FAKULTI

SAINS PENTADBIRAN
DAN PENGAJIAN POLISI

UNIVERSITI TEKNOLOGI MARA

FACULTY OF ADMINISTRATIVE AND POLICY STUDIES

BACHELOR OF ADMINISTRATIVE SCIENCE (HONOURS)

LAB PROJECT REPORT CSC408

MANAGEMENT INFORMATION SYSTEM
Project Name: Inventory Management System

PREPARED BY

TEH SHAMSINAR BINTI ALI ( 2019461096 )

WAN SALWATI BINTI ISHAK ( 2019691112 )
NURAIN BINTI MAD DESA ( 2015510853 )

GROUP

KBASP4A

SUBMITTED TO
MADAM NOOR HASNITA BINTI ABDUL TALIB

SUBMISSION DATE
28th JUNE 2020

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 TABLE OF CONTENTS

No. Contents Pages

1.0 Letter Of Submission 3-4

Acknowledgement 5

1.1 Team Members 6

1.2 Organizational Chart 7
1.3 Introduction / Business Profile 8
1.4 Project Description 9 - 10
1.5 Project Objective 11
2.0 Inventory Management System
2.1 Project Setting 12
2.2 Function of the System 13 - 17
3.0 Pivot
3.1 Pivot Table 18
3.2 Pivot Chart 19 - 23
4.0 Formula Applied in System 24 - 30

5.0 Conclusion 31

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1.0 SUBMISSION OF LAB PROJECT REPORT CSC408

Faculty of Administrative Science and Policy Studies

University Technology MARA (UiTM) Kedah,

08400 Merbok,

Kedah Darul Aman.

MADAM NOOR HASNITA BINTI ABDUL TALIB

Lecturer of Management Information System (CSC408)

University Technology MARA (UiTM) Kedah,

08400 Merbok,

Kedah Darul Aman. 28th June, 2020

Madam,

Submission of Lab Project Report for CSC408

Referring to the above matter, we as AM228 students had prepared a Lab Project Report and
ready to submit this report to fulfill the requirement of CSC408 course. We had tried our best to
complete this lab project report according to the guidelines given.

2. We have gain a lot of information on creating a proper user friendly spreadsheet in an

Excel Programme. The system is fully equipped with advanced formatting and tools. The criteria
included in the system enhanced an easy method to conduct an analysis towards the inventory
management system. Besides, data can be presented in variety of methods as per ours, we

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deliver the information in the Pivot Table & Chart. Hence, we decided to continue implementing
this systems in our business-to-be in the future in order to run the business efficient and
effectively.

3. We hope that this Lab Project Report will give an overall view on the Inventory
Management System used in our company. Looking forward to fulfill the total requirements stated
towards the accomplishment of this project.

4. Hence, listed below are the members of the team on the Lab Project Report:

NAME STUDENT ID

1. Teh Shamsinar binti Ali 2019461096

2. Wan Salwati Binti Ishak 2019691112

3. Nurain Binti Mad Desa 2015510853

We hope that you will be satisfied with this Lab Project Report and we would like to express our
deepest gratitude towards your kind guidance. Thank you for all the support and cooperation.

Best Regards.

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Acknowledgement

Primarily, we would like to express our outmost gratitude to Allah SWT as we managed to
complete our Lab Project successfully by His guidance and blessings.

Basically, the most appreciations may go to Universiti Teknologi MARA (UiTM) Kampus Sungai
Petani, Kedah for giving us the opportunity to conduct this group project assignment.

We acknowledge with thanks the kind of patronage, inspiration and timely guidance which we
received from our CSC408 Management Information System Course Coordinator Madam Noor
Hasnita Binti Abdul Talib, whose guidance, encouragement and suggestions have contributed
immensely to the evolution of our ideas and efforts for this task.

Moreover, our deep sense of gratitude to our family members who tried their very best in order to
deliver their encouragement whenever and wherever needed. Besides, they sincerely assist us
in the aspect of financial in order to bear the cost occurred throughout the process of completing
this task. Not to forget, our colleagues and classmates who is 24/7 supports and encourage us to
hold and complete this responsibility. Their advice, their lessons and their guidance lead us to the
correct path of perfection.

