studies

we have found:

Foreign Studies

The Common Ticket, locally called the “Spider Card” is a

contactless smartcard ticket used for public transportation systems in

Thailand. The card is used for all modes of transportation and increases

the convenience of public transit passengers while increasing public

transport ridership. This research aimed to identify the determinant

factors that impact passengers’ intention to use the Spider Card based

on the unified theory of acceptance and use of technology (UTAUT)

79
model by integrating perceived convenience and perceived sacrifice

as part of the perceived value. A survey of public transit users in the

Bangkok metropolitan area was conducted. The Partial Least Square-

Structure Equation Modelling (PLS-SEM) technique was employed to

examine the data. The results showed that perceived value,

performance expectancy, and facilitating conditions are all

significant factors. Perceived convenience and perceived sacrifice

are significant antecedents for perceived value. Surprisingly, effort

expectancy and social influence did not impact passengers’

intentions to use the Spider Card. The results also offer beneficial

information for public transit authorities in order to comprehend what

passengers desire from using these kinds of technology service

systems. (Prayoonphan & Xu, 2019) [44].

Many organizations and cyber cafes face threats from

unwanted messages when multiple users access the internet. This study

aims to collect useful information from different parts of the network to

effectively manage and control it. It investigates the design of a time

management system for cyber cafes to help administrators handle

client time and prevent unauthorized access to network resources. The

study involved respondents from the ICT Centre of ATBU (Abubakar

Tafawa Balewa University) and used structured questionnaires for data

analysis. The findings indicate that monitoring through a client/server

model enhances security, allowing for connection, fault, account, and

traffic monitoring. It also improves cyber cafe time management. The

study recommends implementing quality network monitoring,

enhancing security/authentication, improving timing for remote users,

80
adopting data encryption, and paying close attention to firewalls.

(IJIREM, 2015) [45].

In organizations, it's important to assign tasks to specific

machines based on their configuration and permissions. This helps

control network traffic, prevent denial of service attacks, and promote

fair resource sharing. The goal of this research is to ensure that users

only perform tasks they're allowed to. The study developed a network

monitor and control tool for monitoring tasks on a local area network.

Task permissions are assigned to machines and stored in an XML

configuration file. A background thread continuously monitors for and

reports the execution of unauthorized tasks. This improves network

performance by stopping illegal tasks. The tool was tested on the

department of computer studies' network at SIBER, requires minimal

system resources, and is open source. It generates a report of illegal

tasks, enabling network administrators to take corrective actions for

smooth network operation. (B Patil, 2015) [46].

Local Studies

An internet café or computer rental shop is a place where one

can use a computer with Internet access, usually for a fee, usually per

hour or minute. It started out in the late 1990s as "Lan shops" where

computers were networked to play LAN games. This type of business

needs determination of important factors such as computer

hardware, software, peopleware, and target market and business

model. In this research, computer rental shop representatives were

given a chance to evaluate the operational concerns and the time

and monitoring system of the business. The researchers are proposing

to develop a computerized internet café timer and monitoring system

81
to provide an accurate timer for sessions and proper monitoring to

safeguard computers from unauthorized use (Gatinga, 2018) [47].

Exploring the computer practices and readiness for e-learning

among internet shop users, specifically targeting adolescents. The

researchers surveyed 71 internet shop users, mostly adolescents, to

understand their profiles. The findings show that users primarily engage

in browsing and communication activities, with access to technology

at home. They also rated themselves as ready for e-learning, with

females showing higher readiness than males. Browsing activities had

positive correlations with communication and playing activities, while

playing activities had a negative correlation with e-learning readiness.

These results indicate that internet shops can be valuable for learning.

Teachers are recommended to engage students in e-learning

activities like online research, collaboration, and using educational

game-based resources. (Q. Alontaga, 2018) [48].

The adoption of mobile applications on smartphones and tablet

computers has become increasingly common among businesses and

service providers. It has been proven to be rapid and successful in

engaging the attention of consumers, communicating new

technologies, and developing processes such as ticketing systems for

transport companies. This research employed agile methodology in

developing an Android-based mobile ticketing system that involves

assessing current processes, suggestions for improving and optimizing

processes, designing software, creating, implementing, and system

evaluation. (Adducul, 2020) [49].

82
Methodology

This methodology outlines the development process for

implementing a ticketing system at Teknokrat Internet Cafe in San Vicente

West, Calapan City. The goal is to improve efficiency and enhance the user

experience by streamlining the ticketing process. Following the Software

Development Life Cycle (SDLC) methodology, the methodology consists of

six phases: Planning, Analysis, Design, Implementation, Testing, and

Deployment. Each phase plays a crucial role in successfully developing and

implementing the proposed ticketing system, ensuring it aligns with

Teknokrat Internet Cafe's requirements and addresses their existing

challenges.

Figure 6. Agile Model

83
Findings and Analysis

The implementation of the Teknokrat Computer Cafe Management

System has yielded positive results and has had significant implications for

the company. Here are the key findings and analyses:

Improved Operational Efficiency:

• The system's ticket-based authentication has streamlined the

customer login process, reduced delays and improving onboarding.

• Automated session management and usage tracking have

optimized resource allocation and reduced wait times.

• These improvements have enhanced staff productivity and

increased customer satisfaction.

Enhanced User Experience:

• The system's features, such as ticket-based authentication and self-

service account management, have improved convenience for

customers.

• Real-time usage tracking allows customers to monitor their usage

and plan accordingly, enhancing their overall experience.

Effective Resource Allocation:

• The system's usage tracking and reporting capabilities provide

insights into peak usage hours and customer preferences.

• This information enables better resource allocation, such as

optimizing computer and staff availability during high-demand

periods.

• The system's data-driven approach leads to cost savings and

improved operational efficiency.

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Improved Security and Data Protection:

• The system's ticket-based authentication and security measures

enhance access control and protect customer data.

• Encryption and secure storage mechanisms ensure the security and

confidentiality of customer information.

Overall, the Teknokrat Computer Cafe Management System has

brought positive changes, including increased operational efficiency,

improved user experience, effective resource allocation, and strengthened

security measures. These findings highlight the system's impact on customer

satisfaction, staff productivity, and the company's competitiveness.

Continued monitoring, feedback collection, and system improvements will

be essential to further optimize the system and adapt to evolving needs

and technology trends.

85
Examining Point of Sales System's Implementation

on Shell Fuel Station's Efficiency

for Improved Operations

A Paper Presented as Partial Fulfilment

for the Requirements of

Enterprise Systems

Researchers:

Aguilucho, Minerva

Landicho, Zyrel

Miniano, Mary Charlyn

Ramos, Jhane Lou

86
Abstract

The research subject is all about the examining the point of sales

system of implementation and impacts on Shell fuel station. It studies about

the problems occurred and how it can be solved by the proposing some

solutions that can help the points of sales system improved. The problems

that have seen are lag issues due to lack of storages, inability to apply

discounts and difficulties to remove or delete data from the system. Some

sorts of the solutions are the following make sure you have the newest

version of your POS software and make sure that the items or products in

your POS system are set up properly to allow discounts. Additionally, the

station must improve their storage by adding more external components or

hardware. The scope of this study covers within the employees and

supervisor working in the field. While the researcher limits the study from the

different behavioural problems of the customers/employees that may

encountered. The researcher uses System Development Life Cycle to fully

understand the flow of the study.

87
Introduction

The point of sale (POS) system is where customers pay for the items or

services that your business offers. Systems at the point of sale make it

possible for the client and the business to conduct a transaction. A point-

of-sale system (POS) is a computerized network that consists of a central

computer connected to a number of checkout terminals and backed by

a variety of hardware components, from bar-code scanners to card

payment terminals (Hiiemaa, K. (2022) [50].

Making use of the POS system can benefit your company. It enables

you to exert more control over how your organization is run. With a POS

system, you can easily track how many items are in the warehouse, how

many things you've sold on a daily or monthly basis, and how much money

you've made. It enables more effective planning and critical thinking. For

instance, a POS system makes it simpler to keep track of your inventory,

observe and evaluate sales process motions and tendencies, analyze sales

reports, and other data to more accurately predict future trends and your

company's needs.

The importance of employing different sales strategies equips the

business establishment with a strong foundation for the success of the

business. The adaptation of innovation in entrepreneurial companies

proved to be a powerful way of achieving business goals (Christensen,

Raynor & McDonald, 2015) [51].

Furthermore, in the study of Good et al (2018) [52] they claim that POS

is an information technology system enchanting the usage of a supervision

console, vital point, and software organization on the point-of-sale system.

88
Point-of-Sale system can effectively manage and monitor the sales and

inventory of a business. However, monitoring and notification of the credit

transactions are not integrated into the system.

The problems that the system encountered are the following:

• The Point-of-Sale System was not functioning well because of

storage.

• When putting discounts, it doesn’t take effect or doesn’t work.

• Difficulties on deleting the data sales.

Business Case

Shell Fuel Station is a business corporation that has many different

branches locally in the Philippines and in internationally. They aim to

meet the energy needs of society in ways that are economically, socially

and environmentally viable, now and in the future. Shell Fuel Station

started in small shop in London 200 years ago to become a major energy

company. In this study we focus to examine the implementation of point

of sales system in the Shell Fuel station located in Baranggay

Lumangbayan, Calapan City. The primary products that they are selling

are fuels, fire resistant hydraulic fluids, power engine oils, shell compressor

oils, etc. The business is operating for 12 years. The business was open for

24 operating hours. The target markets at the shop are the people who

wants to avail their products especially motorist, car owners and engine

owners inside Calapan City.We are currently sourcing our products and

goods by the company we are connected with from our branch.

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 The current process of Shell Fuel Station in Lumangbayan, Calapan City

are they input the calculation of the amount purchased by the customers.

Daily updating the Point-of-sale system by inputting the payment

transactions, time and date of the transaction and the discount of the

regular customers by their number code and their discount card. The

existing problem that the Shell fuel station experiencing are the lag issues

because lack of storage that makes their transaction too slow, problem on

applying the discounts in the systems that will result of chaotic data and

difficulties in deleting the input data.

Statement of the Problem

This study attempted to identify the problems occurred in the current

situation in about the implementation and impact of point of sales system

in Shell Fuel Station.

Specifically, this study seeks to find solution for the following problems:

1. Lag issues

- When software or online platforms are not regularly maintained, it

can lead to performance issues and lag experiences for users. In the Shell

fuel station in Lumangbayan, they experience lags issues when using the

systems. Sometimes it hangs for a several minutes that affects the time

efficiency for the users as well as the customers.

2. Inability to apply discounts

-The inability to apply discounts can be frustrating for both customers

and businesses due to the existence of lag issues they experiencing in the

90
fuel station. The inability to apply discounts can be attributed lag issues or

errors in the software or system handling the discount process. It could be

issue with the system's configuration that prevents discounts from being

applied correctly.

3. Difficulties on deleting the inputted data on the system

- It is difficult for the supervisor to input data when there are wrong

data that they cannot be able to delete. To put it simply, if the company

decides to be ignorant of this, it could endanger the data. Furthermore,

major problems including financial fraud, client loss, brand harm, and other

concerns could arise if any unauthorized parties were given access to this

data.

Objectives of the Study

In this section it states the primary objectives of our study about the

implementation and impact of the Points of Sales Systems in the Shell fuel

station located at Lumangbayan, Calapan City.

Specifically, this project aims to address the following objectives:

• To provide a user-friendly interface for processing sales, like scanning

bar-codes, accepting various payment methods, and generating

receipts.

• To manage the data in orderly manners and share connections

between different systems present in the station.

• To reduce manual data entry of products and enhancing different

operational efficiency.

91
 • To analyze data related to sales, customer behaviors, popular

products and trends being sold in the Shell Station.

• To provide for a smooth transaction between the shop and the

involve customers.

• In Sales Reporting and Analysis, to capture and analyze data related

to sales, customer behaviour, popular products, and trends.

Scope and Limitation

The Point-of-Sale System is use for the sales, inventory and payment

of the Shell Fuel Station in Lumangbayan, Calapan City. The POS System

made for the particular purpose that the admin or the manager only can

access the system by adding, deleting, and updating the data or the sales

and inventory of the Fuel Station. The systems accept different payment

methods like cash, online payment (gcash, paymaya), credit/debit card

and bank transfer payments. Lastly it covers the system by self-updating

systems that helps the station to improve more.

The study limits their system for the behavioral problems of the person

involves in the system in the Shell fuel station. The system will not be able to

access online the data because the system being used is application. Also,

in using the systems the regular employee can’t access the data in the

system.

92
Review of Related Literature

Foreign Studies

The capability of Point of Sale, (Mathew Cote,2015) [53]. When

replacing manual checkout procedures, there are three key solutions that

could boost a company's profitability. the first one might be a point-of-sale

(POS) system, the second one might be an information management (IM)

system, and the third might be a customer relationship management (CRM)

system. Within the parameters of this project, updating POS and IM is

investigated. The first point-of-sale system is equipped with the technology

used to complete and record sales transactions on the sales floor.

Barcoded products, scanning equipment, a checkout interface or

terminal, and additional features are frequently used. This collected data is

added to a database, which is often purchased software that is kept on a

corporate server.

A point-of-sale system is an interconnected network of computer

hardware and software that tracks sales and inventory as they happen,

(Carolina Barcode Inc. (2013) [54]. Point-of-Sale systems can help your

organization with a wide range of issues. The cash register is one of the focal

points of every retail or hospitality establishment. To run the business

effectively, it must be able to process transactions and tender money.

Replace your cash registers with a Point-Of-Sale (POS) system if you process

a lot of cash transactions to save money. Because most businesses were still

using manual systems for sales and inventory management at the time,

most of them had a lot of issues.

A point-of-sale system, a company or business can accept and

process payments from clients. Even though it sometimes seems simple, the

93
arrangement may operate in a number of different ways depending on

whether the business is selling online, has a physical store, or both. A point-

of-sale system is the name given to the payment system used by businesses.

The current point-of-sale systems are entirely automated, allowing

personnel to view customers and their transactions at any time. The point

of sales system and a device that can be used to access the internet will

both be provided to the employee. Deutch's essay is relevant to this

research since it looks at how the point of sales system functions.

Additionally, it discusses how a point-of-sale system can assist a worker or

even the business owner in keeping track of customers and their

transactions. (Deutch, K. (2020) [55].

Local Studies

S. Angeles (2016) [56] claims that Shop Keep is the finest POS option for

shops. Since the applications are cloud-based services made available

resources or services from the servers of a cloud computing provider, on

demand, to customers over the internet. Such POS system has a ton of

helpful features for shops. provides a lot of helpful tools the shops to spend

less time promoting the business and more time increasing sales concern

about the back-end procedures. As a result, this method enables shops to

control inventory, acquire data, increase sales, control labor and reports

can be produced directly from the POS system.

The Point of Sale (also called POS or checkout, during

computerization later becoming electronic point of sale or EPOS) is the

place where a retail transaction is completed. It is the point at which a

customer makes a payment to the merchant in exchange for goods or

services. At the point of sale, the retailer would calculate the amount owed

94
by the customer and provide options for the customer to make payment.

The merchant will also normally issue a receipt for the transaction.

(Raniza,2014) [57]

Point-of-sale (POS) system (Morales et al... 2020) [58] is a computerized

system that can be used in groceries to compute fast and determine the

prices quickly. Development life cycle framework defining tasks were

performed at each step in the software development process. The systems

development life cycle is a structure followed by the development team

within the software organization; it consists of a detailed plan describing

how to develop, maintain, and place a specific software. The life cycle

defines a methodology for improving the quality of the software and the

overall development process. The researchers developed a POS system to

help in record keeping and accounting. A simpler point of sale system is

more advanced and uses the information that it collects to simplify the

accounting process by using a computerized and updated POS system for

a convenient and easier transaction.

Methodology

This chapter summarizes the method used by the researcher to

collect the data needed for this study. The researchers are examining the

point of sales system on the implementation on Shell fuel station. System

Development Life Cycle approach is used because it is more reliable and

more likely to get objective and accurate results and findings. The

researcher interviews a specific person that works on the station to fully gain

information about the study.

