WACHEMO UNIVERSITY DURAME CAMPUS

College of Engineering and Technology

Department of Information Technology

Project Title: - web based inventory management system For Wachemo University Durame
Campus

F.NAME L.NAME ID/NO

RETA AIEMAYEHU 1513

Proposal done :

Advisor: - Mr.merihun Elias

Decmber , 2016 E.C

DURAME, ETHIOPIA
Table of Contents
CHAPTER 1………………………………………………………………………………………………………………………………………1
1.1 INTRODUCTION.....................................................................................................................................1
1.2 Statement of the problem.....................................................................................................................1
1.3 Objective of the Project.........................................................................................................................2
1.3.1. General Objective..........................................................................................................................2
1.3.2. Specific Objective...........................................................................................................................2
1.4 Scope of Project.....................................................................................................................................3
1.5 Method and Tools.................................................................................................................................3
1.5.1 Data source and Data collection methods......................................................................................3
1.5.2 System analysis and design methods..............................................................................................4
1.5.3 System Implementation Methods..................................................................................................4
1.5.4 Development Environment and Programming Tools......................................................................5
1.5.4.1 Hardware tools........................................................................................................................5
1.5.4.2 Software tools..........................................................................................................................5
1.5.4.3 Programming language............................................................................................................6
1.7 Significance of the project.....................................................................................................................6
1.8 Beneficiaries of the System...................................................................................................................7
1.9 Project Team Organization....................................................................................................................8
1.10 feasibility analysis…………………………………………………………………………………………………………………….…8

1.10.1 Technical Feasibility.....................................................................................................................8

1.10.2 Economic Feasibility.....................................................................................................................8
1.10.3 Operational Feasibilities..............................................................................................................9
1.10.4 Legal Feasibility............................................................................................................................9
1.11 Project plan.........................................................................................................................................9
1 .11.1 Time Schedule..............................................................................................................................9
1.11.2 Budget plan……………………………………………………………………………………………………………………………9
 CHAPTER 1
1.1 INTRODUCTION
The use of technology is increasing day to day, we all depend on technology and we use various
technologies to accomplish specific tasks in our lives. Today we have various emerging technologies
which impact our lives in different ways. Technology is being implemented in almost every section of our
lives and business structures. Some of the uses of technology today are in health, education,
government, communication, purchasing, agriculture, control and harness natural forces,
transportation, bank etc. More specifically Technology has a bigger impact on inventory control in terms
of efficiency, ease of accessing information and accuracy thereby affecting organization performance,
centrally manage all store inventory management and improve availability of the system.

An inventory is the stock of items used in an organization. An inventory system monitors the
levels of inventory and determines the recording of items and distributing the materials to the
staff based on the request of users. But, currently Wachemo University Durame Campus
property administration directorate performs recording items, managing, requesting materials,
register supplier through manually this leads to time consuming, error prone and boring. In order
to solve this problem, the team motivated to develop a web based inventory management system.

The implementation of this web-based inventory system can help the Campus to develop the
skills to handle with their operational environments. Because lack of system tool to be used to
monitor the availability and quantity of materials in this campus

1.2 Statement of the problem

The existing property administrator directorate in WCUDC is currently done through manually
so, it has the following problem.

 Difficult to identify the material where they are stored

 Difficult to handle reservation
 Difficult for property administration teams to know list of items a specific
employee used.
 When errors are made by employees of the store at any point of their work during
register the item.
  Difficult for property administration teams to know where the specific item is
found.
 Difficult to generate a report like received, withdraw items because it requires
more effort and time consuming to recover and check the registered item.
 In transfer of item problem is exist, because the signature of employee is put in
paper so, the paper is may be lost or damage.
 Files put in excel difficult to search specific information about items and
employees.
 Data is not secured because any user that have access to that computer can modify
the excel files.

1.3 Objective of the Project

1.3.1. General Objective
The general objective of this project will be developing web based inventory management
system for Wachemo University Durame Campus.

1.3.2. Specific Objective

In order to achieve the main objective the specific objective will be designed to do the
following activity;

 To analyse and study the structure of the Inventory management system

 To investigate the existing system problem of Wachemo University Durame campus
Inventory management system
 Specifying functional and non- functional requirements of the proposed system.
 To design proposed inventory management system for Wachemo University Durame
Campus using UML model.
 To develop inventory management system for Wachemo University Durame Campus.
 To implement the proposed system.
 To test newly implemented system
 To Deploy the system
1.4 Scope of Project
The project that we are trying to focus on inventory management system will cover only on the
Wachemo University durame campus. And will perform the following activities.

 Registering of the new items based on their category.