Last but not least, we would like to express our deepest appreciation to whoever had involved
and contribute directly or indirectly throughout the process of completing this assignment. This
sincere appreciation is mainly address to their effort and initiative that finally resulted in a complete
Lab Project Report.

Teh Shamsinar Ali

Wan Salwati Binti Ishak
Nurain Binti Mad Desa

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1.1 TEAM MEMBERS IN LOCAL GROCERS MART

TEH SHAMSINAR BINTI ALI ( 2019461096 )

KBASP4A
810513-02-5970
F717,Kg.Tengah, Sungai Petani,Kedah
H/P : 012.471.6962
inaselamat123@gmail.com

NURAIN BINTI MAD DESA ( 2015510853 )

KBASP4A
851123-02-5650
No.25,Jln Bunga Raya 2,Tmn Bunga Raya,
Kuala Kangsar, Perak
H/P : 019.344.3405
nurelain23@gmail.com

WAN SALWATI BINTI ISHAK ( 201969112 )

KBASP4A
820925-09-5288
No.112, Jln Kenanga 8/1,Bandar Amanjaya,
Sungai Petani, Kedah
H/P : 019.559.4757
salwati82@gmail.com

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1.2 ORGANIZATIONAL CHART

CEO

TEH SHAMSINAR BT ALI

ADMINISTRATIVE OPERATIONAL
MANAGER MANAGER

NUR AIN BT MAD DESA WAN SALWATI BT ISHAK

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1.3 INTRODUCTION / BUSINESS PROFILE

1.1 Name of the company:

LOCAL GROCERS MART

1.2 Nature of the business:

Local Grocers Mart is specialize in selling the food, both frozen and in packaging. Our mart
focusing on the grocery foods such as biscuit, cold drink, cereal, noodle and pasta, breads,
cooking needs, baking needs, milk powder, chocolate and snacks, rice, sauces and canned
foods.

1.3 Industry profile:

Our business is owned by partnership, incorporated as Local Grocers Mart focusing to meet
the needs of shoppers who need one or two product right away, open all day, every day and
frequently open on public holidays.

1.4 Location of the business:

No. 35 Jalan Cindai Jaya 1, Taman Cindai Jaya, 08000 Sungai Petani Kedah

1.5 Website Address:

Localgrocersmart.com.my

1.6 E-mail address:

localgrocersmart@gmail.com

1.7 Contact Number:

04.457.1422 / 019.4271422

1.8 Date of the business commencement:

Our business officially start the operation on January 01, 2004.

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1.4 PROJECT DESCRIPTION

Inventory management systems are very important part of retail, wholesale, service, and
various other industries that hold inventory. Inventory management is a complex process,
especially for larger companies, but the basics are essentially the same regardless of the
company’s size or type. Same goes to our company, Local Grocers Mart.

In our company, the goods go directly to the stock area. Our inventory management system
is a combination of technology (hardware and software) and processes and procedures that
oversee the monitoring and maintenance of products stocked by a company.

Our products is a finished products that are ready to be sent to consumers.

Our inventory management systems able to integrated with varieties of spreadsheet in one
system which is Suppliers, Purchase, Sales, Balance Sheet and even data analysis. Our
inventory management system can be regard as a good inventory management systems
since it manage to alert the administrators on the shortage of stocks, a systematic customers
and suppliers particulars, an accurate sales data etc.

Our inventory management system able to simplify the inventory management process and
warehouse operations, such as inventory tracking, ordering, inventory valuation and analysis,
demand forecasting and many more.

The more stock locations you have to manage, the more difficult it becomes to manage orders
and track the stock availability.

With our inventory management system, the administrators able to find out the availability of
our stock items and even search their location in just seconds (upcoming planned setup),
even if they are put in different location. In the future, we are planning to add on in the system
where the system able to process orders and track couriers through the same system.

An inventory control is an effort carried out by our company in providing stock items needed
to meet customer demand.

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Our inventory management system allows the administrators to keep up with the stock
availability and ensure it is always at an adequate level. The system gives a notification when
the inventory is running low so the administrators can immediately re-order.