95
 The researchers conducted a study using the SDLC methodology

and employed various methods to collect data. SDLC methodology is a

way to manage a project by breaking it up into several phases. It involves

constant collaboration with stakeholders and continuous improvement at

every stage. An organized procedure known as the Software Development

Life Cycle (SDLC) provides the fastest possible production of high-quality,

low-cost software. Producing top-notch software that meets and surpasses

all client expectations and needs is the aim of the SDLC. The SDLC develops

and specifies a comprehensive plan with stages, or phases, each of which

includes its own procedure and outputs. Following the SDLC reduces

project risks and costs and speeds up development while increasing the

efficiency of production.

Agile model is used because it is more reliable and more likely to get

objective and accurate results and findings. The researcher interviews a

specific person that works on the station to fully gain information about the

study. The researchers conducted a study using the agile model and

employed various methods to collect data. Agile model is a way to

manage a project by breaking it up into several phases. It involves constant

collaboration with stakeholders and continuous improvement at every

stage. Once the work begins, teams’ cycle through a process of planning,

executing, and evaluating. The methods used in the study include:

1. Planning: the researcher plans where to find clients for the study

and brainstorm some questions about the topic being indicate.

2. Analysis- The gathered data was being analyze and critic

converting the information gathered during the planning phase into clear

requirement for the study needed.

96
 3. Design- The researcher visions the elaborated documents on how

to use the software responds to user actions.

4. Implement- The researcher will take progress for the design that

they want to implemented. They turn the software requirement into

development stage.

5.Testing- The researcher test whether the system is working for the

assurance of the team to proceed in the next phase.

6. Deployment- The researcher intended to deliver the final product

to the system they want to improve.

Figure 7. Agile Model

Findings and Analysis

We discovered throughout our chat with them how crucial and

beneficial the point of sale is to their operation. The suggested solutions in

our study have been used to repeatedly solve problems existed in the study.

First are the lag issues due to lack of storage, In the Shell fuel station

in Lumangbayan, they experience lags issues when using the systems.

Sometimes it hangs for a several minutes that affects the time efficiency for

97
the users as well as the customers. As for the solutions we propose that their

business make sure you have the newest version of your POS software.

Contact the company or person you got the software from and ask if there

are any updates or fixes that can help with the lag. Installing the latest

version might have improvements that make the system work better. Don't

forget to make a copy of your data before making any changes to your

POS system. It's important to back up your information, especially when

updating software or making big adjustments.

Aside from the updates, the system must add new or upgrade

storage to help the system and interface to work well to avoid lag issues.

The lack of storage is the main reason why the system is lagging and doesn’t

work well.

The inability to apply discounts can be frustrating for both customers

and businesses due to the existence of lag issues they experiencing in the

fuel station. Make sure that the items or products in your POS system are set

up properly to allow discounts. Check if the discount settings are applied to

the correct items and that any restrictions or limitations on discounts are set

correctly. Before you make any changes or fixes to your POS system, it's a

good idea to test them in a safe and controlled place. This lets you see if

everything is working right before you use the changes in your actual

business.

Our research has revealed the paramount importance of

implementing efficient systems in business operations, particularly point-of-

sale (POS) systems. These systems prove to be invaluable as they

significantly reduce the time required for various tasks. By integrating a POS

system, businesses are able to streamline their operational procedures,

98
thereby making them more efficient and less time-consuming. The

utilization of such systems simplifies the overall process for business owners,

allowing them to navigate through tasks and transactions with ease.

Ultimately, the implementation of a well-designed POS system enhances

productivity and provides a smoother experience for both the business and

its customers.

99
Enroll: A Streamlined Enrollment System of the Calapan Chu Eng

School, Inc.

A paper presented as partial fulfillment

for the requirements of

Enterprise Systems

Researchers:

Lanot, Sheena Mae D.

Pimentel, Jorge Hendrick R.

Yero, Cris Mark I.

100
Abstract

Education is one of the most important things one person needs to

be successful in life. That is why children are already encouraged to start

learning at an early age. All of this is done to prepare the child’s future into

becoming an independent and intelligent adult.

Sadly, not all places have good standards to be able to provide

children the quality education they need. Some educational institutions

may have the proper place to establish a haven for children to learn and

grow but are still limited by the resources that they have. Looking on the

bright side, technology has continued to improve over the years, bringing

new innovations, ideas, and major upgrades to many processes, helping

people get things done faster. This is where Calapan Chu Eng School, Inc.

stands today, in the line between manual processing and automation. They

can deliver the quality education the children need, but their capacity to

teach students is limited by the technology that they currently have.

Moreover, their manual processing has made them suffer data losses since

documents are kept physically.

Seeing this, the researchers have concluded that all they needed is

a slight push over that line, by proposing “eZEnroll: A Streamlined Online

Enrollment System for Calapan Chu Eng School, Inc.”. With this enrollment

system, the institution can now easily manage, accept, and encourage

more students to enroll and complete their primary and secondary

education in their institution.

101
Introduction

Software Development plays a vital role in Information Technology.

In any kind of innovation, this becomes efficient, like creating applications,

systems and more that make people access online. It will help to improve

productivity and stream operations. It is also facilitating the development

of any artificial intelligence, big data, cloud computing and even mobile

applications. Also, software development ensures the reliability, security,

and scalability of the software systems. Software development is the core

of information technology that enables the growth of business and society.

The faculty and staff of Chu Eng caters to the educational needs of

a maximum of 180 students, supported by a dedicated team of 21 teachers

and non-teaching staff. The school takes pride in its commitment to

providing quality education and nurturing the talents and potentials of its

students, especially to those at an early age. One crucial aspect of their

operations is the implementation of manual enrollment, which takes place

during the early weeks of August. During this period, students and their

parents or guardians go through a systematic enrollment process to secure

their spots for the upcoming academic year. This manual enrollment system

ensures that all students are properly registered and accounted for,

enabling the school to plan and allocate resources efficiently. While

manual enrollment may involve physical paperwork and administrative

tasks, it serves as an important process to organize student records, update

necessary information, and ensure a smooth transition into the new

academic year. It allows the school to gather essential data about its

student population, such as demographics and academic needs, which

can inform future decision-making and resource allocation. Henrrickson

(2017) [59] stated that, “Going from paper-based enrollment processes to an

102
online enrollment management solution can not only increase efficiency

for schools and districts, but it can also help narrow the opportunity gap for

students.” Chu Eng’s commitment to manual enrollment showcases its

dedication to detail-oriented processes that prioritize the accuracy and

completeness of student information. By implementing this enrollment

system, the school demonstrates its emphasis on effective administration

and its mission to provide a conducive learning environment for all its

students.

There are many difficulties with the manual or paper-based

enrollment process at Calapan Chu Eng School, Inc. One of the major

problems is the fact that they don’t have a centralized online data storage

to encode all of the students’ and enrollees’ data. This is due to the fact

that they offer three distinct choices for payments regarding enrollments

and tuition fees. By streamlining the process and easing the problem of

teachers, switching to an online registration system could help solve these

issues and enhance Chu Eng's overall effectiveness and organization. The

previous two-hour long enrollment process can be done in minutes after

the implementation of the system. The faculty and staff won’t also have to

worry about data loss anymore since it is now saved online. According to

Ibay, Villegas, Madisa, Clemen and Abenes (2014) [60], applying the

automation of the enrollment system of a school will significantly help the

staff and management in organizing the information of the students. This

system will help the officials to look for certain information in just a matter of

a few clicks without having to look for it under a drawer with piles of papers.

In an educational institution, a smooth-flowing method of data recording is

essential.

103
 The researchers have created the eZEnroll Online Enrollment System

to reduce the workload for teachers and streamline the enrollment

procedure. They are determined to find a better way to enhance the

manual enrollment in Calapan Chu Eng School, Inc. With this system,

students and their parents can access the online enrollment. It will be a user-

friendly interface wherein applicants can provide necessary information

and upload needed documents. It will also feature real-time updates and

notifications.

Business Case

Calapan Chu Eng School, Inc. was established in 1930, and is located

at Araceli Luna St., Brgy. Ilaya, Calapan City. It was established by a group

of Chinese businessmen that decided to settle down, to help spread the

Chinese culture here in Calapan. It has undergone many changes ever

since, in which their latest major upgrade was just done recently in 2015. It

is now led by the current principal, Ms. Shareen Grace C. Ganchua.

Currently, Chu Eng has 168 students with over 20 teachers and non-

teaching staff. The mission of the school is to provide a conducive learning

environment that will foster excellence through quality education. The

school also builds the character and even individual talents of the students.

It also empowers knowledge, skills and values. Its vision is to allow the

students to realize their full potential and become a catalyst for positive

change, a renowned leader striving to be recognized for excellence in the

whole world. The problem in Calapan Chu Eng School, Inc. was the manual

enrollment process, which takes place at early August, with early

registration starting in as early as May. This is to ensure that all students are

104
enrolled in the said dates while involving paperwork and tasks manually.

They are committed to the manual enrollment process that is a detail-

oriented process. By proposing the system “eZEnroll: A Streamlined

Enrollment System for Calapan Chu Eng School, Inc.”, the school will

demonstrate its emphasis on an effective administration. Whether you

signed up for a gym membership or enrolled your child in a summer camp,

online enrollment is an easy and effective tool for those who are searching

for that instant satisfaction of being “accepted.” (Krisha T. Binayao,2013) [61]

Statement of the Problem

1. No Centralized Data Storage - The current process of enrollment in

Calapan Chu Eng School, Inc. needs a centralized online database

to store and easily update their data, especially because of how

much information there is to be evaluated and processed by the staff

on each enrollee.

2. Slow Processing of Transactions - There are a lot of payments and

transactions involved in private schools like Calapan Chu Eng School,

Inc., especially during enrollment, and because they do it manually,

they also manually manage invoices or receipts.

The problems mentioned explain what Calapan Chu Eng School, Inc.

is experiencing in their current enrollment process. This is because they

process the documents and data of the students manually.

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Objectives of the Study

The main objective of the study is to give Calapan Chu Eng School,

Inc. a Streamlined Online Enrollment System that is accessible and user-

friendly to both parents, students, and teachers.

1. Increase Efficiency - to make the process streamlined and to reduce

manual paperwork, especially on transactions.

2. Enhance Accessibility - to ensure that the system will be accessible

to all students and even parents/guardians.

3. Improve Data Accuracy - achieve a measurable improvement in

terms of data accuracy and minimize errors caused by manual input,

as well as to provide real-time updates to the stored data.

Scope and Limitation

The project's overall goal is to create and implement an Enrollment

System, a simplified enrolling system for Calapan Chu Eng School, Inc. The

system intends to streamline and automate the registration process and the

transactions involved, making it more comfortable for both the school

administration and the students/parents as well as more effective for both

parties. The scope and limitations are the following:

Scope of this study

1. Online Enrollment - The system will give the students a privilege to

enroll online.

2. Student Information - The system will capture and store the data and

information of the student.

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 3. Uploading Documents - The system will enable the students to upload

required documents like PSA birth certificate and Report Card.

Limitation of this study

1. Scalability - The system can only manage data retrieved mainly from

the enrollment process, and any other data within the school (e.g.,

Library Information) will require additional integration.

2. Flexibility – Calapan Chu Eng School, Inc. has its own unique

enrollment process, and therefore, the proposed system is only

adapted for that unique process. Attempting to implement the system

to other schools will require some adjustments.

3. Compatibility – The system will be designed only for private Christian

schools similar to Calapan Chu Eng School, Inc. Attempting to

implement the system to public schools might cause problems.

Review of Related Literature

In this section, the researchers have mentioned relevant studies to

present this research paper to the readers in a comprehensive but simple

term. This chapter shows different insights into the direction that future

developments in the use of web services in the industry is likely to take and

perspectives regarding the enrollment system of different schools.

Furthermore, the information in this chapter aids in familiarizing readers with

topics that are relevant and related to the current research.

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Foreign Studies

Our Online student enrollment system enables students to enroll into

their subjects prior to the commencement of their semesters. This enrollment

system not only allows international students to enroll through the internet

without traveling to the campus but also incorporates the business rules.

These business rules cover a wide range of regulations and policy such as

subject pre - requisite, student's payment status, course coordinator's

decision and the correspondence of students' seniority to the intended

enrolling subjects. (Jennyliz R. Lucas, 2013) [62].

According to Henrrickson (2017) [59], on her article entitled Optimizing

the Benefits of Online K-12 Enrollment and Registration. She stated that,

“Going from paper-based enrollment processes to an online enrollment

management solution can not only increase efficiency for schools and

districts, but it can also help narrow the opportunity gap for students.”

According to Nick Clark (2015) [63] on Education Philippine published

on 7 June 2015, he stated that, “The Philippine education system has been

heavily influenced by its colonial history, which has included periods of

Spanish, American and Japaneserule and occupation. The United States

has left the largest imprint on the education system, with many academics

at the nation’s universities having received their training at U.S. universities.

It is no surprise, then, that the number of students enrolled at universities

abroad has increased steadily since the start of the new millennium”.

Local Studies

Over the years the population of enrollees exceeds constantly from

the anticipated annual growth. During enrollment, vulnerability to errors in

bookkeeping is defined which would consume much time delaying the

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enrolment process. Whether you signed up for a gym membership or

enrolled your child in a summer camp, online enrollment is an easy and

effective tool for those who are searching for that instant satisfaction of

being “accepted.” In today’s world, technology has become our number

one asset for communicating and for good reason: It saves time, is cost

effective, and can give instant feedback. (Krisha T. Binayao, 2013) [61]

According to Patrick H. H. Then (2013) [64], on his article on Risk

Management entitled Simple Benefits of Enrollment System he said that

“Today, there is an extensive menu of comprehensive systems to choose

from. Yet some of them offer information on only one particular carrier,

reducing their usefulness. If management has to provide information about

one health plan electronically, yet offer other data on paper, it

complicates the process for employees, forcing them to spend too much

time trying to understand their options. As the workplace becomes wired

for total electronic communication, it behooves risk managers to consider

only those systems that work with many types of plans.”

According to Ibay, Villegas, Madisa, Clemen and Abenes (2014) [60],

applying the automation of the enrollment system of a school will

significantly help the staff and management in organizing the information

of the students. This system will help the officials to look for certain

information in just a matter of a few clicks without having to look for it under

a drawer with piles of papers. In an educational institution, a smooth-

flowing method of data recording is essential.

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Methodology

“eZEnroll: A Streamlined Enrollment System for Calapan Chu Eng

School, Inc.” followed the Agile model of the Systems Development Life

Cycle (SDLC), which is known for its iterative and collaborative approach.

The researchers chose this methodology so that the proposed system can

be easily monitored every time additional functionalities are added. This

also ensures that the system has been rid of almost every error possible

before implementation.

Figure 8. Agile Model

There are three necessary roles needed to make the system work.

These are the students, who provide the requirements needed for them to

be enrolled, the assigned teachers, who use the information provided by

the students, and the admin, which can be the principal, that oversees the

entire enrollment process, and the person who manages control of the

system.

The system will be accessed by the students and teachers via its own

website, where they will login via their ID numbers, or register, if they’re new.

The enrollment process starts with the students. They will send their personal

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information by answering the registration form on the website. They will also

attach any required documents on the website. The system will then obtain

the information given and save it on the school's database. The teachers,

on the other hand, will access this information so that they can assign

courses and time schedules for the students. After every quarter, they will

encode the students’ grades on the system, and the system will

automatically generate the report card, which can then later be printed,

signed, and distributed to the students. These report cards are needed by

the students for future enrollments.

To ensure data integrity, the admin checks first these attempted

processes before they are executed. The teachers will need the admin’s

verification first before accessing the students’ information. If a student is

going to ask the teachers for any changes in his/her information (e.g.,

requesting alternative courses), the admin will first check this before the

teachers are allowed to change or update the student’s information. The

admin also verifies the grades first before the report cards are generated.

The admin is also involved in signing these report cards before they are

distributed to the students. And most important of all, the information sent

by the students for enrollment is also verified by the admin. Before the

system can officially consider a student to be enrolled, it must first need the

admin’s confirmation. The system will only generate a Certificate of

Enrollment to be given to the enrollee after it receives the admin’s

confirmation. All payments are also settled within the system, and all

needed invoices or receipts are automatically generated by the system.

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Findings and Analysis

The researchers have gathered information about Calapan Chu Eng

School, Inc. and its current status, and some of them have been deemed

very crucial by the researchers for the design and successful

implementation of the proposed system. The proposed system will solve the

following discovered problems:

• No Centralized Data Storage - The system will include an online

database where all data records will be stored. This will alos allow the

faculty and staff to experience real-time updates to their stored data,

significantly reducing their time for encoding.