 Displaying information about the item.
 Post bin cards (item information).
 Add users and items.
 Manage users and items.
 Update users and items.
 Request an item.
 Generate report
 Post bids
 Transfer Item
 Approve Request
 View Request
Generally, this system automates the functions of inventory management system

1.5 Method and Tools

1.5.1 Data source and Data collection methods
Data collection is the most important part of our project to find the main required information to
system and to understand how the system works. We used the following methods to collect
relevant data required to our project.

 Interview: To get information, interview with the store head will be conducted with
concerned staff of the corporation to get reliable information which is important to do the
project.
 Observation: It helps us to get the right information how the organization performs its
function and this helps to strength the data that gathered through interview and document
analysis.
  Document Analysis: This technique provides information on how the existing system
works .There for documents related to the existing system of the organization will be
assessed.

1.5.2 System analysis and design methods

The goal of this section will be to provide the basic overview of the system that we are going to
develop. The system analysis and design approaches for this project will be used the object-
oriented system analysis & design. Because
 It provides code and function reuse through the concepts of inheritance, polymorphism,
encapsulation, modularity, coupling and cohesion.
 To design the system
 Tem the project team has choose Object Oriented Modelling techniques and Unified
Modelling language tools.
 Understanding of the structure is easy because object-oriented Modelling and tools used
to represent real world entities.
 It enables us to comprehensively model a system before we develop it.
 Modification of the object implementation is easy because objects are loosely coupled.
1.5.3 System Implementation Methods
There are various software development life cycle models defined and designed which are
followed during the software development process. These models are also referred as “Software
Development Process Models". Each process model follows a Series of steps unique to its type
to ensure success in the process of software development. But the proposed system will be
follow Iterative model. Because Iterative process starts with a simple implementation of a subset
of the software requirements and iteratively enhances the evolving versions until the full system
is implemented. At each iteration, design modifications are made and new functional capabilities
are added. The basic idea behind this method is to develop a system through repeated cycles
(iterative) and in smaller portions at a time (incremental).

An iterative life cycle model does not attempt to start with a full specification of requirements.
Instead, development begins by specifying and implementing just part of the software, which is
then reviewed to identify further requirements. This process is then repeated, producing a new
version of the software at the end of each iteration of the model.
1.5.4 Development Environment and Programming Tools
There are different hardware’s, software’s and programing language individual use in the project.
1.5.4.1 Hardware tools
 Computer with internet connection:- almost all tasks of our project are performed on
computer.
 Secondary storage device like flash disk (32GB) and CD required for data movement and
store.
 Memory :8GB RAM
 Hard disk :797GB
 Disk (CD):-necessary for the store of relevant data and for backup Pen and Paper: used
for write different question and resource.
 A4 paper: used to write necessary data during data gather process.
1.5.4.2 Software tools
There are different kinds of software will be used to develop the project is:

 MYSQL: to develop database application

 Microsoft office word 2013 : for documentation
 Microsoft power point : For presentation
 Microsoft Visio 2007: for designing UML diagrams, user interface associated with the
project.
 Notepad++: for write the code of the system.
 Web browser and internet connection:- for online references and attaching a documents
 PHP: for server side scripting and we use XAMMP server for the implementation of the
PHP code.
 HTML JAVA SCRIPT client side coding: for user interface of the system.
 WAMPSERVER:-to test the system by running.
 E-draw max:- for UML diagram
 Gantt chart software:- to schedule time

1.5.4.3 Programming language

The programming language the team wills uses are:

PHP (Hypertext Pre-processor):- Because of we select PHP:-

  Easy to use
 Platform Independent(It can be run on all major operating systems)
 Supports all major Web Servers
 Supports all major Databases
 open source
 Easy to fix problems etc.
MySQL (My Standard Query Language): - for creating and manipulating databases.
 MySQL database- the project team used MySQL database since
 Easy to use
 Open Source
 It is fast and secure
 runs on many operating system
Hypertext Mark-up Language (HTML):-allow for building HTML pages website creation

 Java script language: - used to validate our data or for client-side scripting.

1.7 Significance of the project

Some of the significances of the system are:

 Easy to know where the materials are found.

 When items are issued to employees the system can automatically update the
information an item or change its status
 Better security and management of item file.
 Easy to manage clearance because the record is well organized and can search by its
Id and easy to check the materials under on each employee.
 It reduces the probability of errors that will be made during registering the issued,
received and remained items to the store.

1.8 Beneficiaries of the System

When this project is delivered the following peoples are beneficiary

 For university(organization)
  Reduce economy spend.

 Reduce Time consumption.

 Reduce man power

 Avoid document missing about inventory management system.

Users
 Getting service without wasting their time.
Employees
 Work their job without any difficulties.
 Increasing their confidence.
Developers
Firstly we are getting a bachelor degree by developing this system.