Besides by implementing the inventory management system in our business, all the complex
activities in inventory management are made simpler. Monthly to annual inventory reports can
be generated in seconds.

Since various tasks are automated, our employees can focus more on other crucial tasks.
They no longer need to be stuck in time-consuming tasks, such as stock-taking or reporting
with spreadsheets.

An inventory management system keeps our company away from financial losses due to
human errors, excessive stock storage, unnecessary purchases, and so on. With a centralized
and integrated system, we don’t need to spend extra money on additional systems to manage
our inventory.

In addition, we are also able to reduce the costs that we might need to pay an inventory
specialist, since the inventory management system is able to automate most of the inventory
operations.

Our inventory management system ensures that all the customer orders are fulfilled properly
through real time information related to the inventory levels. This will result at the end, increase
customer satisfaction with our services.

An inventory management solution helps our company to become more proactive when
planning and forecasting the inventory needs. With complete and accurate inventory reports,
we are able to find out which products are the most popular, which ones are rarely ordered by
consumers, how much inventory we should carry in the next few months, which suppliers are
most profitable, and any other important information that helps improve productivity of our
business.

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1.5 PROJECT OBJECTIVE

The objective of this project is to monitor the transaction from various part and it is crucial to
Local Grocers Mart to sustain in the business.

This Inventory Management System helping the business to monitor the stocks holding and
sales and profit for the Local Grocers Mart. It helping to simply the inventory management
process where these database can be accessible as Local Area Network (LAN), using
Ethernet, client –server network and File Transfer Protocol (FTP) to circulate inside the
company.

All the data can be accessible to all department and the staff only use the specific data which
is useful to their department. By using the Inventory Management System, it help reduces
data redundancy and inconsistency by minimizing isolated files in which the same data are
repeated. The accessibility and availability of information will be increased and reduced costs
maintenance. It also enable the company to centrally manage data, their use and security.

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2.0 INVENTORY MANAGEMENT SYSTEM

2.1 Project Setting

On January 01, 2004 we officially commenced our small medium enterprise business, Local
Grocers Mart in Sungai Petani, Kedah. Hence, to ensure that our company equipped with an
effective ways in managing the inventory of the mart, we have created a new information system,
Inventory Management System which is attractive, user-friendly, chosen colours are suitable for
related functions, easy to read & all required information are presented accordingly. We used
appropriate titles and headings for each of the spreadsheets. This particular system mainly able
to trace the availability of our stocks efficiently by alerting our management unit to restock the
inventory. Local Grocers Mart Inventory System apply a maximum workbook format by using an
appropriate advanced formatting, including shading, alignment tools, borders, special fonts,
appropriate labels, appropriate column/row height & width.

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2.2 FUNCTION OF THE SYSTEM

The implementation of Inventory Management System for Local Grocers Mart is a user-friendly
spreadsheet which is easy to operate, read and understand. This system inclusive of the main
button for suppliers, purchase, sales, customers and balance sheet. The data keyed-in consist of
100 numbers of suppliers with 100 different types of retail items. Besides, this system is
completely useful for data analysis since the output received being differentiate by their own
category.

2.2.1 DASHBOARD / MAIN SPREADSHEET

The first spreadsheet we labelled as Dashboard which functioned as the Home Page for the whole
pages of spreadsheet in the system. The dashboard button have been created and applied in
each of the spreadsheet. Flow of constructing a dashboard button:

Creates an appropriate shapes by clicking the insert button

followed by shapes button. Construct a size according to the
length of the text.

Click on the Hyperlink Button and choose the Cell Reference.

Check the chosen spreadsheet as the Main Menu for the
system. Later, the Dashboard box will appear at each and
every spreadsheet.

Pilih Hyperlink Button. Klik dan pilih Cell Reference seperti

yang dikehendaki. Setiap helaian spreadsheet akan terpapar
dan pilihan dibuat dengan tanda di kotak berkenaan.