• Slow Processing of Transactions - The system will also feature an

automatic generation of invoices or receipts for any transaction

involved. Moreover, since it is an online system, online payments can

now easily be settled without having to leave the campus.

The process of enrollment in Calapan Chu Eng School, Inc. will be

easily accessible to any respondent, especially for the parents who enrolled

the students. In regards, expected problems to be encountered will be the

scalability of the system where the data gets large enough that it can't be

managed by the system. Also, human errors are still to be expected, where

data integrity can be slightly compromised.

In conclusion, eZEnroll: A Streamlined Online Enrollment System of the

Calapan Chu Eng School, Inc. has the potential to address the current

problems that they are encountering, by using an enrollment system. This

system will surely enable the faculty and staff to handle more students,

process their applications faster, and boost the overall efficiency of the

enrollment process.

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Implementing a Self-Service Kiosk System at Continentea to Streamline

the Business' Ordering Process

A paper presented as partial fulfillment

for the requirements of

Enterprise Systems

Researchers:

Abad, Niwed Clemente

Abas, Phaul Angeleo T.

Rivero, Jenah Marie Z.

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Abstract

The goal of the research is to assist the company with their issue,

which is a shortage of staff, so we choose to propose the installation of a

self-ordering kiosk system as a solution. Self–ordering kiosks are becoming

more common in the food service industry due to their ability to streamline

the ordering process, increase efficiency, and improve customer

satisfaction. By implementing a self–ordering kiosk system, Continentea can

offer customers an easy and convenient way to place their orders,

customize their drinks and pay for their purchases. This reduces the

workload of the staff, giving them time to focus on other tasks such as

preparing the food and tending to other needs of the customer.

Additionally, self–ordering kiosks can collect valuable data on customer

preferences which can help optimize their menu and make it more flexible.

In summary, a self–ordering kiosk system can provide the business with the

prime solution for their problem.

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Introduction

The first Airplane and Flight Attendant-inspired Cafe Restaurant in

Calapan City, Oriental Mindoro which started in the late part of 2021 which

got popular fast in social media for its airplane structured shop. It is new to

the cafe business, but it has a very flexible menu with many new products

and is popular for students and young professionals who want a casual

dining experience and for chilling and having coffee while doing their

work/studies. The shop has many competitors as there are a lot of coffee

shops in Calapan and the location is a little far away from the busy streets

and it is rather hard to find and there are also no signs for it to be discovered

easily but they have social media accounts which helps them to boost their

products and also let people know what they have to offer. The main

problem of the shop is that there are insufficient crew members stated by

the owner as it is hard to manage as it is with five on job training staff and

two regulars. Our objective to help the business is to install a kiosk which will

help the business with shortage of crew because a kiosk has a self-ordering

system. Kiosk is like ordering online but through a bigger screen inside the

establishment which reduces the workload of the crew. A self–ordering

Kiosk can also offer contactless service that keeps the staff and the

customer safer in the Covid–19 era. Self–ordering Kiosk can also improve

the overall accuracy as customers are provided with visual content and

also provides quicker service.

In recent years, the use of self-ordering kiosk systems has become

increasingly popular in the foodservice industry (Foodics, 2022) [65] .These

systems allow customers to place orders and pay for their meals without the

need for human interaction. While self-ordering kiosks have been around

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for some time, recent advances in technology have made them more user-

friendly and efficient, leading to their widespread adoption by fast food

chains, restaurants, and cafes. The purpose of this research paper is to

examine the benefits and drawbacks of self-ordering kiosk systems, as well

as their impact on customer satisfaction and operational efficiency in the

foodservice industry.

Lafitte (2019) [66] stated that one of the primary benefits of self-

ordering kiosk systems is the ability to reduce wait times for customers. With

self-ordering kiosks, customers can place their orders quickly and

accurately, without the need for a human cashier to manually enter their

order. This not only reduces wait times for customers, but also frees up

employees to focus on other tasks, such as food preparation and customer

service. Additionally, self-ordering kiosks have been shown to increase order

accuracy, as customers are able to enter their own orders and customize

their meals to their liking.

Despite their many benefits, self-ordering kiosk systems also have

some drawbacks. One of the main concerns is the potential loss of jobs for

human cashiers. As more businesses adopt self-ordering kiosks, there is a risk

that traditional cashier roles will become obsolete, leading to job losses and

economic disruption. Additionally, some customers may find the self-

ordering process confusing or impersonal, which could negatively impact

their overall dining experience.

Self-ordering kiosk systems have become an increasingly popular

option for foodservice businesses looking to streamline their operations and

improve customer satisfaction. While there are certainly benefits to this

technology, it is important to consider the potential drawbacks, such as job

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losses and customer dissatisfaction. As more businesses adopt self-ordering

kiosks, it will be important to monitor their impact on the foodservice industry

and society as a whole. By doing so, we can ensure that these systems are

used responsibly and in a way that maximizes their benefits while minimizing

their drawbacks.

Business Case

Continentea is an Airplane and Flight Attendant-inspired Tea and Cafe

Restaurant in Calapan City, Oriental Mindoro located at 217 Yasmin St.

Morning Breeze Tawiran. The business was established on October 28, 2021.

It offers a distinctive concept, which attracts numerous customers from

its exceptional exterior and interior design, cozy ambiance, and the

worthwhile experience of dining in a plane up to its world-class menu. Since

the business’ opening, it has been one the most frequently visited Tea and

Cafe Restaurant in the city. The business operates daily serving almost a

hundred customers each day while their income is kept confidential.

However, due to its number of customers, the business encountered

issues with the lack of staff to carry out the operations of the establishment

such as cooking, coffee making, cleaning, manning the counter area,

managing their Facebook page, and taking photos of the customers dining

in their shop. According to Mrs. De Castro, most employees applying in her

shop quickly leave after months even though the benefits she’s giving to

her employees are excellent. There are times when the stream of customers

is too many but since there is a shortage of staff, the duration it takes for

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them to serve the customers’ order is prolonged and the time to wait in line

at the cash register is also too slow-moving.

The business’ current ordering process stays by a staff manually taking

up the customers’ order, writes it on a piece of paper, computes the price

and passes it to the kitchen for the kitchen staff to prepare their orders.

Other staff ask the customers to take a seat and wait for their orders,

especially when there are a lot of customers. It often results in customers'

dissatisfaction in the slow order processing.

In the light of this problem, the group came up with a solution which is

implementing a self-service kiosk that would help speed up the ordering

process of the customers, without the need of human assistance. Hence,

waiting time is reduced for the customers and enables the other staff to

concentrate and provide assistance on other areas of customer service.

This way, the business would need less crew since there is a system that

would perform the task of the front-line crew such as taking customer

orders, and receiving customer payments.

The opportunities the group saw in implementing a self-service kiosk will

help ContinenTea to save business resources and provide a more effective

and efficient service to its customers that will improve customer satisfaction,

give them a more efficient experience and encourage customers to

remain.

Moreover, the business opportunity stays sustainable for Continentea as

customers continue to recognize milk tea as their preferred beverage.

According to Negosyanteng Pinoy (2023) [67], milk tea is a thriving market

driven by the increasing demand for milk tea as a beverage of choice

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among Filipinos, especially the younger generation. Additionally,

technology is increasingly important in the milk tea industry and with

Continentea upgrading the business to have a self-ordering kiosk, the

business can be sustained and stay connected with customers and

streamline the operations.

Statement of the Problem

The researchers have made the decision to start working on

implementing a self-service kiosk system for Continentea after discussing

with the owner.

• The owner revealed that the main problem existing in her business is

having insufficient number of staff that would help the business carry

out their business’ operations like cooking, brewing coffee, cleaning,

managing the counter, running their Facebook page, and taking

pictures of clients dining in their facility. By implementing a self-service

kiosk system, this will help the business to speed up their business

processes as the system could take over the task in the counter area

that will allow the business to only require one counter attendant,

send other staffs in other business areas that needed more help, and

provide quicker service to the customers.

Objectives of the Study

The aim of this study is to design a system to improve the business

service system shifting from the manual ordering system to a self-service

kiosk system. Specifically, it aims to:

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 1. Provide an efficient kiosk system which will be adept of:

a. Reducing the workload of ContinenTea crews

b. Boosting customer’s satisfaction and

c. Encourage continuous sales.

1. Prepare the implementation plan of the self-service kiosk.

2. Sustain the business through technological advancement of the

business’s ordering process.

Scope and Limitation

The scope of this research revolves around the restaurant,

Continentea. The researchers needed to know what problems are existing

in the business and how they will help them. This will help the business to

resolve those issues they are currently facing. This project is applicable to

businesses who want to speed up its ordering processes in order to lessen

the number of staff needed in the business and to provide quicker service

to the customers that will result in excellent customers’ satisfaction. This

system’s main purpose is to replace the manual ordering process of the

business as the system will handle tasks like receiving customer orders and

processing payments at the counter.

The beneficiaries of this research are the following:

1. Client - the client who owns the restaurant where we would implement

the system.

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2. Business owners - This research will provide an idea to business owners

about the benefits of having a self-service kiosk system and how it would

help businesses speed up its processes.

3. Future researchers - this research will benefit the future researchers for

them to have references as related studies to their future studies.

The kiosk system’s limitations are the following:

1. No voice recognition

2. No touch less gesture technology: This system will not function if it is not

touched by the customers.

3. Cannot address customers concerns: There are some instances where

the customers would have concerns about the business’ products or menu

and the system would not be able to address it as the system does not have

the feature of answering customer queries.

4. Limited personalization: Although self-ordering kiosks let clients make

certain changes to their purchases, they might not offer as much

personalization as placing an order with a live person. For consumers with

complicated orders or specialized dietary requirements, this may be a

disadvantage.

Review of Related Literature

Foreign Studies

Food service businesses can greatly achieve benefits using kiosks.

According to a research, Yang et al. (2019) [68], “the findings suggested that

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kiosks provide improved customer satisfaction but can also result in

reduced perceptions of hospitableness. The respondents felt that kiosks

improved efficiency by eliminating the need to queue to place an order

and provided more relaxed time for making their menu selections.”

Moreover, it showed that “many respondents indicated there was no

pressure when using kiosks as the kiosks offered more time and a judgment-

free environment for customers.”

The study of Ishak et al. (2021) [69], revealed that the implementation

of self-ordering kiosks (SOKs) in restaurants “improve their service in offering

a digital dining experience to millennial customers.” It discussed how

“placing industry revolution 4.0 (IR4.0) is at the forefront of the digital

agenda in manufacturing industries which targets to modernize industrial

capability and increase competitiveness. The foodservice industry

embraces this current revolution, where digital dining offers mesmerizing

experiences by making the trip to restaurants more appealing and

interactive.” Customers were able to access a hassle-free ordering when

visiting restaurants with an established ordering kiosk. It provided an

alternative to the manual ordering from restaurant crews.

Moreover, Seo, K.H. (2020) [70], presented fundamental data on the

technology acceptance of kiosks in QSR (Quick Service Restaurants) and

the marketing plans for efficient management performance. According to

the research, “customers highly appreciate the efficient benefits and ease

of use of the kiosk system, managers must offer the kiosk’s unique technical

capabilities. Therefore, technology development is continuously necessary

to enable ease of communication during the interaction between the

customer and this system. Efforts to develop content for stronger

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communication can lay the foundation for the spread of positive social

impact.” Furthermore, “this study confirmed remarkable results among

price value, trust, and behavioral intention through kiosks. Yet if trust is not

the basis, that value is not transferred to behavioral intention. Therefore, the

managers have to build a technology infrastructure so that belief between

the customer and the system can be formed in the process of self-ordering

and receiving services by the customer, and an additional management

plan to resolve technical service failures. In particular, when developing a

kiosk’s application programs, the protection of customer information should

be a top priority.”

According to another research, Samengon H. (2022) [71], these are

the motivations to use self-service kiosks in fast food chains: convenience,

meeting needs and alternative options. “Many participants suggested that

the interactive SSK is more comfortable and faster than other types of

consumer contact. Respondents agree that technical approaches are

always favorites due to the prevalence of technology in daily life so the user

would have greater contact control. Consumers and employees interact

with one another in the traditional setting to better understand the

transactions. SSK is considered useful because it minimizes potential

contact gaps and misunderstandings. Respondents have also said that the

consideration of SSK to be a smoother and simpler processing tool, even

though the use of SSK might not be a faster process. Another motivation to

use self- service kiosks is to achieve meeting needs. Another motivation is

meeting needs where “most respondents indicated that the content of the

product was more important than the social experience during the

transaction… many participants shared their desire for a simplified process

that was exact and effective.” On the other hand, another motivation is

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having alternative options. “According to the respondents, another

motivation to use SSK technologies is that people can make different

choices depending on their circumstances. Many consumers prefer self-

checkouts and SSK technologies when they are accessible because they

are less distracting and more secure.”

In addition, according to another research, Baba, N., Shahril, A. M.,

& Hanafiah, M. H. (2020) [72] explored the relationship between the customer

self-ordering kiosk usage and post-purchase behavior in quick-service

restaurants. It showed that effort expectancy represents the ease

associated in the use of self-ordering kiosks and it is highly believed that it is

significant for the initial and continuous usage intention by the consumers.

Social influence in using self-ordering kiosks also positively affects customers

as well as direct menu-ordering transactions. It discusses facilitating

conditions in using self-ordering kiosks that positively affects customer post-

purchase behavior. Hedonic motivation involves the aspects of the self-

ordering kiosk which is perceived as fun, enjoyable and/or entertaining by

consumers; price value and habit urges for the need to regularly use the

self-ordering kiosk and positively affects customer post purchase behaviour.

Local Studies

Kiosks' system is not only beneficial for common customers but also

with persons with disabilities. According to local research, Peteza, E. et al.

(2022) [73], “The result in research conducted for Persons with deaf disabilities

respondents strongly agreed and showed the perceived usefulness of the

kiosk as it provides clear images of different menu items and helps them

easily see what they want to order. Regarding perceived ease of use, the

respondents agree that they find it easy to use the self-service kiosk, and

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the instructions provided are easy to understand. Lastly, the behavioral

intentions of the respondents agree that they plan to use kiosks more in the

future.”

In related research conducted by Baluyot, M. B., Pampolina A. C,

(2021) [74], “revealed that high-quality service always equates to high-

quality delight and happiness. Findings showed that customers want value

and the whole experience rather than just the quality of the food.

Customers are influenced by how they are handled at all stages of their

dining experience. The study's findings serve as a foundation for future

growth, demonstrating that a small restaurant can compete in the fast-

growing restaurant industry by providing excellent customer service.”

According to another research, it can be concluded that the

optimal mode of ordering in McDonald’s is through the utilization of Kiosk

machines due to the higher rating for each criterion as well as the overall

customer satisfaction it has in comparison to the traditional cashiers. With

that, in relation to the current global health crisis, McDonald’s from any

branch and possibly other fast-food chains can install and implement these

changes to minimize physical and close contact when customers are

ordering from traditional cashiers since it was proven that consumers prefer

the said mode of ordering by 1.20 times as compared to the other

alternative. Aside from that, this also promotes cashless transactions given

the expanded payment options and faster waiting lines along with

transactions. This can further improve the perceived customer satisfaction

when applied but should be used as a model for decision making only (Sy

et al, 2021) [75].

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Methodology

The method we will use in creating our self-service kiosk ordering system

is Systems Development Life Cycle methodology. SDLC consists of a

thorough plan that outlines how to plan, build, and maintain particular

software. Every phase of the SDLC has its own process and outputs that

feed into the following stage. This methodology has seven phases. The

following are the processes that we will carry out in each phase:

Phase 1: Identifying Problems, Opportunities, and Objectives

The client will be interviewed to identify what problems are existing in

their business. Then the knowledge obtained from the interview will be

summarized to be able to come up with a solution and that is by

implementing a system that would resolve the business’ problems. The

scope of the project is estimated, and the objectives are summarized so

the management can make a decision on whether to proceed with the

proposed project.

Phase 2: Determining Human Information Requirements

Gathering the requirements that are needed in implementing the kiosk

system by identifying the who, what, when, where, how, and why of the

client’s current system of their business. We would begin to know the

business functions and will have complete information on the people,

goals, data, and procedures involved in the business. We will have a

comprehensive view on how to make the new system more useful and

usable and we would be able to understand how users accomplish their

work when interacting with the computer.