Since it is the first time for us to prepare the whole document with the implementation that is the
base for our group to have an experience for developing software. So, from the project we gained
knowledge how to develop a system and solve the real world problem.

Again it can increase or strength the social interaction with soviet

1.9 Team Organization

1.10 Feasibility Analysis
1.10.1 Technical Feasibility
The proposed system can be easily maintained and repaired technically; the system will be
powerful to be applied by low skilled users as much as possible. It is easily accessible by the
people who can easily understand natural languages.

1.10.2 Economic Feasibility

An economic feasibility is a process of identifying the financial benefits and costs associated
with a development of a project.
 The proposed web based inventory system is economically feasible because:

 The system will provide fast and efficient automated environment.

 The system requires very less human power.
 The system will have GUI and very less user-training is required to learn it.
 This project is economically feasible because its anticipated benefit is greater than
the expected cost.
Cost of the Project
i. Tangible Costs
The tangible costs to be acquired in developing the system are:-

 A cost which includes hardware development cost and.

 Software development cost.
ii. Intangible Costs
Those are costs which are uncountable .The intangible costs to be acquired in developing the
system.

1.10.3 Operational Feasibilities

The system will also be on behalf of origination’s goal and user satisfaction, because the system
will be possible to run and use in the organizations LAN internet. So the system will be
operationally feasible or it will be operationally acceptable to users in Wachemo University
Durame campus inventory office.

1.10.4 Legal Feasibility

The project team members built the system without violating rules and regulations of the
governments as well as the organization. The system being built is for the importance of
productivity of the organization, so that the project is legally feasible. Legal feasibility
determines whether the proposed system conflicts with the legal requirement or not

1.11 Project plan

1 .11.1 Time Schedule
The time given for this project will be around four months. First four months for analysis and
design and the next five -month are for implementation of the designed. Based on the department
schedule we also have developed our own schedule to finish the project.
Tasks Months

Nov
No Steps Nov1-16 De 03- Dec Fe Ma App May June
17-
18 19-Jan b r
Dec
12
02

1 Proposal
preparation and
Presentation

2 Data collection and

Requirement
specification

3 System analysis

4 System design

5 Implementation

6 Testing

7 Documentation

Total Overall project

time
1.11.2 Budget Plan

No Terms Quantity total price birr

1 Laptop 1 25,000

2 Printing 150 350

3 Paper 1 packet 250

4 Pen 5 50

5 Flash 1 400

6 CD RW 1 50

7 Total 26,100

Chapter two

2.1. Introduction of existing system

It is possible to develop a better system by understanding the existing system. Even if it is a
manual system; it is performing the following activities. Registering new items of the stock,
supply items from the stock maintain and update records, prepare report and others

2.2 Players of existing system

Players represent external entities that interact with the system. The main players of in our
existing system are actors that represent anything that needs to interact with the system to
exchange information. An actor is a user, a role, which could be an external system as well as a
person. An actor initiates the system activity, a use case, for the purpose of completing some
business task. Here are the players involved in system:
 President:
 Vice President:
  Property Administration Director:
 Stock clerk:
 Procurement commute
 College dean:
 Department head:
 Employee:
 Customer:

2.3 Functions or main Activities of Existing Systems

 The existing system is performed activities from storing material on stoke to deliver
the employee.
 First the store clerk post bids and register the designated supplier, after the
designated supplier supply the item, the store head receive material from supplier,
checks the incoming item by related professionals.
 Then the store clerk receives the material from the store head and he/she assigns a
code and record the item information.
 After that the store clerk must get permission to receive and give the materials to the
staff members by the head of the store office.
 Then the store clerk documents the item information and reports those materials
detail based on their item type to the store head. And the store clerk gives the
material to the employee, department, president, vice president, director, collage or
office based on their request.
The existing system performs the following main activities in manually.

 Register supplier: register supplier organization to supply item for the organization.
 Register new items: the new items are register before enter to the store.
 Register item withdraws: the item is register after give to collage, department, employee
and office.
 Register item transfer between two employees: during item transfer from one employee
to another it must register.
 Approve clearance: when an employee is leave out from staff member he/she must fill the
clearance form.
  Prepare report like damaged item, new item, withdraw item: reports are prepared based
on the category.

2.4 Business Rules and constraints

A business rule is successfully an operating standard or polices that we have try to specify for
both the existing system and the proposed system of the store management must satisfy.

A business rule is an operating principle or policy the software must satisfy. It often concern to
access control issues, policies and principles of the inventory management system.

We mainly focus on the existing system business rules.

The existing system has many business rules or principles some of them are:

Br1: new items are recorded and assigned a code by the stock clerks.