This column consists of Suppliers, Products that they are selling, Customer Names, price per
units of product and quantity of the product. We are selling groceries for baking needs, biscuits,
breads, canned foods, cold drinks, cooking needs, eggs, frozen food, hot drinks and milk powder,
noodles, rice, snacks, chocolate and spreads to cater the needs from our customers.

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 2.2.2 Purchase

In the Purchase Spreadsheet, it shows details information about the supplier, products by the
supplier and prices per units. The Local Grocers Mart had carried 100 types of products from 100
different suppliers from all over Malaysia.

The Inventory Management System are able to detect the quantity and the value purchases made
by the Local Grocers Mart to the suppliers. The total quantity purchased was 15,493 units with
the total amount of sales RM 98, 612.14.

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 2.2.3 Sales

In Sales Spreadsheet, our Inventory Management System consist of the details on Supplier,
Customers, Products, Quantity Sells and Status of the Stock.

Compared to the Purchase Spreadsheet, this sheets is a bit different. With these spreadsheet,
we are able to identify which item belongs to which supplier, the customer who purchase the
product and it manage to provide an alert system on the out of stocks product in store so that the
order can takes place immediately.

From 100 types of products, the Local Grocers Mart are having out of stocks for 15 products that
need to restock fast to fulfill the demand of the customers.

The quantity sells to the customers are 9448 units which amounted to RM58, 534.17.

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 2.2.4 Customer

This column consists of our loyal customer who have made the purchases in bulk units and
regularly. They are giving the most contribution to our company profits. We are having their details
namely customer names, telephone number, emails and home address. The purpose of this is so
that our marketing team are able do the promotion and reaching them first before going to public
at large.

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 2.2.5 Balance Sheet

This column shown summary amount of purchases, sales, total quantity stock carried by Local
Grocers Mart art and the total profit or loss for the company. This report is useful for the top
management of the company in order to monitor the profit and loss of the company.

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3.0 PIVOT

3.1 Pivot Table

A pivot table is a statistics tool that summarizes and reorganizes selected columns and rows of
data in a spreadsheet or database table to obtain a desired report. The tool does not actually
change the spreadsheet or database itself, it simply “pivots” or turns the data to view it from
different perspectives.

Pivot tables are especially useful with large amounts of data that would be time-consuming to
calculate by hand. A few data processing functions a pivot table can perform include identifying
sums, averages, ranges or outliers. The table then arranges this information in a simple,
meaningful layout that draws attention to key values.

Pivot table is a generic term, but is sometimes confused with the Microsoft trademarked term,
PivotTable. This refers to a tool specific to Excel for creating pivot tables.

3.1.1 How pivot tables work

When users create a pivot table, there are four main components:
1. Columns- When a field is chosen for the column area, only the unique values of the field
are listed across the top;
2. Rows- When a field is chosen for the row area, it populates as the first column. Similar to
the columns, all row labels are the unique values and duplicates are removed;
3. Values- Each value is kept in a pivot table cell and display the summarized information.
The most common values are sum, average, minimum and maximum.
4. Filters- Filters apply a calculation or restriction to the entire table.

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3.2 Pivot Chart

A pivot chart is the visual representation of a pivot table in Excel. Pivot charts and pivot tables are
connected with each other. Below can find a two-dimensional pivot table.

Customers (All)

Sum of Sum of KG/

Row Labels Price Quantity
ABC Sweet Sauce 320ml 5.79 97
Adabi Anchovies Fritter Flour 200g 3.29 225
Ajinomoto Pure Monosodium Glutamate 100g 2.75 285
Artificial Sweetener 25g 8 564
Baba's Fish Curry Powder 25g 2.89 33
Beras Pulut 1Kg 7 312
Bestari Hot & Spicy Fried Chicken Coating Mix 150g 2.76 90
Blue Key Self-Raising Flour 1kg 4.1 210
Campbell's Cream of Mushroom Condensed Soup
420g 6.19 195
Cap Bintang Corn Starch 400g 1.65 195

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 3.2.1 Insert Pivot Chart

To insert a pivot chart, execute the following steps.

1. Click any cell inside the pivot table.

2. On the Analyze tab, in the Tools group, click PivotChart.

The Insert Chart dialog box appears.

3. Click OK.

Below you can find the pivot chart.