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Phase 3: Analyzing System Needs

Analyzing the system needs by creating data flow, activity, or

sequence diagrams and completing the data dictionary. Then the

structured decisions made will be analyzed. After accomplishing those

tasks, the system proposal will be prepared and presented. The output of

this phase is that we will have recommendations on what, if anything,

should be done in the system.

Phase 4: Designing the Recommended System

The following will be designed in this phase: procedures for data entry,

the human-computer interface, system controls, database and/or files, and

the backup procedures. Then we will have the model of the actual system

in this phase.

Phase 5: Developing and Documenting Software

The system analyst will work with programmers to develop any

original software and will also work with users to develop effective

documentation. The programmers will design, code, and remove

syntactical errors from computer programs. The Document software with

help files, procedure manuals, and Web sites with Frequently Asked

Questions will be documented. We will have the computer programs and

software documentation in this phase.

Phase 6: Testing the System

This phase would test the information system. In this phase we would

identify the problems found after it is tested, the documentation of the

activities that occurred in this phase are documented.

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Phase 7: Implementing, Evaluating the System, and Maintenance

In this phase, users would be trained. There would be a plan for the

smooth conversion from old system to system. The system will be reviewed

and evaluated to ensure that the system will do its purpose correctly and

effectively. In this phase, we would have trained personnel who know how

to use the system, and this is also the phase where the system is already

installed. The last process in this phase is the system maintenance, where

bug fixing, system upgrade, and the enhancement of the system by adding

some new features into the existing system occurs. There will be

maintenance documentation and updated programs after the

maintenance.

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 WATERFALL MODEL

Identifying Problems,
Opportunities, and
Objectives
Determining Human
Information
Requirements

Analyzing
System Needs

Designing the
Recommended
System

Developing and
Documenting
Software

Testing the
System

Implementing,
Evaluating the
System, and
Maintenance

Figure 9. Water Fall Model

Findings and Analysis

The business is successful, yet it lacks staff that would help operate

and perform the daily fundamental business operations. Having enough

staff is important in a business because they enable businesses to operate

and offer valuable knowledge that helps businesses become more

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successful. Without them, the ability of a company to provide good

customer service would be limited. Implementing a self-service kiosk system

would help the business solve this problem of having staff shortage. Kiosk

offers a great opportunity to improve the restaurant’s functions and

customer experience by providing information or offering self-service

options. By allowing personnel to focus on other aspects of customer care,

the automated restaurant ordering system improves efficiency.

Additionally, it is a hassle-free way to shorten wait times at cash registers.

The application of self-service kiosk systems would help expedite the

process in the counter area as the system would be the one who will carry

out the job of the counter attendants. This way, the business would only

need less staff and they could send the other staff to other areas of the

business that needed more help.

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Implementing Standalone Inventory System in A and C Restaurant:

Streamlining Operation for Enhanced Efficiency

A paper presented as partial fulfilment

For the requirements of

Enterprise Systems

Researchers:

Nacorda, Kimberly B.

Seño, Lyken Lee L.

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Abstract

This abstract discusses the implementation of standalone inventory

system in A and C Restaurant with the objective of streamlining operations

and improving overall efficiency. The restaurant business faces several

difficulties in successfully managing inventory, and manual techniques

frequently result in inefficiencies, errors, and higher costs. The project

suggests implementing an effective inventory system that is specially

designed to meet the needs of A and C Restaurant to get through these

challenges. The study also contains the background and history of A&C

restaurants. The researchers used the SDLC (System Development Life

Cycle) with an Agile Model which has an iterative approach.

By implementing standalone inventory system will help the businesses

to manage stocking, storing, and using of inventory easily and efficiently. It

intends to prevent stockouts and overstocking and increase overall

operational efficiency. The system will help businesses make informed

decisions about when to reorder products and how much stock they need

to keep on hand.

The findings can be a useful guide for other restaurants seeking to

improve the way they handle inventory strategies, which will ultimately

result in greater sales, less waste, and higher customer satisfaction.

Generally, the implementation of the standalone inventory system aims to

improved inventory system, streamlined operations, and the

implementation of inventory systems to enhance efficiency and customer

satisfaction

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Introduction

Inventory is the supply of raw materials, partially finished goods called

work-in-progress and finished goods, an organization maintains to meet its

operational needs. It represents a sizeable investment and a potential

source of waste that needs to be carefully controlled. Inventory is defined

as a stock of goods that is maintained by a business in anticipation of some

future demand. Inventory problems of too great or too small quantities on

hand can cause business failures. If organization experiences stock-out of

a critical inventory item, production halts could result. Inventory

management indicates the broad framework of managing inventory. The

inventory management technique is more useful in determine the optimum

level of inventory and finding answers to problem of safety stock and lead

time. (Sheakh,T., 2018) [76]

Inventory system is a process that tracks supplies, sales and stocks

across the supply chain. Inventory systems provide a detailed records of

new and regained products as they are going in and out the warehouse

to help businesses organize and account for their stock. It is important for

any business because it can help you manage sudden changes in

demand without sacrificing the customer experience.

Effective inventory systems enable A&C restaurant to maintain

consistency in their menu selections, ensuring that well-liked dishes are

constantly on hand and preventing the disappointment of menu items

being out of stock. The system will also have the ability to reduce costs

associated with excess or insufficient stock levels.

The primary goal of inventory system is to ensure there is enough

goods or materials to meet demand without creating overstock, or excess

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inventory. It can minimize overstocks and improve the efficiency so that

projects can stay on time and within budget. Also, it can prevent the

collection of dead stocks that are not being used.

Business Case

Mrs. Praxedes Maramot is our client from J.P.Rizal St. San Vicente

South, Calapan City. She is the owner and at the same time a manager of

a restaurant named “A & C Restaurant”.

In April 2019, she established her own Milk Tea shop named "Milk+tea."

Being the first owner to introduce a milk tea shop in the Calapan area, she

quickly gained popularity. However, as time passed, competitors emerged

and began imitating her product. Realizing the need for diversification and

increased profitability, she decided to venture into the hair and salon

business, believing it would complement her Milk+tea shop.

On June 8, she and her husband made a significant decision to

rebrand their Milk+tea shop as "A&C Restaurant." The newly transformed

restaurant not only offers delectable dining options but also provides a

distinctive and visually captivating atmosphere that combines artistry and

creativity. It is this unique ambiance that attracts customers and keeps

them coming back for more.

The A&C restaurant has a range of customers depending on the day.

During the school days their customers will exceed 30. Then if there are no

classes their customers are usually 20 to 30. Mrs. Praxedes Maramot said that

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their daily profit depends on the customers they will have but it is usually

3000 to 5000, and their weekly profit will range in 20,000.

One challenge faced by A&C Restaurant is accommodating many

customers who exceed the seating capacity of the establishment. As a

result, they will not be able to focus on the inventory and they need to

prioritize their customers' needs.

To address these challenges, A&C Restaurant can explore

opportunities such as implementing an Inventory system that will help them

to manage their stocks and it can also help them in identifying which items

are selling well and which are not.

Vision

Our client aims to be recognized for creative and unique cuisine.

Clients aspire to be a restaurant that their customers can rely on for

consistently high-quality food and an unforgettable dining experience.

Mission

Our client mission is to provide customers with the highest quality of

food and services. They are committed to use fresh, locally sourced

ingredients to create delicious and healthy meals that cater to a variety of

dietary needs. They aim to create a friendly and welcoming environment

where their customers can relax and enjoy their dining experience. Their

goal is to build long-lasting relationships with their customers.

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Statement of the Problem

This study aims to identify the absence of efficiency and accuracy in

the tracking and managing inventory of A & C Restaurant. The following

are the identified problems:

1. Inaccurate Inventory Tracking: In A and C restaurants, there are

anomalies between reported inventory and actual stock on hand.

The existing system fails to deliver accurate and real-time information

regarding stock levels.

2. Time-Consuming Processes: In A and C restaurants, each item that

enters the restaurant must be manually recorded by staff members,

who must also include information on the product's name, quantity,

and expiration date. This procedure can take a long time and is

subject to errors, especially during busy periods.

3. Inventory Loss: In A and C restaurants, each item intended for sale is

not sold. Losses can happen for a number of reasons. Sometimes

stocks become outdated before they are sold.

Objective of the Study

The objective of the study is to improve and analyze the inventory

system within A & C Restaurant with the aim of enhancing operational

efficiency. Specifically, the study aims to achieve the following objectives:

1. To develop an inventory system that will make tracking sales and stocks

become easier.

2. To reduce inventory processing time and meet customer demand

without overstocking.

3. To minimize inventory wastage and losses.

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Scope and Limitations

Scope of this study

These will involve analyzing the current system, developing a new

system, implementing it, and training staff on how to use it effectively. The

sole focus pertains exclusively to the daily inventory of products being sold.

The user of the system is the general manager or maybe it could be used

by the other staff.

Limitation of this study

The project is unable to address the tasks that are being processed

without the need of a system. The project will only focus on the inventory

system and will not address other operational challenges faced by A & C

Restaurant. Like the occasions when the restaurant becomes fully

occupied, they are unable to accommodate any more customers.

Review of Related Literature

This discusses the foreign and local literature. The information

indicated were gathered in internet sites, journals and various books

relating to the researcher's topic.

Foreign Studies

According to Sheakh T. (2018) [76], to his study “A Study of Inventory

Management System Case Study ''. The inventory management techniques

are more useful in determining the optimum level of inventory and finding

answers to problems of safety stock and lead time. Inventory management

has become highly developed to meet the rising challenges in most

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corporate entities and this is in response to the fact that inventory is an asset

of distinct feature. The researchers help determine the best inventory level

and solve issues related to safety stock and lead time.

According to Bhattacharyya A. (2022) [77], to his study,” A Study On

Inventory Management Practices: A Review”. Inventory management

means supervising the stock starting from procurement till final consumption

of such stock. It also means tangible items of finished goods, work in

progress and stock of material goods needs to be managed to meet the

expected demand as and when they arise. Inventory management is a

life-blood vein in most of the organization. If the inventory management

practices are followed by the organizations in an effective and diligent way

the organization’s profitability will be increased. The researchers aim to

have effective and diligent inventory management practices increase an

organization's profitability.

According to Frye M. (2022) [78], to his study entitled “Exploring

Inventory Management’s Effects on a Company’s Profitability”. Inventory

management is critical to a company's success because it helps determine

the proper amount of inventory to have on hand to limit stockouts,

inventory carrying costs, and inaccurate records. Therefore, it is essential to

discuss some of the companies' effective practices to manage and control

inventory effectively. The researchers aim to provide an enhancement and

improvement of the inventory system.

Local Studies

According to Baylen L. (2020) [79] to her study “Analysis of Inventory

Management Systems of Selected Small -Sized Restaurants in Quezon

Province: Basis for an Inventory System Manual”. Inventory management

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and purchasing have the same objective: to have the right goods at the

right time at the right quantity. The goal of proper inventory management

and control is to ensure continuous operations which is important because

delays due to lack of materials is costly. The researchers aim to have the

correct goods in the proper quantity and at the right time, ensuring

uninterrupted operations and avoiding costly delays caused by material

shortages.

According to Rosario J. (2022) [80] to his study “Implementation of

Inventory Control Management and Repeat Purchase in Right Goods

Philippines Incorporated: Inputs to Policy Reformulation”. Inventory

management was a component of supply chain management that plans,

implements, and controls the efficient, effective, forward, and reverse flow

and storage of goods, services, and related information between the point

of origin and the point of consumption to meet the needs of customers.

Inventory management was defined as "the ongoing process of planning,

organizing, and controlling inventory to minimize inventory investment while

balancing supply and demand." The process entailed monitoring the

supply, storage, and accessibility of items to ensure an adequate supply

without excessive oversupply. The researchers aim to meet consumers'

requests and reduce inventory costs, inventory management requires

effectively controlling the flow and storage of products and information

between suppliers and customers.

According to Tungcul M. & Kummer M. (2021) [81] to their study

“Supplies and Equipment Inventory, Monitoring and Tracking Management

System using Data Mining Techniques”. An inventory management model

or system serves many purposes when introduced in an organization by

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making the work easier and simplified. It makes sure that there is

uninterrupted production in the business by ensuring timely and enough

supply of the raw materials and gives proper record of all the loss or the

consumption of the stock is maintained at all the times which helps in turn

to replenish the stock as and when required. The researchers aim to simplify

labor, assuring continuous production by providing raw materials on time

and keeping track of stock use for restocking needs.

Methodology

The Inventory System's software development life cycle (SDLC)

methodology incorporates the Agile approach, ensuring efficient and

iterative development with flexibility. At the project launch, we gather

requirements and define the scope, marking the beginning of the SDLC.

The Agile approach promotes adaptability, enabling us to adjust to new

priorities or evolving requirements throughout the development cycle.

The researchers chose the agile model, because it empowers the

communication between the development team and the business owner

and this will provide a good collaboration and feedback. Also, this will lead

to increased customer satisfaction. This methodology is an iterative

approach that will be compatible for our system by its repeating process,

from planning to deployment.

Our Agile approach in developing the Inventory System embraces

change and emphasizes continuous stakeholder feedback. It empowers

the development team to construct an utmost inventory system that aligns

with the dynamic business demands, prioritizes features, and promptly

responds to changing requirements.

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 Figure 10. Agile Model

Findings and Analysis

The data analysis and findings of the study results are covered in this

page. To present the data collected clearly, this questionnaire used in this

reflective study was carefully examined. A review of the data was

conducted to gather the information necessary to achieve the goals of the

research.

Generally, the challenges highlighted in the analysis point to the

need for improved inventory system, streamlined operations, and the

implementation of inventory systems to enhance efficiency and customer

satisfaction. Additionally, it is essential for the A&C restaurant to adapt to

changing market dynamics and continue nurturing its passion for the

business to sustain growth and success.

Based on the findings, A & C restaurant have faces different

challenges, including inaccurate inventory tracking and time-consuming

process. To overcome these challenges and enhance the efficiency

operation of the business, standalone inventory system will be

implemented.

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 The implementation of standalone inventory system will make the

tracking of sales, supplies and stocks will become easier and meet the

customers demand without overstocking. The system will help the

businesses to manage stocking, storing and using of inventory easily and

efficiently. By effectively managing inventory, owner will know what items

are in stock and out of stock, how many of them there are, and where they

are located. The system will help businesses make informed decisions about

when to reorder products and how much stock they need to keep on hand.

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Optimizing Library Services: Implementing a Library Portal

System for Oriental Mindoro National High School

A paper presented as partial fulfilment

For the requirements of

Enterprise System

Researchers:

Calibot, Glaedyl P.

Maranan, Kevin Gabriel L.

Mojica, Jarmaine Neil R.

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Abstract

This study presents the concept of optimizing library services through

the implementation of a portal system for Oriental Mindoro National High

School (OMNHS). The library portal system aims to revolutionize the library

experience by seamlessly connecting users with a vast array of digital

copies of books, addressing issues such as scarcity of physical copies and

inefficient resource acquisition. The system incorporates search

functionalities for effortless book retrieval and grants authorized access to

users through their Learner's Reference Numbers (LRN) and faculty's ID

numbers. The librarian possesses administrative privileges to monitor usage

data and manage the system. By embracing the library portal system,

institutions can enhance efficiency and effectiveness, empowering users

with streamlined access to digital resources. The business case for this

implementation arises from the constrained resources of the OMNHS library

and the need to provide a more seamless experience for its patrons. The

study outlines objectives, scope, and limitations, and reviews related

literature on library portals. The methodology follows the Software

Development Life Cycle (SDLC) with an Agile Model approach. Findings

and analysis reveal challenges faced by the librarian and provide insights

for improving library services. Overall, the implementation of a library portal

system offers an opportunity to modernize and elevate the library

experience, benefiting students, faculty, and librarians.

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Introduction

A library is an organized collection of information sources which is made

accessible to the people. The library usually contains the information

physically or in a digitized format. In the olden period the access was usually

in the library room as the technology grew up the access that was made

online (Dinesh et al.,2015) [82]. The library is undeniably the heart and soul of

any educational institution, serving as the primary hub of knowledge and

information. Recognizing its pivotal role, it is imperative to accord the library

the reverence it deserves.