Br2: after recording and assigning code by the store clerk the items led to the store keeper then
he/she record, check and place them.

Br3: only staff members of the university are allowed to take an authenticated material.

Br4: when the users/staffs want to borrow any material he/she must register his id, full name,
email, status and other user details properly.

Br5: in order to get the item he /she must get permission from the academic president /president
and the store officer have to put their signature.

Br6: the staff member has to put his/her signature while taking the item.

Br7: the staff member should not damage the item.

Br8: if the staff member has loss or damage the item he/she has to replace that item or pay the
cost with additional percent

Br9: one employee to fill clearance first checked either any material with him/her or not.

Current System constraints: the manual system has the following problems

 Security
  Performance
 Not easy to know the total amount of items or materials

Documents use in existing system

Existing system uses different forms and reports to manipulate different records associated with
different activities. The existing system uses three paper models for different purpose these are:-

 Model 19:-for receipt for Articles or property received form.

 Model 20:- for fixed material request form.
 Model 22:-for Receipt for articles of property Issued form
. Alternative Solutions
We try to put an alternative solution to the problems of the current existing system that are
described in the above section.

 After the team has identified the real problem of the existing system which is in a manual
system, the team suggests an alternative option to overcome the problem.
The alternative solution is:-

 To use Microsoft word document to write information.

 Desktop and laptop computer:-for data backup and other activities.
 To use Microsoft Access Database for storage the information of inventory
 The best alternative solution to the existing system is to change the existing manual
system and producing a computerized for the inventory management system.

2.10 Requirement of the proposed system

2.10.1 Functional requirement

Functional requirements are the planed behaviours of the system. This behaviour may be
expressed as services, jobs, utilities or functions that the system is required to perform.

Since the team are going to develop computerizing inventory management system that used by
the employee’s in the university, the system is used to manage and process data according to the
System.

The new system is expected to provide the following functionalities:

  Manage Account: The admin create, update, delete, view and activate/deactivate user
account the system shall to allow the system administrator can handle or manage all
system users’ account.
 Login and logout into the system: -the system shall to support all system uses to login
and logout to the system.
 Manage Items:-The store keeper register, update, view and delete Item.
 Withdraw Item.
 Transfer Item
 Generate Report
 View Report.
 Approve Request
 Request Item
 Post Bid
 Check Bin Cards
 Send Feedback
 View Comment
 Post Bin Cards
 View Feedback
 Post Comment .

2.Non-Functional Requirements
Non-functional requirement describes the necessities of the computerized inventory management
system that are not directly related to the functionalities of the proposed system and any
constraints that may limit the boundaries of the proposed system. In short, non-functional
requirement is all about system attributes such as security, reliability, usability, integrity and so
on.

Security:-The system only permits authorized user to enter the system. Security is the
protection of the information assets through the use of technologies, processes, and training.
Access to the various subsystems will be protected by a user login screen that requires user
name and password.
User Interface: The interface is user friendly and can properly guide the user how to use the
system and perform operations easily.

Response time: - the system gives response to service request within a short period of times.

Availability: -This system should always be available for users to access item information.

Maintenance: The Inventory Management System is being developed in php. Php is an object
oriented programming language and shall be easy to maintain

Portability:-The Inventory Management System shall run in any Microsoft Windows

environment that contains php Runtime and the Microsoft Access database.

Reliability: - The Inventory Management System service should not access without authenticate
user.

Standards Compliance: - The graphical user interface of the system shall have easily
understood to the user (have consistent look and feel graphical user interface).

Performance: -Acceptable response times for system functionality.

. Actor Identification
 Actors: An actor is a person, organization, or external system that plays a role in one or
more interactions with in the system.
 We use Actor as user that interacts with system.
 In inventory management system the following actors are involve: There are Four major
actors in our proposed system. These are:-
 System administer
 Inventory Director
 Store Keeper
 Staff member
3.4.2. Use-case identification
 Use cases: A use case describes a sequence of actions that provide something of
measurable value to an actor.
  Identifying the activities that are mainly performed on the proposed system is the
basic thing in analyzing a new system.
 Admin: have the following activities
 Manage Account(Create, Delete, Active/Deactivate, Update,)
 Approve Request
 Generate Report
 View Report

▪ Inventory Director: have the following activities

 Generate Report
 Check Bin Cards
 Post Bid
 View Report
▪ Store Keeper: have the following activities
 Manage Item (Delete Item, Update Item, Register item)
 Send Feedback
 Transfer Item
 Post Bin Cards
 View Comment
 Withdraw Item
 View Feedback
 View Item
 View Report
 Generate Report
▪ Staff Members: have the following activities
 Request Item
 Withdraw Item
 Post Comment
View Feedback