Note: any changes you make to the pivot chart are immediately reflected in the pivot table and
vice versa.

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 3.2.2 Filter Pivot Chart

To filter this pivot chart, execute the following steps.

1. Use the standard filters (triangles next to Suppliers and Products). For example, use the
Suppliers filter to only show the total amount of each product restock from AA Teguh Sdn
Bhd.

2. Remove the Suppliers filter.

3. Because we added the Products field to the Filters area, we can filter this pivot chart (and
pivot table) by Products. For example, use the Products filter to only show the Suppliers
supply for the company.

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 3.2.3 Change Pivot Chart Type

Pivot Chart can change to a different at any time.

1. Select the chart.
2. On the Design tab, in the Type group, click Change Chart Type.

3. Choose Pie.

4. Click OK.

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Result:

Note: pie charts always use one data series (in this case, KG/ Quantity). To get a pivot chart of a
products, swap the data over the axis. First, select the chart. Next, on the Design tab, in the Data
group, click Switch Row/Column.

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 4.0 FORMULA APPLIED IN THE SYSTEM

Most formulas and functions applied in this system is correctly keyed-in accordingly. These
functions will assist the business in the aspect of the time-save besides retrieving the correct
particulars as required.

4.1) Dropdown Button

For each data particulars keyed in the spreadsheet, we used the dropdown button. These button
will save the time retrieving the suppliers/customers date if there should be any either
amendments or transactions. For example, whenever there is any additional items the system,
the administrator may click at the Item Number and the system will retrieved the particulars
according to the number inserted. This may prevent the risk of key in the wrong suppliers
according to their item reference number. Same goes to the Customer’s Column and Products’
Column.

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4.2) Functions of Calculations SUM, AVG, COUNTIF, IF, SUMIF etc

4.2.1 The Multiple Function has been used to ensure the calcution is exact with input data.

A B= C

Legends:

A Represent the Quantity Column In The Data Table

B Represent the Quantity Column In The Data Table

C Represent the Quantity Column In The Data Table

Notes:

 The formula for the calculation can be referred as stated at the Formula Bar at the screen.

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 4.2.2 Function Of Sum Calculation has been used to add total figure keyed in the tables.

Legend:

A Represent the Quantity Column In The Data Table

Notes:

 The formula for the calculation can be referred as stated at the Formula Bar at the screen.

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 4.2.3 Function of Count IF

This formula being used in order to alert the administrator the available stock in house and
shortage of stocks in the warehouse. Different colour being used to differentiate the status of the
stocks. Red Color represents shortage of stock. This striking color will definitely capture the
administrator’s attention and view once she keyed in the orders. While Green Color has been
used to represent that the stock is still available in the warehouse.

Mainly, this is the formula keyed-in in the Formula Bar.

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 4.2.4 Function of VLookUp

VLOOKUP is used correct and appropriately at the chosen fields. This function will assist the
system’s user easy to search and key in for the information in the particular columns.

Mainly the Formula inserted as per following :

=VLOOKUP([Item No.],Table1[[Item No.]:[Suppliers]],2,FALSE)

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 4.2.5 Function of Data Filtering & Data Validation

Data Validation has been used in order to ensure that the exact data been choose from the correct
list. This formula may be gained by clicking on the excel format then choose the Review Button
and directly click on the Data Validation. From that particular data, it will direct to checkbox for us
to choose the List or vice versa. The formula can be viewed at the Formula Bar.

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 4.2.6 Pivot Table & Pivot Chart

A pivot chart is the visual representation of a pivot table in Excel. Pivot charts and pivot tables are
connected with each other.

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CONCLUSION

In conclusion, these Inventory Management System is useful to the company by having

capabilities and tools for organizing, managing and accessing the data in the database. If help
our company to store the information efficiently.

Our business use these database management system is to keep track of basic transaction,
such as paying suppliers, processing order, keeping track of customers, monitor sales and
profit or loss of the company.

These database is also useful for the top management to do better decision making in order
to help the company run the business and sustain in the market. If the company or sales and
marketing team want to know which product is the most popular or who is most profitable
customers, the answer lies in the data.

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