Enter the library portal system—an invaluable tool designed to

revolutionize library services. By seamlessly connecting users with a vast

array of digital copies of books within the library's collection, this system

tackles common issues such as scarcity of physical copies and inefficient

resource acquisition. Moreover, the system will incorporate the recognition

of students' Learner's Reference Numbers (LRN) and faculty's ID numbers as

primary keys, granting them authorized access to the library portal.

Additionally, the librarian will possess administrative privileges enabling

them to monitor usage data, as well as perform essential functions such as

inputting electronic books and managing other vital aspects of the system.

According to V.E. Ekong & U.O. Ekong (2018) [83], The influence of

computer literacy is paramount to the academic performance of the

students. The ability to find and retrieve information effectively is a

transferable skill useful for future endeavors as well as enabling the positive

and successful use of the electronic resources while in the university.

By digitalizing the borrowing and reserving transactions of library patrons,

libraries can greatly enhance their services. The convenience, accessibility,

and efficiency offered by digital platforms can attract more patrons and

145
encourage them to explore the rich resources and opportunities provided

by the library. Through automation, improved accessibility, streamlined

processes, better resource management, and data-driven insights,

digitalization contributes to an overall improved library experience,

benefitting both patrons and the library itself.

The implementation of a digital library portal system brings several

advantages to library operations. It mitigates data duplication by storing all

information digitally, ensuring consistency and accuracy. Digitalization

streamlines book record management through cataloging and

organization, making it easier for staff to locate and update information.

The digital library portal promotes transparency and convenience, offering

real-time availability, borrowing history, and account management,

improving the user experience for patrons. Emphasizing the importance of

a library portal system, it significantly enhances the efficiency and

effectiveness of the library services.

Business Case

Established in 1921, the library of Oriental Mindoro National High School

and it is situated in San Vicente East, Calapan. The abundance of students

poses a challenge for the library due to its constrained resources. Physical

copies of books are scarce, prompting the adoption of tablets containing

readily accessible digital versions of books found online.

The Oriental Mindoro National High School's current library process

involves multiple software applications and physical records for

documentation. The librarian relies on tools like Microsoft Word and

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Microsoft Excel to create reports using data that is manually recorded on

paper.

The system will enforce sanctions on users who have unreturned books

by implementing overdue fines. Users who fail to return a book by the due

date will be required to pay a specified amount as a penalty. The fine could

increase with the length of the delay to incentivize prompt returns.

Additionally, the suspension of borrowing privileges will be enforced. During

the suspension period, the user will be unable to borrow any additional

materials until the overdue book is returned.

The opportunity that we saw lies within the Oriental Mindoro National

High School Library, as it allows us to envision a system where users,

regardless of their numbers, can conveniently access library resources using

their personal devices. By digitalizing the existing library system, the library

will be able to keep pace with modern practices and provide a more

seamless experience to its patrons.

The reason for this proposal is to revolutionize the library's services by

implementing a comprehensive system that streamlines book access. By

introducing digital copies for each book, the occurrence of damages and

losses will be greatly reduced, while ensuring that students can

conveniently access the resources they need. The successful

implementation of this system will significantly enhance the library's

efficiency and overall service quality, ushering in a new era of improved

academic support.

In the year 2021, a renovation project was in progress, aiming to

rejuvenate the library. Following a day of labor, which led to the removal of

the library's roof. Tragically, that very night, heavy rain ensued, causing

extensive damage to a significant portion of the library's book collection.

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Consequently, the library was left with only a meager quantity of physical

books, as the majority had suffered irreparable harm. By implementing a

library portal, students will gain the ability to conveniently access digital

versions of books using their devices. This transformative initiative

substantially enhances the library's capacity to offer students and faculty a

sanctuary brimming with knowledge and information.

Statement of the Problem

In the beginning of the 21st century, the usage of the internet and

other digital means to access information dramatically increased. In

consequence, libraries will have to be constantly improving. The following

are the identified problems:

1. Challenges in book searchability: Libraries encounter difficulties in

ensuring efficient book search and retrieval processes, making it

harder for users to locate and access the books they need within

their collections.

2. Challenges in book transactions: The traditional methods of book

borrowing, reserving, and implementing sanctions for unreturned

books pose challenges in patron-library transactions. These

primary services offered by libraries can be impractical in the face

of the innovative solutions offered by the technological industry.

3. Challenges in a decentralized data management system:

Challenges arise when it comes to bookkeeping and maintaining

book records in a traditional manner. Coordinating data updates,

ensuring consistency across different entities, and resolving

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 conflicts become more complex in comparison to a centralized

system.

Objectives of the Study

To design a Library Portal System with the aim of enhancing access to

library resources, thereby improving the efficiency and effectiveness of

library services.

1. To develop a system that is user friendly.

2. To develop a system that allows users to easily search for and access

electronic books or audio books available in the library's digital

collection. Additionally, it will assist users in the process of borrowing

and reserving physical books at the library.

3. To implement the digitalization of book borrowing, reservation, the

enforcement of sanctions for unreturned books and view the status

of specific books (i.e., availability, borrowed, in maintenance).

4. To implement a centralized data management system that enables

librarians to efficiently keep records of books, manage inventory, and

generate reports.

Scope and Limitation

Scope of this study

This study aims to develop a library portal system, enhancing access to

library resources. The system caters to two primary user groups:

Administrators (Librarians) and Users (Students and Faculty).

Through this system, users can conveniently log in to their accounts and

perform searches for electronic books and audio books available in the

digital library's collection.

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 Users are granted access to a set of functions, including the ability to log

in and log out, contact the librarian, check the status of physical books,

borrow and reserve books, access the search section, and view the

content pages of books.

In contrast, administrators possess unrestricted access to the system's

extensive array of features. This includes entering book data, registering

and modifying user details and profile information, managing book records,

adding electronic books and audio books, as well as the capability to send

and receive messages to users.

Limitation of this study

The sanction will be implemented via face-to-face transactions and

within the system's counter. The administrator will deactivate the user's

account, making it non-functional and inaccessible, until the user pays the

sanction imposed by the library for damaged, unreturned, or lost books.

The user is restricted from modifying their account details and

information; only the library has the authority to make changes.

Access to specific resources within the library portal, such as e-books,

databases, or online journals, may be limited based on licensing

agreements or the targeted availability for particular user groups, such as

students, faculty, or staff.

Review of Related Literature

In this section, the researchers will delve into the examination of the

Relevant Literature Review. This portion will establish a fundamental

understanding of the knowledge pertinent to the system of the Library

Portal.
150
Foreign Studies

According to Barman (2014) [84], a library portal is a subset of web portals

that serves specific academic research communities. It can be defined as

a website or web service that provides information content to serve a

particular community. The term "portal" is derived from the Medieval Latin

word 'portale', which means 'city gate'. The American Heritage Dictionary

describes a portal as "a doorway or an entrance, or a gate, especially one

that is large and imposing." Library portals function as gateways to an

institution's resources by listing them for users and creating direct links to the

interface of each resource. In the digital era, library portals enhance the

value and function of electronic resources by offering the facility to search

multiple resources. They provide access to a broad range of resources and

services, such as e-journals, online databases, web-OPAC (Online Public

Access Catalog), information about new additions to the library, and other

static information about library services. It is important to note that a library

portal is just one possible component of library websites, serving as a

specialized tool to facilitate access to academic research materials for the

targeted community.

According to Singh K. and Asif M. (2022) [85] to their study entitled

“Emerging trends and technologies for digital transformation of libraries”,

digital transformation is the kind of change management incorporation of

activities, processes, competencies, and models to fully leverage the

changes and opportunities of a mix of digital technologies and their

accelerating impact across society in a strategic way. Transforming a

traditional library to a digital library can be a collection of digital

documents, available for access on the Internet using digital library

software. Digital library can also be a repository of journals, magazines,

151
articles, e-books, e-papers and allow library users to access its collection

24/7 on the web. Based on Singh K. and Asif M.’s study, the researcher aims

to revolutionize the conventional book search process, which is often time

consuming. Their goal is to develop a portal with web accessibility features

that enable users to search for books online, even when they are not

physically present at the library. The portal will offer full text search

functionality, allowing users to scan through various metadata fields in the

database using either simple or advanced search options. Additionally, the

system will include administrative functions, granting librarians complete

access to the system. Ultimately, the implementation of this library portal

system will modernize and enhance the traditional book search approach,

making it more advanced and easily accessible.

According to Wada (2014) [86], development of portals takes different

turns and various forms depending on the software available to the

developer. “Portal” has in the recent two years become an increasingly

popular term being mentioned and discussed in the Information

Technology (IT) sector and many organizations. It is a web system that

provides the functions and features to authenticate and identify the users

and provide them with an easy, intuitive, personalized and user

customizable web- interface for facilitating access to information and

services that are of primary relevance and interests to the user. The main

purpose of having a library portal according to the researcher is to have an

available extensive and service information from other sources that are

effective to the many users.

The research demonstrates the necessity for libraries to embrace

modern technology such as a library portal. By incorporating this

innovation, libraries can significantly reduce the time required for book

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searches, enhance accessibility within the school premises, and provide

superior library services. The integration of a library portal enables students

and faculty members to access books without relying on the physical

library, offering convenient and uninterrupted access to valuable

resources. Furthermore, the portal can accommodate a large number of

students simultaneously within the school environment. Overall, the

implementation of this library portal system will have a profound impact on

students, faculty, and librarians, as they are the primary beneficiaries of this

advancement.

Local Studies

According to Mayo (2016) [87], with the title “Public High Schools Online

Library System (PHOLS)” the system has the capability to reduce the time

spent on and errors associated with the identification and verification of

library materials, as well as the check-in and check-out processes, by

utilizing computer technology. With the implementation of an Online Public

Access Catalog (OPAC), the library will be effectively organized, and the

library collection can be located promptly, provided it is available on the

shelf. Moreover, the status of each book or reading material, whether it has

been checked out, will be displayed in its respective information.

According to Marciano L. (2019) [88] from the study entitled “E-Libraries in

the Government Sector '', electronic libraries or e-libraries are becoming

prominent with the advancement of information and communication

technology (ICT). Numerous websites have an e-library feature in which

users can access a collection of electronic copies of literature or other

similar resources. Two hundred five (205) government websites were

reviewed in this study. Based on their study, only 24 (11.70%) were identified

to have an e-library/library link in their website. In 2014, the Department of

153
Science and Technology (DOST) provided a website template to all

government agencies to ensure uniformity and transparency to

government documents and transactions. The template allows

multiplatform embedding and linking, whereby agencies could provide

links to e-libraries and redirect users to another information portal or web

page. Based on this study, the utilization of the portal system enables

access to various articles and journals, offering a transformative path for

libraries to evolve into e-libraries. In this digital era, students and faculty

members can effectively utilize the library portal system in campus,

providing them with extensive digital book collections. The incorporation of

innovative technologies presents significant benefits for libraries.

According to Q.J Pastrana (2013) [89] from the study entitled “Library

System with web android based OPAC” technology is a big factor to keep

students going to the library. The author thinks that android devices can be

used to attract the students on going to the libraries. In terms of devices,

they can easily search or monitor the books inside the library. The books that

they want to borrow are in the borrowed section or it is still available.

Therefore, the author uses what is the trending device to make students

come to the libraries because their task of searching inside the library

becomes easier and faster.

Methodology

The development of a library portal will follow the Software

Development Life Cycle (SDLC) method, utilizing the Agile Model for its

focus on iterative development and testing throughout the system

development process. Agile techniques are employed to encourage

collaboration between developers and the organization across various

154
project phases. The researchers chose the agile model because this model

is best for the development of websites.

This methodology employs an iterative approach by breaking down the

project into smaller components, addressing them within short timeframes,

and repeating the process until all deliverables are completed.

It stands out for its visualization of progress and processes, frequent and

transparent communication, collaborative engagement with customers,

flexibility, adaptability to change, and extensive feedback. It represents a

project management approach that involves dividing the project into

distinct phases, fostering ongoing collaboration with stakeholders, and

striving for continuous improvement at every stage. As work commences,

teams engage in a cyclical process of planning, executing, and

evaluating.

Furthermore, the Agile Model embraces continuous planning, learning,

improvement, team collaboration, evolutionary development, early

delivery, and promotes a flexible and responsive approach to change.

Figure 11. Agile Model

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Findings and Analysis

Challenges faced by the librarian:

a. Inadequate physical library space: The library space is not flexible

enough to accommodate the changing needs of students.

b. Insufficient budget: Limited budget allocation for the library hampers the

acquisition of new resources and technological advancements.

c. Outdated and insufficient resources: The library lacks up-to-date

materials and technology, which affects the quality of available

resources.

Access to the library: The current population of OMNHS includes

approximately 8,000 students and 300 employees. The library is accessible

to all OMNHS students, teachers, and faculty members. On a daily/weekly

basis, around 50 to 100 students visit the library.

Book shortages: The librarian has faced book shortages in the library. In

situations where students are looking for borrowed or unavailable books,

the librarian assists them by suggesting alternative resources.

Effectiveness of achieving goals and objectives: The librarian believes that

the library is effectively achieving its main goals and objectives in its current

state. However, improvements are needed to overcome the challenges

mentioned above and enhance the overall efficiency and effectiveness of

library services.

Based on these findings, it is evident that the library at OMNHS faces

various challenges, including limited physical space, insufficient resources,

156
and budget constraints. To address these issues and improve the efficiency

of library services, the implementation of a library portal system is proposed.

The library portal system will enable digital access to books and

resources, streamline book search and retrieval processes, and provide a

user-friendly interface for students, teachers, and faculty members. By

embracing modern technology and digitizing the library's resources, the

proposed system aims to overcome the limitations of physical copies of

books and enhance the overall library experience at OMNHS.

The implementation of a library portal system at Oriental Mindoro

National High School (OMNHS) has the potential to revolutionize the way

library services are provided. By seamlessly connecting users with a vast

array of digital resources, this system can address common challenges

faced by libraries, such as insufficient book copies, inefficient book

searchability, and difficulties in tracking books. In this essay, we will explore

the hypothetical effects of implementing a library portal system at OMNHS,

considering the benefits it could bring to students, faculty, and librarians.

Enhanced Access to Resources:

One of the significant effects of the library portal system would be the

enhanced access to resources for students and faculty. By providing a

digital collection of books, the system would overcome the challenge of

limited physical copies. Students will be able to conveniently access the

resources they need, irrespective of their numbers, using their personal

devices. This increased accessibility would empower students to explore a

broader range of materials, fostering independent learning and research.

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Efficient Book Search and Retrieval:

The library portal system would significantly improve the book search

and retrieval processes. Users would no longer face challenges in finding

the desired books within the library's collection. The system would

incorporate search functionalities, enabling users to effortlessly locate and

access the books they need. By implementing features such as full-text

search and advanced search options, users can quickly scan through

metadata fields, making the process more efficient and timesaving. This

would enhance the overall user experience and promote a more

productive learning environment.

Streamlined Administrative Functions:

The library portal system would streamline administrative functions for

librarians. Librarians would have complete access to the system, allowing

them to manage and update book records, track usage data, and perform

essential administrative tasks. This would eliminate the need for manual

tracking and monitoring, saving time and effort for librarians. Additionally,

the system would enable librarians to input book scans and manage other

vital aspects of the library portal, ensuring the smooth operation of library

services.

Reduced Losses and Damages:

By digitalizing the library resources and implementing a portal system,

the occurrence of book losses and damages would be significantly

reduced. The reliance on physical copies would decrease, minimizing the

risks associated with wear and tear, misplacement, and theft. Instead,

students would access digital versions of books, ensuring the preservation

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and longevity of the library's collection. This reduction in losses and

damages would contribute to cost savings for the school and enable the

library to maintain a more comprehensive and up-to-date collection.

Collaborative Learning and Knowledge Sharing:

The library portal system would facilitate collaborative learning and

knowledge sharing among students and faculty. With access to a vast array

of digital resources, students can engage in group discussions, share

relevant materials, and collaborate on research projects. The system's

features, such as messaging functionalities, would promote communication

between users, allowing them to seek assistance and share ideas. This

collaborative environment would foster a sense of community and

encourage academic growth among the students and faculty.

Conclusion:

The hypothetical effects of implementing a library portal system at

Oriental Mindoro National High School would be far-reaching and

transformative. Enhanced access to resources, efficient book search and

retrieval, streamlined administrative functions, reduced losses and

damages, and collaborative learning opportunities are just some of the

potential benefits. By embracing this technological advancement, the

library would be able to provide an improved academic support system,

empowering students and faculty with streamlined access to a wealth of

digital resources.

Ultimately, the library portal system would elevate the library experience

at OMNHS, enabling the institution to embrace change, enhance its

services, and embrace the opportunities of the digital age.

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Optimizing Milktea Business: Examining the Impact of Online Ordering and

Delivery System in Breen Milktea

A paper presented as partial fulfillment.

for the requirements of

Enterprise Systems

Researchers:

Carandang, Edmund

Casas, Mecaila

Luci, Marei Abygail M.

Mrasaigan, Karen Mae C.

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Abstract

The main purpose of this research aims to implement a system that is

helpful for the interviewee Milk Tea business. Nowadays, Online ordering

and delivery Systems are used in the food-service industry. Today,

consumers are doing nearly everything online, from shopping for clothing

and personal care items to visiting their doctor, and even catching a ride

from place to place. But the rise in online ordering isn't just because of the

COVID-19 pandemic. This feature helps Milk Tea Business to increase their

online ordering and delivery systems. The work presented as Online and

Delivery Systems simplifies the process. The proposed solution presents a

user interface and changes the means to include all available options,

creating customer work easier. With the age of technology, online ordering

and delivery system cannot only be done via call or message but can be

processed through the internet via Facebook or any form of social media

communication. Through such information would be more accurate and

the manipulation of accommodation would be effectively executed. With

only depending on websites, such would sometimes to gain prominence

and will require different endorsement and other venues to catch people’s

attention and will require a huge amount of time to accomplish and

control.

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Introduction

According to Ong et al. (2021)[90] Milk tea is a famous tea-based drink

that originated in Tainan and Taichung, Taiwan, in the 1980s. It was invented

by a Taiwanese tea shop owner, Liu Han-Chieh, and his product

development manager, Lin Hsiu Hui. The milk tea that we know today was

discovered by adding different ingredients such as fruits, syrups, and

tapioca pearls into different tea with milk beverages. Milk Tea is a popular

beverage that many Filipinos love to drink. Since Taiwan introduced this

popular (and most of the time addicting) beverage craze, putting up your

own milk tea business is one of the most popular business ventures that

MSMEs would like to enter. The researchers proposed a system that will help

Breen Milk Tea for an online ordering and delivery system for their business.

By Implementing this system their business aims to improve their current

operational process and enhance customer satisfaction. Through this

system it will balance the time of preparation and waiting time as well as

the number of customers entering the enterprise.

Business Case

Breen Milktea is a small business located in San Vicente North,

Calapan City. Their business started in 2018. The idea behind it was to

create an ethical, sustainable business that would provide a welcoming

and friendly environment. Mr. De Mesa caught the idea because milk tea

is one of the most popular drinks nowadays. After months of researching

and attending business seminars, the founder decided to put up a milk tea

shop as he saw that the business is booming. He named it after he thought

of a concept which related to nature as his favorite color is green and he

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changed it to the initials of his son which is Brent that’s why it becomes Breen

Milk Tea. Although it is a local business that targets primarily local residents,

the range of customers varies greatly across different age groups (e.g., from

students(individual), friends, family and couples). They currently use their

own Facebook page to assist customer inquiries and a food panda for their

deliveries and orders. With the concept of the store, they decided to go

with industrial minimalism which suits the taste of the owner and the brand.

The edge with other milk tea shops is consistency of the taste, because they

don’t cut costs so that they can profit even more. They are after the repeat

and loyal customer.

Mr. De Mesa wants his milk tea business to be the type of drink where

customers feel satisfied and be a loyal customer to them. Their business has

a main branch located at Pinamalayan, Oriental Mindoro.

Statement of the Problem

The researcher learns from the interview at Breen Milk Tea that their

business has delivery issues, such as.

• They don't have their own ordering and delivery system; instead,

• They rely on Food Panda delivery, like many other small businesses.

Therefore, the researcher suggested a system for online ordering and

delivery. As a result, they will have their own system and are no longer be

dependent on Food Panda to fulfill consumer requests.

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Objectives of the Study

1. Improve the online ordering efficiency and delivery of Breen Milk Tea.

2. Analyze the potential benefits and challenges of implementing an online

reservation system for Breen Milk Tea.

3. Improve the current operational processes of Breen Milk Tea.

4. Provide a friendly interface system both for the customers and the staff.

Scope and Limitation

Scope of this study

● User Account Management – Online ordering system will allow the

users to create and login their account information.

● Menu – The system will show their available products and their

descriptions including price list.

● Updates Order – The system will show the user order updates if either

to be prepared, preparing or to be delivered.

● Payment – The system will allow the user to freely choose their

payment method, either via E-wallet (G-cash, etc.) or COD.

● Producing reports – The system will generate a report of what

products are selling most and features it as their popular or most

bought products.

Limitation of this study

● User / and admin hardware – as the system will be used by their

current hardware some problems may occur regarding the

hardware they are using.

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 ● Customer Information – Online ordering system requires sensitive

information upon logging in or checking out a product, such as E-

wallets details.

● Customer inquiries – As the system will run online, customers with

some problems with the business might encounter difficulty getting

responses to their inquiries.

Review of Related Literature

Foreign Studies

According to Othman (2015) [91], the Online Ordering System of LIDO

Enterprise is a web-based system that helps LIDO Enterprise to manage their

business digitally and allow customers to make orders online. As a fast-

growing company, the online enterprise system is becoming a necessity

compared to manual methods. Therefore, this system has been developed

to help LIDO Enterprise to manage their sales and services online. It is a

better approach to optimize the relationship between LIDO Enterprise and

customers.

Moreover, According to VarshaChavan et al. (2015) [92], digital

restaurants and inter-restaurant navigation using smartphones to

customers. Instead of using PDAs to interface with customers, we are

using smartphones or tablets to provide necessary interfaces for

customers to view and order from the menu.

According to Thomas and Taylor (2015) [93] Traditional to Online

commercial director of Greene King Pub Partners, the part of the business

that looks after tenanted and leased pubs the main advantage of the

online ordering service is that it allows licensees to place their orders at a

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time that suits them. Traditionally, landlords had to order over the phone via

tele sales operatives who worked only in normal office hours. Many

found this inconvenient, as it meant they had to take time out from running

a busy pub to go through what could sometimes be a lengthy process.

According to Prajapati (2012) [94], An online shopping system that

permits a customer to submit online orders for items and/or services from a

store that serves both walk-in customers and online customers. The online

shopping system presents an online display of an order cut off time and an

associated delivery window for items selected by the customer.

Local Studies

According to Brigula. (2016) [95], Geancyfood Online Reservation

System is an online web-based system wherein clients can make catering

reservations online. The system can help the catering administration

manage their filter, monitor, and store and secure all the reservations

records. The system will help the administration in making their work easy

and fast such as updating, adding a new menu, and printing of records

since all the files will be stored in the database.

In addition, according to Alvarez, Aldrine, (2014) [96], Online Sales and

Inventory System of ACME Tacloban Hardware. Summing up the past

situation of payroll inside krizalen enterprises, there was a need for a system

that could help them with employee information management

attendance, monitoring, payroll processes, and assistance for the manager

decision making.

Ballares and Quioc (2014) [97], they implement a system entitled JJ

Printing Press Online Ordering System that gives the company an easier and

faster way of offering services through the internet Client would just simply

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log-in on a computer connected to the internet in which they can

gather all the information that they need from the company. The website

also allows the customer to order product and transaction business in which

they can save time.

Methodology

The researcher will be using the agile model of the system

development life cycle (SDLC) for their online ordering management

system proposal. The

Agile SDLC development method focuses on collaborative decision-

making, customer satisfaction, and development over multiple short cycles

or sprints rather than a top-down process or what we called the waterfall

model with a single series of stages. Connecting to the agile model, the

researcher first gathers all the necessary data for the proposal of their

system. The agile approach is perfectly compatible with the proposed

system as it can adapt to the changes that can be made to it depending

on the needs of the business. The design of the system will depend on the

processed data that comes from the interviewee. The proposed system has

a high rate of success based on its design, which will adapt to the user. The

system will have a pre-run to test its functionality and capability against the

current hardware that they have. After all the necessary things have been

done, if changes must be made depending on the results of the tests and

it's found that it’s perfect, then the system deployment will be conducted.

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 Figure 12: Agile Model

The online ordering and delivery system will be developed and

improved using an agile methodology, which will be tested until it is flawless.

The agile methodology will encourage constant development and

improvement to satisfy the ongoing needs of the business.

Findings and Analysis

The researchers conduct an interview with their chosen interviewee

to know about their business. They ask for a little bit of background about

their business. The machine they use for their milk tea to have covered is the

ceiling film machine. Their restaurant opens at 7 am and closes at 7 pm.

More than a hundred cups they consume every day. The income of their

restaurant in a daily is worth of 7,000 and above. They Milk Tea has 3 sizes

which is small, medium and large and the price of each size is different.

Their business has only 2 staff which is they are the ones who sell there. They

also have a Facebook page but not for ordering, they use it for just inquiry.

Thus, the researchers concluded that having a present of their own

system accessible through a wide range of customers. It will greatly help

and affect the business to grow and improve over time.

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Proposal of Point-of-Sale System to the Operation of

BurMars General Merchandise

A paper presented as partial fulfillment.

for the requirements of

Enterprise Systems

Researchers:

Sotejo, Arvin Glenn

Suarez, Ma. Marie

Vargas, Christian

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Abstract

The point-of-sale enhances the operation of the business in the

aspect of the business industry. To help small-businesses to keep up with the

digital age.

This study deals with the system that will benefit the users/owner in

their few processes. Furthermore, identifies business issues that are currently

experienced by business owners, such as having no records or information

on transactions and, sales and inventory.

Moreover, the interviewee of the BurMars General Merchandise

discusses the current process of their business and the happenings within

the business. In addition, the interviewee also elaborately provides the

current issues that are experienced in managing the business.

This study also identifies how to overcome the current issues, and the

goal to cope with such problems in the business. In addition, the study

provides the processes of using the system, and within the system how it will

benefit the overall business operation.

This also elaborates the procedures that have been used to create

the system, which compose of different phases that will ensure that it will

meet the client expectation.

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Introduction

The Point-of-Sale System is used to process transactions between the

user and the retail customer. This system is mostly used in department stores,

which allow the retail customer to check out faster.

In addition, a POS system calculates a customer's purchase amount,

adds sales tax, processes the payment and logs the time and date of the

transaction. After completing the transaction, many POS systems generate

a paper and/or digital receipt as well as adjust inventory records. POS

systems are the modern version of old-fashioned cash registers (Crawford,

H., Anthony, L., & Orem, T., 2023). [98]

This system focuses on small-sized businesses that requires an

overview of their financial operation, also monitoring revenue of the

business. Moreover, this will help the business to understand their cash flow

for a better business decision.

In addition, a POS system can help you automate the entire process.

An inventory report may assist you in making purchase decisions, ensuring

that you don’t run out of popular goods or end up with too much inventory

of SKUs that aren’t selling well.

It enables us to have a better understanding of what is happening at

the point of sale and consumer behaviors, allowing us to make better

decisions and enhance product marketing (Nguyen, R., 2022) [99].

The system will perform computation of the business cash flow. This

will give better understanding to the owner of its business, resulting in better

decision making.

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 Furthermore, A POS system can help you reduce the number of errors

in your business activities. The system can assist you with multiple functions

to help you reduce mistakes automatically.

For example, with inventory management, the enumeration of your

items is simplified by scanning your items. The system will automatically

adjust your inventory when there is a sale or a return for example. You will

no longer have to enter your items manually. This can greatly reduce the

mistakes of miscounting when you enter your inventory in the system

(AlicePOS, 2023). [100]

This system proposal will target small businesses that need a better

and accurate business transaction. Generating an overview of transactions

happening in a business, daily, weekly, and monthly.

Business Case

The BurMars General Merchandise business was built in year 2018,

located in Sitio Pajo, Canubing I, Calapan City. It is owned by Ms. Marisa

Dris, who lives in Baruyan, Calapan City. She is the owner and also the

acting store clerk, which has the responsibility in managing the business.

The interviewee estimated the net income of the business monthly,

which said around PHP 20,000, converted to daily income which is around

PHP 740, with the operation of 6 days a week. Furthermore, the estimated

quantity of customers is around less than 100 customers with daily

operation.

The current process of the business is all manual, the owner one’s has

an inventory management in a little notebook.

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The general merchandise business sells variety of goods such as:

• School Supplies

• Headwear

• Footwear

• Cleaning Materials and Tools

• Kids Toys

• Snacks

• Drinks (exclude alcohols)

• Printing service

Problems encountered by the owner in the business is having no

overview of the business transaction to retail customers. This issue could

result in inconvenience in gathering data and monitoring business

transactions and reports.

Recommendation of an accounting management system could be

an opportunity to better manage and document business transactions and

cash flow. Furthermore, because of the opinion statement of the owner,

which strongly supports the recommended system.

Statement of the Problem

General merchandise often having troubles in achieving success of

a business, in terms of operation and management of the business. This

trouble is a burden to business owners when identifying opportunities for

improvements.

This study identifies the problem faced by general merchandisers,

which also provides how to cope with those problems. The said business has

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no POS system, which the owner identified as a burden in identifying the

business’s exact profit and expenses.

⚫ Receipt - no financial transaction documents or receipt provided when

buying for goods in the business, with integrated tracking of sales and

inventory.

⚫ Profit and Expenses – with no presence of POS and manual process to

identify the profit and expenses, the owner has no exact information of

financial-related happening in the business.

⚫ Sales – with no presence of POS unawareness in the sales occurs, having

no idea or documentation of exact sales of the business.

Objectives of the Study

Having information and understanding on a business particular

operation is a must, nowadays were obtaining information of a business

processes, whether it is profitable or not is an important process for a better

improvement of the business. Furthermore, the goal of a system is to better

improve and enable the user/owner to understand better decision making

for the operation of a business.

The particular goals of the point-of-sale system are the following:

• To overview records of sales when using the POS, (e.g., subtracting in

the inventory the bought goods, result to add of sales).

• To provide accurate information of the goods sold in the business,

(e.g., receipt).

• To better improve decision making for opportunities.

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Scope and Limitation

This study is about the proposal of a POS system on the BurMars

General Merchandise. The system is used to accept payment form retail

customers also keeping track of sales. Furthermore, this will provide an

accurate calculation of the items sold.

The system process will include the assistance of the user for the

system to accurately provide convenience output within the POS process.

In addition, the system has a sequence of processes, from the input to

output (e.g., customer checkout, sales and inventory reports).

The system does not have to use the internet due to it can be

accessed by the user only, the system does not need any online features to

run the process. Furthermore, this can only be stored in a hard drive or any

external storages, meaning if the hard drive is damaged or stolen the

system cannot be accessed.

Review of Related Literature

Foreign Studies

Santosa, J., & Wirawan, A. (2019) [101]. The study of the author relates

to this study, with their study designing a web-based system and QR Code

that is used to process sales transactions, the recording of incoming goods,

and report the results of operations. Their research will produce a web-

based system and QR Code that is used to process sales transactions and

processing data easier, safer, effective, and efficiently.

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 Waghmare, N., & Chavan, S. (2020). [102] Their study is related to this

study, with the system that monitor transactions in restaurants. Their study

investigated the impact that technology has had on the hotel and Food

and Beverage service industry. The information generation has produced a

motion of technological applications, changing the way restaurants

process and monitor transactions.

Kabir, M. & Han, B. (2016). [103] Their study is similar to this study in terms

of convenience in making transactions. Their systems contain vital tasks

such as online transactions, ecommerce facilities, security, taxes, various

management reports and others.

Local Studies

Mangmang, G. (2018).[104] Their study is similar to this study in terms of

features like inventory. Their study focused on the notification features

through screen pop-ups of overdue payments and out of stock items as an

innovation of the Point-of-Sale (POS) system. The developed system brings

satisfaction to a retail enterprise.

Almarinez, J. (2016). [105] The study of the author is pretty similar to this

study; it’s just the author’s study target is drugstore. Their goal of the

research project is to develop an automated point of sales system for

Drugstores. The system will monitor the inventories and transactions of the

drugstore.

Nathan, T. (2016).[106] Their study is focused on Point of sale where it is

Creating point of sale system of a facial care center can also improve their

business transaction to their customers and can also help them to improve

their business process. From a manual process, this system transforms the

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transaction into a modern way that will benefit a lot especially the cashier,

employees, customers and the owner.

Methodology

The methodology used to create the system is the Agile Model of

System Development Life Cycle, this phase will help to create the system

within the budget and time efficiently. With step-by-step procedure, this will

also help the developer to better handle the process of creating the

system.

Figure 13. Agile Model

The following shows you the procedures used to create the system:

Requirements – this phase interview the client to identify the business

issues and opportunities, how to cope with those issues, and to meet the

expectation of the owner.

Design – system interface and its features are executed and

conceptualizing the system capabilities.

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 Develop – phase of creating the system, identifying other

requirements, for reducing time waste during the process.

Test – this phase let the user use the system to identify any possible

mistakes, and get feedback on user experience with the system.

Deploy – in this phase the developer ensures that the features are

working accordingly and meet the client’s expectation, in order to

maximize client satisfaction.

Review – gathering of feedback from the client about his/her

experience within using the software.

Findings and Analysis

This study identifies the issues encountered by the owner in the

process of running the business, problems on overviewing sales and

inventory, proof or documentation of transactions, and information on

profit and expenses.

Furthermore, these problems could be resolved by proposing the

point-of-sale system, where this will give information and documentation to

the business owner on its operation.

This will help small-businesses to better gain enough information on

their processes, rather than having no idea about any sales, inventory,

profit, expenses and other information, this study will promote POS systems

to help business owners to formally issue and document transactions to

surely improve business operation, decision, and knowled

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Tita Bev’s Online Ordering and Inventory Management System

For Water Refilling Station

A paper presented as partial fulfillment

For the requirement of

Enterprise Systems

Researchers:

Illut, Ma. Allyssa Louise C.

Tolentino, Kent J.

Magnaye, Elmar S.

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Abstract

Tita Bev's Online Ordering and Management System for Water Refilling

Station is a research proposal crafted by the researchers. The objective of

this project is to fulfill the requirement for their finals. With proper research

and evidence, they believe that their system will revolutionize the

operations of Tita Bev's water refilling stations by offering enhanced

convenience, efficiency, and customer satisfaction.

User-friendly Online Ordering and Management System for Tita Bev's

Water Refilling Station simplifies the process of ordering and managing

water refills. Customers can effortlessly place orders and make payments

online, specifying the desired quantity, delivery address, and preferred

date and time. The system enables Tita Bev's Water Refilling Station to

efficiently handle customer information, track deliveries, and monitor

inventory. It also generates insightful reports and analytics to support

informed business decisions. Customers receive order notifications and

benefit from exclusive offers. By improving convenience, efficiency, and

customer satisfaction, our system empowers businesses to thrive and

expand.

Additionally, comprehensive reports and analytics facilitate informed

decision-making. However, it is important to note that the system has

certain limitations, such as geographical restrictions, dependence on

internet connectivity, support for select online payment options, reliance

on necessary hardware and infrastructure, and potential need for

additional customer support channels.

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Introduction

Information Technology is a modern thing that has greatly impacted

how people and businesses live and work all around the world. It helps

businesses organize their different parts like management, decision-making,

money matters, operations, and marketing. In today's era of rapid

technological advancement and reliance on digital systems, businesses

are consistently searching for a creative approach to enhance customers’

satisfaction and contentment. The water refilling sector, which plays an

important role in supplying purified and secured drinking water, is no

different.

According to Sari, et al. (2019) [107]. In developing countries, the

primary treatment methods for converting group and tap water into safe

drinking water include boiling and household filtration. It is estimated that

1.1 billion people or 21.6% of a sample of low-middle income populations

still use boiling. This conventional water-treatment method requires that the

water is heated at 60–100°C to ensure the inactivation of microbiological

pathogens; however, this method does not effectively remove all chemical

contaminations.

In this research paper, after searching for a perfect client, interviewing

and analyzing the answers, we delve into the creation and adoption of

specialized Online Ordering and Inventory Management System (OOIMS)

for Tita Bev's Water Refilling Station. This system will serve as a backbone of

the entire operation, enabling seamless and efficient processes from order

placement, online payment to delivery and inventory management. With

this OOIMS, Tita Bev’s Water Refilling Station can streamline its operation,

enhance customer satisfaction, and improve overall productivity.

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 This research paper focuses on the water station operated by Tita Bev's

Water Refilling Station, located in Nag-Iba 1, Naujan Oriental Mindoro. The

station has its own water purification facilities, ensuring the production of

safe and drinkable water. The water station comprises a physical facility

equipped with designated spaces for water storage, filtration system, and

container equipment. It has three staff members, including the owner

Jonathan Encina, who are trained in the water treatment process and are

responsible for managing the facilities, maintaining product quality and

safety, as well as handling deliveries. However, since its establishment in

August 2021, Tita Bev's Water Refilling Station has always relied on manual-

based operations. This old-fashioned and complicated way of handling

orders has led to many challenges. One of the common challenges is the

handling of orders and managing things. When orders are taken over the

phone or on papers, mistakes, delays, and misunderstandings often occur.

These challenges can affect how the business runs and make the customers

unhappy, thus impacting the overall goals of the business. Late orders and

miscommunication can lead to upset customers, resulting in missed sales

opportunities and a bad reputation for the business. Moreover, without a

good management system, it is difficult to keep track of important

information like sales data, inventory, and customer preferences. Therefore,

after analyzing all the profanities, pros, and cons, we propose this online

ordering and management system for Tita Bev's Water Refilling Station.

To solve and improve these problems and streamline the flow of the

business, we propose the implementation of the OOIMS, or Online Ordering

and Management System. This system aims to improve how Tita Bev's Water

Refilling Station will handle orders and make their operation more efficient.

With this system, our goal is to help the business do things faster, more

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conveniently, and better for customers, the owner, and staff of Tita Bev’s

Water Refilling Station, by automating the ordering process and payment,

reducing mistakes, and getting rid of manual order-taking. The system also

provides helpful tools for the water station to keep track of customers'

information in real-time. Tita Bev's Online Ordering and Management

System will have features like integrated payment processing and order

tracking to give customers a clear view of their orders. By adopting the

Online Ordering and Management System, Tita Bev's Water Refilling Station

can transform its operation, optimize its resources, and elevate customer

satisfaction.

Business Case

In Nag-Iba 1, Naujan Oriental Mindoro, there is a family-run water

refilling station called Tita Bev's. John Encina is the owner. The company

employs three people, with the owner personally managing the company.

He is the one who cleans and refills the containers and takes customer calls.

Dave Calaluan, his assistant, and Marlon Calaluan are responsible for

collecting the containers from the customers and delivering them. Mrs.

Beverly Encina, the wife, oversees overseeing finance and managing

inventory. The water station was founded on August 4, 2020. It was

established because the owner was motivated by his two sons to start the

water refilling business. They decided to open the business in Nag-Iba 1 after

learning that Nag-Iba 1 lacked clean water and a stable water source. The

owner, Jonathan Encina, approved of their plan after giving it some

thought. They then started looking for a suitable place. Most of the people

in that barangay get their water from a free flowing well, which is not safe

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for drinking. There is a water station there, but the people cannot afford to

have water supplied to them every day because it is far away. Given that

Jonathan Encina, the owner, also owns a farm in Nag-Iba 1 (where the

water station is located), he is already well-known in the community. As a

result, it was simpler for him to persuade customers to buy from his water

station when he first opened for business.

During our interview with the owner, Jonathan Encina, he mentioned

that finding the right location or land is the most crucial part because there

are many factors to consider, such as easy access to water and enough

space for the station's equipment. They also consider how close the station

will be to the people who will use the water and if they have the right

permits and utilities in that area. After some investigation and with the help

of professionals who are experts in this field, they have successfully

established the physical building of the water station in Nag-Iba 1. We also

heard from the interview that they spent nearly 900,000 pesos on building

the actual water station, buying equipment, and purchasing machines.

They spent 470,000 php. only on the machines. Their main mission is to

establish a water refill station that will provide the community with clean,

delicious, and affordable water. They aim to ensure that everyone has

access to high-quality drinking water while promoting health and well-

being. By offering a convenient and reliable source of water, they aim to

enhance the overall quality of life in the area. Their vision is to further

expand the company, increase the number of customers, and establish

additional branches in other barangays that need it most.

The water station's daily operations start by preparing the machines

every morning at 5 a.m. to ensure they are running smoothly and ready for

184
the day's operation. Meanwhile, Marlon Calaluan, the delivery boy, fetches

empty containers from customers' houses for refilling. The business officially

starts at 6 a.m. Customers can place orders by calling the business number,

09277818154, or by directly visiting the water station. Their deliveries cover

five barangays: Nag-Iba 1 and Nag-Iba 2 in Naujan, and Nag-Iba 1 and

Nag-Iba 2 in Calapan and Naujan Bayan, where the owner, Jonathan

Encina, resides. They estimate to sell 100 to 120 containers per day,

equivalent to 2,500, pesos per day, 15, 000 pesos per week and 65,000 per

month. As a result, we developed Tita Bev's online ordering and

management system, which seeks to improve business operations, client

satisfaction, inventory management, and customer convenience. By

fulfilling these objectives, the system.

Statement of the Problem

This water refilling station provides a convenient and accessible source

of clean drinking water for households, offices, and other establishments

that require a steady supply. Managing the inventory of water refilling

stations can be a complex and time-consuming task. Without an efficient

ordering and inventory management system, this refilling station may

experience delays, stock shortages, and customer dissatisfaction. The lack

of a reliable system can also lead to wastage of water and other resources,

resulting in unnecessary costs and reduced profitability. Here are some lists

of problems with Tita Bev's Water Refilling Station that we have found after

conducting the interview

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Inefficient Order Processing:

The current manual system used by Tita Bev's Water Refilling Station

often involves taking orders over the phone or in person, leading to

inefficiencies and potential errors. The process of recording customer

orders, especially during rush hours, can be time-consuming and prone to

mistakes, such as mishearing or misinterpreting customer requests.

Sometimes, as the owner said, there are some calls they can't answer. As a

result, customers may experience delays in getting their orders fulfilled,

leading to dissatisfaction and potential loss of business.

Limited Visibility of Inventory:

Tita Bev's Water Station relies almost entirely on manual counts and

estimates, which are error-prone and time-consuming. This lack of real-time

visibility into inventory levels often results in situations where supplies run out

unexpectedly, causing inconvenience to customers. Additionally,

sometimes without monitoring their stock, there are instances of

overstocking certain items that can tie up capital and lead to unnecessary

expenses.

Missed Business Opportunities:

Tita Bev's Water Refilling Station often faces challenges in tracking

customer preferences. As a business that operates mostly manually, it is

possible to miss important reports, such as daily sales operations, which can

affect the business. Without a comprehensive system in place, it becomes

difficult to analyze sales trends, identify customer buying patterns, and

promote effectively. This may cause the business to miss out on potential

opportunities and fail to adapt their offerings to meet customer demand.

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Lack of Customer Convenience:

In today's fast-paced world, everyone expects convenience and

efficiency in almost everything, including their shopping experience. But

with manual ordering systems, customers need to visit the store physically

to make a purchase. This inconvenience can discourage potential

customers and limit the growth of the water refilling station. An Online

Ordering System would enable customers to place orders anytime and

from anywhere with internet access, increasing accessibility and customer

satisfaction.

Objectives of the Study

1. Make operations more efficient:

The system automates and optimizes tasks like managing orders,

tracking inventory, and scheduling deliveries. This reduces errors, saves

time, and improves productivity.

2. Provides better customer service:

By offering online ordering, the business creates a user-friendly platform

for customers to place their orders. It allows for quick processing,

customization, and easy tracking, resulting in a better experience for

customers.

3. Manage inventory effectively:

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 The system enables real-time monitoring of inventory levels, ensuring

that the organization always has the right amount of stock. This helps avoid

running out of supplies, reduces waste, and allows for timely restocking.

4. Use data for insight:

The system generates useful reports and insights on sales trends,

customer preferences, and popular products. This information will help the

business make data-driven decisions, improve marketing strategies, and

find opportunities for growth.

5. Convenience and accessibility:

Customers can easily browse products, place orders, and make

payments from anywhere with an internet connection. They don't need to

physically visit the water refilling station, saving time and effort. Customers

can choose their preferred payment option, including e-wallets, Gcash,

debit, and credit cards.

Scope and Limitation

Scope of this study

Online Ordering and Payment: Customers can browse water products,

choose how much they want, and place orders securely online. They can

also schedule delivery dates and give specific instructions. And choose

how would they like to pay Online payment or Pay on Delivery method.

Inventory Management: The system can keep track of the amount of water

container, Sticker, and Sealer the products that are available, so business

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owners always know what is in stock. It alerts them when supplies are

running low and can even reorder automatically.

Sales and Customer Management: The system records customer orders,

making it easy for business owners to see customer information, order

history, and sales reports. It also supports loyalty programs and promotions.

Delivery Management: The system helps manage deliveries by assigning

orders to drivers, finding the best routes, and letting customers track their

deliveries in real-time. It also handles returns, exchanges, and

cancellations.

Reporting and Analytics: The system generates reports and analytics on

sales, inventory, and customer behavior. This information helps business

owners make smart decisions to improve their operations and make more

money.

Limitation of this study

Limited Geographical Area: Orders will be accepted and delivered within

a specific area or radius around the water station.

Technical Dependence: Any interruptions in internet connectivity or system

failures can impede the system's seamless operation, resulting in delays in

processing orders and managing inventory.

Learning Curve and Training: Employees may require training to adapt to

the new system, especially if they are not familiar with technology or have

limited computer literacy. The learning curve can affect the efficiency of

the business initially and may lead to errors in order processing or inventory

management if not addressed adequately.

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It does not offer reservation: Our system does not offer reservation because

we wanted to prioritize the customer who is the sure buyer of the water

refilling station. However, this feature will be one of the recommendations

for the next improvement of our system

Employee information and payroll system is not covered in the proposed

system: Our system focused on the ordering processing and inventory

management, so this feature is not included, and we also see that it is not

yet necessary to have this feature on the water refilling station processes.

Review of Related Literature

Foreign Studies

According to Sima and Elimelech (2013) [108], between 1997 and 2008,

the membership of a volunteer water refill association in Indonesia

increased by more than 800%. Between 2005 and 2012, an Indian private-

public collaboration built over 300 stations. Around the world, decentralized

drinking water treatment refill stations are still being established, notably in

the Philippines, Kenya, and Mexico. Although water refill stations are a

relatively new concept, their rapid expansion in some regions of the world

calls for a critical assessment of the industry. The challenge of safe water

access affects more than just the underprivileged in developing nations.

Most metropolitan areas in underdeveloped countries have tainted tap

water since it is distributed through leaking pipes. Studies conducted in

Argentina, Mexico, Trinidad, Tajikistan, Cambodia, and South Africa

discovered that while water in treatment facilities did not have indicator

pathogens, water collected from household faucets did. This difference is

most likely due to contamination within the distribution system. According

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to one study, tap water in Jakarta, Indonesia, is more contaminated than

any other water source, even untreated groundwater. Due to these

dangers, bottled water usage is rising globally in emerging nations,

particularly among higher-income individuals.

According to Norouzpor et al. (2021) [109], water refilling stations are

one of the fastest expanding businesses in Cuba and its adjacent industrial

towns. There are around 8,000+ water refilling stations in the region. The

emergence of water refilling stations became evident in the 1980s due to

rapid industrialization and an increasing population in Havana. The lack of

clean and secure piped water systems is the main reason for the rise of

water refilling stations. Unsafe drinking water and waterborne diseases are

caused by biological contaminants and chemical disinfection by-products.

Cholera, typhoid fever, and outbreaks of acute gastroenteritis from 1990 to

1998 were the result of contaminated and unprocessed drinking water.

Taste and odor of chlorine are other reasons for families to search for

alternative water sources. The government has accepted the role of

private water refilling stations as a weapon against waterborne diseases.

The government regulates the activity of water refilling stations through

quality control policies. Water refilling stations play a crucial role in

surrounding communities. Water refilling stations originated from the

inability of municipal authorities to produce potable water.

According to Watomakin et al. (2021) [110], Indonesia is facing

difficulties in accessing clean water, especially in the province of East Nusa

Tenggara. They still face difficulties in obtaining clean water for various

purposes such as bathing, washing, and drinking, and water distribution

from regional water supply companies known as PDAM in Indonesia has not

191
been useful. Additionally, the community was paying bills every month,

even though the water distribution was not smooth. Therefore, the study

proposed the design of a mobile ordering application for clean water

called GO-WATER. The GO-WATER application helps users order clean

water quickly and helps improve business quality for service providers. The

usability perspective analysis results on the GO-WATER application design

obtained an average percentage of 83%.

Local Studies

The researchers Espinosa et al. (2022) [111] further hypothesized that by

not investing in any IT infrastructure or staying on the traditional manual way

of processing transactions in inventory management, you will have a

chance of facing more human errors and more time-consuming

transactions. So, they propose using an information system for businesses,

which will serve as a tool for effectively managing business processing

transactions. In addition, implementing an information system in the

business processes will create accurate, effective, and less time-consuming

transactions and accumulation of data, which will enhance the ability of

the business to make decisions.

Water is one of the basic needs for the survival of all organisms in this

world. People will spend whatever it takes to have clean and fresh water.

That is why water refilling stations are one of the expanding businesses that

people need in the present and obviously even in the future. Presentation

et al. (2021) [112] studied that water contamination has always been a

concern. In the Philippines, getting clean, safe drinking water is now mostly

done by buying bottled water or by filling up at water refilling stations. This

circumstance exists both in areas where water district service is offered and

192
in places where water utility pipelines do not reach. Some people prefer

bottled or filtered water for drinking yet use tap water for hygiene and daily

tasks. The 2030 Sustainable Development Goals include universal access to

safe drinking water, sanitation, and hygiene as a human right.

According to Molina et al. (2016) [113], waterborne illnesses like acute

gastroenteritis or diarrhea continue to be a serious health issue on a global

scale. Each year, 1.73 million people die from diarrhea, which also causes

1.7 billion cases of the disease worldwide. It is the second most common

cause of death in children under the age of five. In the Philippines, diarrhea

is the sixth most common cause of illness among all people. According to

a study, 88% of diarrheal illnesses worldwide can be attributed to

inadequate water supply, sanitation, and hygiene practices. In the

Philippines, the public's preference for water from water refilling stations was

influenced by previous significant failures on the part of the public water

utilities that led to cholera outbreaks linked to tainted water brought on by

illegal water pipe connections. The Philippine Business Registry (PBR) reports

7,459 water refilling stations as being operational throughout the nation as

of May 2014. The public's ongoing demand for water from water refilling

stations (WRS) highlights the importance of having a water safety plan for

water refilling stations.

Methodology

This study aims to help Tita Beb's Water Refilling Station in their ordering

and inventory management processes, transforming their manual

processes into an innovative and efficient system that will address the

193
inaccuracy and inefficiency of the current water refilling station order

processing and inventory management. The development of the online

order processing and inventory management went through traditional

steps adopted in the system development life cycle (SDLC).

The group of researchers conducted an online interview using the

online platform Google Meet with the owner of the water refilling station at

Nag Iba 1, Naujan Oriental Mindoro. The interviewer prepared 10 closed-

ended and 9 open-ended questions for the interviewee to gather

necessary data and information that will be used in creating an online

ordering and inventory management system specifically designed for

water refilling stations. After gathering the necessary data and information,

the researchers will analyze the response of the owner of the water refilling

station, which will serve as inputs in creating the design phase of the

prototype online ordering and inventory management system. The next

stage will be the development of the design system using the gathered

data that we collected. The prototype system will be developed with

unique features designed to address the problems experienced in the

manual ordering processing and inventory management systems of water

refilling stations. The overall blueprint of the software is done in this phase.

In the implementation stage, programmers will now work on converting

the design into code. The computer program is written using an appropriate

programming language. The interactive prototype software is

implemented in this phase. The system is tested to ensure that it does not

have programming errors and to determine if the system is producing the

expected output and can process the data. The system will require

maintenance after it is implemented for our client. The system will undergo

194
many changes because there will be unexpected input data when our

system is running in the business.

In creating our information system, we will use the Agile model because

of its repeated and continuous steps, which we can easily adapt to certain

changes in the business environment and project requirements.

Figure 14. Agile Model

Finding and Analysis

Here, the researcher will present the findings of problems that the system

will solves, the issue it addresses, and the vulnerabilities it may face in the

future.

1. Manual Ordering

The system eliminates the need for manual order processing, which

often led to mistakes, delays, and misunderstandings. It automates the

entire ordering process, making it faster, more efficient, and reducing

errors.

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2.Inventory Management

The system helps businesses manage their inventory more effectively. It

provides real-time updates on product availability, preventing situations

where products are out of stock or oversold. This improves customer

satisfaction and reduces costs.

3.Convenient for Customer

The system offers a convenient way for customers to place orders online

from anywhere, at any time. It has an easy-to-use interface, personalized

recommendations, and secure payment options, making the overall

ordering experience more enjoyable.

4. Accurate Orders

By automating the ordering process, the system reduces mistakes in

orders. It ensures that customers receive the right products, quantities, and

specifications, leading to happier customers and fewer returns or

complaints.

5. Order Tracking and Communication

The system allows customers to track their orders in real time and receive

updates on delivery status. This transparency improves trust and customer

satisfaction.

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Transforming Business Process: The Adoptation of Online Inventory

Management System on GDE Marketing

A paper presented as partial fulfilment

for the requirements of

Enterprise System

Researchers:

Bool, Lea Morla E.

Mamongcal, Rohaima A.

Zabate, Mercelyn

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Abstract

Inventory Management System is software which is helpful for the

businesses that operate retail stores, where the store owner keeps the

records of sales and purchase. Track all the status of their items.

Mismanaged inventory means disappointed customers, too much cash

tied up in warehouses and slower sales. This project eliminates the

paperwork, human faults, manual delay and speed up process. Inventory

Management System will have the ability to track sales and available

inventory, tells a store owner when it's time to reorder and how much to

purchase. Inventory Management System is an online process of managing

the inventory windows application developed for Windows operating

systems which focused in Inventory control and generates the various

required reports operation.

This research aims to study the business operations and challenges

faced by a retailer store owner. The study focuses on the daily operations

like inventory and stocking of goods and supplies. The owner shares insights

on the business model and marketing strategies of a retail store, and how

the store adapted to the customers behavior. This research also aims to

identify the challenges faced by the retail store owner and we aim to

propose a system that can help them to easily manage the store.

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Introduction

GDE Marketing is one of the retail stores here in Calapan City Oriental

Mindoro. Their business uses a manual operation to manage their system.

All their operations are done by Mr. Edison K. Gabaldon the owner of the

store together with his wife. Inventory is the process by which you track your

goods throughout your entire supply chain, from purchasing to production

to end sales. It is one of the most important aspects of the business, it is

crucial to have the right inventory management.

Inventory is a crucial part of a systematic supply chain of a business.

It is used to balance the supply and demand of a specific product. Effective

inventory management (IM) can lead to higher revenue and profits. Small

firms mostly neglect IM by accumulating excessive inventory for a time with

cash tied in it, and it leads to the inability to control the flow of inventory

effectively. Alam, Md et al (2023). [114]

In addition, Fast-developing digital technologies from big data to

machine learning are widespread in the manufacturing sector and are

reshaping the broader economic landscape. Inventory management is not

only a critical issue in operations management, but also critical to ensuring

supply chain stability in an uncertain environment. Yukun Li (2022) [115]

Moreover, an increase in the inventories efficient use gives a jump-

start to the growth of small business economic efficiency. Application of the

system approach to inventory management allows monitoring the whole

process of material flow and minimize randomness of this process. The very

system of inventory management should be understood as a system of

material flow planning, control, and regulation. Babenko, I (2016) [116]

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 This research is conducted to find a business and know their

management inside their company and to identify some issues that they

are facing, then make a solution for the current issue. In our case we have

interviewed a business owner that is not using any online system to help

them manage the company. This research focuses on recommending

inventory system management for GDE Marketing. This will help the business

to have a modernized process and to be more effective when it comes to

marketing. Also, this will help the business obtain efficiency in their

accounting management.

Our proposed inventory system will be used to track all the products

that are coming in and out of the business. GDE marketing uses a manual

operation for their inventory, so they are not able to check the status of their

products. Their retail store sells goods, so all of it has an expiration date that

must be monitored regularly. Sometimes they are having issues in

overstocking which caused their items to expire, and out of stocking at the

end of the year. Inventory systems can help them to monitor all the items

inside their retail store.

This system gives them more reliable management, including

accounting management. Our team decided to focus on the inventory

system because based on the answers of our client, they are having trouble

in managing their inventory. We know that inventory management affects

the whole business, especially in getting profits and margins.

Business Case

GDE Marketing is owned by Mr. Edison K. Gabaldon, according to

the owner their business started in the year 2007, he serves as the manager

200
of his business. This business has been monetized by BIR, with his 2 staff, they

have been managing the store manually since the beginning.

Their inventory is done manually, they keep their records using

logbook. All transactions are recorded daily, from buying the products to

the supplier until they sell it to their customers. All prices, name of products,

quantity, and the date of acquiring product.

Vision:

The vision of GDE Marketing is to be a large retail business in this

competitive industry, giving a standard service and quality products.

Mission

• To align in the vision of GDE Marketing as a growing retail store giving

a high-quality service, here are the mission its mission statements.

• To provide good services to all the customers Give a high-quality

product to all customers Understand the ever-growing community

and its competitors.

GDE marketing sells different kinds of goods such as drinks/beverages,

dairy products, sanitizers, snacks, detergents, coffee, bath soaps and can

goods. The number of customers range from 100-200 a day. According to

the owner the estimated profit of the store is about 7k-10k a week

Statement of the Problem

GDE marketing is currently facing challenges about manual

inventory management. From the word itself "manual" meaning this is done

only by the human or without the help of computer, which is very vulnerable

201
to human errors. They have encountered data-entry errors, like they have

listed a wrong quantity of the product sold that made them buy another

set of that product, which can cost to low profit and this clearly affect their

business. Another thing is out-stocking, this usually happens from the month

of November to December, in this month customer demand is higher than

previous months. These products are being sold in a short period of time,

then afterwards some customers are still buying same products, but they

are able to sell because of shortage of stocks.

This causes there to loss possible profit and causing their customer to find

another retail store for their convenience which is literally good for their

competitors. Overstocking this is the opposite of the out-stocking which is

also not good for the business. This usually happens from the month of

January to March. Some of their products are being restored repeatedly

without even selling it, which causes a high inventory investment. This also

results to disposing the goods to avoid selling expired products and

overflowing stocks. This fact shows that wrong inventory management can

lead your business to unexpected loss of profit. Also letting your competitors

grow more than your business.

Objectives of the Study

The general objectives of this research are to:

● To give them way to manage their inventory properly.

The specific objectives of this research are to:

● To ensure right quantity supply of stocks

● To minimize inventory investment

● To lessen the loss of profit

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Scope and Limitations

This research focuses on recommending online inventory system on

the GDE marketing business. Inventory system has access to the business’s

accounting, inventory tracking. The manager, who is the owner, has access

to the retail database, he can add, update, or remove goods and

employees. The two staffs will have no access to the retail database to

avoid any malfunctions and change in database, they are limited to

receive cash from customers. It must be the exact price as the system gives,

and they are able to print the receipts that must be given to all the

customers.

An online inventory management system will afford you a very clear

picture of your stocks for different items, all in near real-time. Managing your

stock with a virtual system is sure to be quicker, more accurate, and more

efficient than depending on a manual count or tallying from separate

spreadsheets. You can also fast-track the restocking of your bestseller items,

ensuring that they are always on the shelf and that your customers’

demands are always met Limitations of this inventory system are can only

be accessed online, unlike the manual inventory. The system cannot

receive an amount on credit card basis.

Online systems are also vulnerable to the risk of system crash, power

failure, or hacking from unscrupulous individuals. The staff's side of adapting

the new technology. The software might seem alien to staff members who

are used to the manual route, and it may take some time for them to

incorporate it into their daily routine. The cost may be something for

fledgling retailers to balk at. As such, investing in a new online inventory

management system is probably a matter of good timing.

203
Review of Related Literature

The following are the related literatures which the researchers have

found in their research. These related literatures are taken from studies.

Foreign Studies

Sheakh, T. “A study of Inventory Management System Case Study”

(2018). [117] According to author the inventory management is a challenging

problem area in supply chain management. The task of inventory

management is to find the quantity of the stocks that will fulfill the demand

and avoiding overstocks. Also, inventory is the supply of raw material of an

organization that maintains to meets the operations and future demand of

a business.

Oluwole, A (2019) [118]. “Design and Implementation of a

Computerized Stock Management System (A Case study of MIDE

Supermarket)”. Stock management is very important in retail stores

especially in those with large store. Stock management system is a

computerized method by controlling the sales and products of a business.

Additionally, stock management systems a tool to track goods and identify

the service in a company or in a business. It also will enhance the flow of

goods, improve customer services, and improve the operation of a

company or business.

Anulika, N. et al. (2020) [119] showed in their study entitled “Design and

Optimization of An Inventory Management System for Central Stores”.

Design computerized inventory management system solves the problem by

manual to a system inventory. Inventory control system contains the

strategy by controlling deals and item in an organization. Inventories are

204
important for the qualities of any business, and it can be also the strategy

of any business to work effectively of their business.

Local Studies

Baylen L (2020) [120] shown in his study entitled “Analysis of Inventory

Management Systems of Selected Small-Sized Restaurants in Quezon

Province: Basis for an Inventory System Manual”. According to authors the

inventory management system is an effective to identify the decrease of

the profit of all small-sized business. The inventory management is like

purchasing because the quality of finished products is depending on the

raw material used. Additionally, inventory management are common in a

small business because it will help the business to identity if they are

overstocking.

Similarly, Bautista, J and Young, M (2022) [121] presented on their study

entitled “Effective Inventory Management System in Efficient Supply and

Distribution Management in one Manufacturer of Foods Seasoning

Products in the Philippines”. Inventory management is one of the significant

processes in supply and distribution management. Inventory is important

assets on the companies or business specifically are those in manufacturing

line because it can help to identify if it is out-of-stock or overstocking. Out-

of-stock it my lead into insufficient stock that company or a business cannot

fulfill the demand of the customer in time, and it may cause the lower profit

of a business or a company.

In addition, Cordial, J (2020) [122] shown in his study in entitled

“Inventory Management Tools of Local Micro Business”. Inventory

management is vital operational management tool integrated within a

supply chain. Inventory in a business is systematic approach that can help

205
to reduce cost and it can also process of tracking the stock of various

products.

Methodology

Implementation

Testing

Designing

Planning Analyzing Deployment

Figure 15. Agile Model

The following shows you the procedure use to create recommend

Online Inventory System. This includes planning, analyzing, designing,

implementation, testing, and deployment of the system.

1.Identifying problems, opportunities and objectives:

• Define the project scope and objectives for the new system.

• Summarize the knowledge obtained.

2.Determine user requirement

• Interview

• Questionnaire

• Observation of environment

3. Analyzing system needs

206
 • Development of initial system design and architecture.

4. Prototyping and designing the recommended system.

• Develop detailed system design.

• Create prototypes for user testing and feedback.

5. Testing and development of software.

• Work with user to develop more effective documentation

• Conduct user acceptance testing

6. Implementing and evaluating the system.

• Train users

• Communicate with users

• Review and evaluate system

Findings and Analysis

Overstocking and out of stocking is their biggest problem right now.

Overstocking in their business is usually happening from January until March,

some of their goods are getting rotten and expired. Out of stocking or

shortage on their stocks are usually happening from November to

December, causing the business to have a low profit. If we sum up this

business can gain more if they know the number of their stocks, if they have

to add some goods.

The new system brings more efficiency in their work, avoiding

overstocking and out of stocking, they have the overview of their products.

Through this they can now see if they have to get more products or less

207
products. We have proposed inventory system management for the GDE

Marketing business.

Tracking stocks becomes easier, and the management has been

more effective. This business can go further than they expect it to become.

This inventory system has access to their stock and accounting. Inventory

system gives more benefits to a business, increase of profit, less time

consumed when it comes to tracking inventory, less paperwork. Helps the

business expand and be more effective these days.

208
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(2014). INVENTORY MANAGEMENT

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Letter of Intent

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Survey Questionnaires

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Photo Documentation

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Curriculum Vitae

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