Computerized Inventory System

II. PROJECT DESCRIPTION­­­­

In this chapter, the students who are the developer of the system are going to tackle about the company’s main problem in its existing system and are also going to discuss the specific problem that causes the host company’s loss and incompetency to the market. The propose system that the students come up with will be discuss to maximize the competency of the host company along with the details, the scope and limitations, and the methodology used for the study.

2.1.2 Problem Statement

In this chapter the proponent will specify the general and specific problems of their company that has encounter through interview or observation.

2.1.1 Major Statement

How to create a Computerized Sales and Inventory System for Alta School & Office Supply that will solve the major and minor problems of the store? Alta School & Office Supply using the manual system for the operation of the inventory and the cashier operator transacts all purchases using a cash register. The proponents decided then to develop a computer-based sales and inventory system that the store can use to be able to solve major and minor problems encountered when using a manual system in doing these operation.

2.1.2 Minor Statements

How to develop a module that will make the user easily find and validate returned products? Product returned include damage items when a product is returned, it should be accompanied with the receipt of the purchased product. Since only the product category and its price are indicated in the receipt, it would be hard for the manager to easily find and validate the product and the receipt so as to accept the return transaction.

How to create a module that is enable to generate updated report such as the sales report and inventory report, as well as fast moving and slow moving products reports that is available anytime is needed? The store does not have an actual inventory report and their sales report are made and calculated just through the receipt from the cash register. The general
manager cannot identify which products are fast moving and which are slow moving because the general manager cannot identify what specific products are commonly bought and what are not. Information for fast moving and slow moving items is essential so as to be aware of the products that need more attention in terms of the reordering of these products.

How to create a module that is able to implement security with regards to the information and files so as to keep data integrity? Important documents can be altered since anyone can gain access to these documents. Another problem is regarding to cashier operators. Since there is no security with regards to who can use the cash registers unauthorized sales transactions may occur, thus resulting to loss of data integrity and reliability.

II.1 Proposed Research Project

II.1.1 General Objectives

The general objective of the study is to make a Computerized Sales and Inventory System for Alta School and Office Supply that will solve, improve the some features that can help of the store. The proponents will design and develop a Computer-based Sales and Inventory System for Alta School and Office Supply that will solve major and minor problems encountered in the current system used. This will eventually help the host company speed-up the process of the whole system. II.1.2 Specific Objectives

To develop a module that will organize the record of all the information about the system. In this statement the proponents need to organize the record of all the information about the system so that we can easily see all the information we need to see if it is necessary. Without organization the system will have corrupted files and revision would be impossible in the database.

To develop a module that will compute the sales and record transaction for the amount product purchased, and the number available in the store. The proponents can improve the manual system for this module, computation and recording to be faster and more accurate that will lessen human error and is more reliable than the existing process.

To create a module that will build a security that will protect the company’s confidential file. The proponents will develop a security to protect the feature where the data files and information will be secured from the unauthorized person and to avoid any of alteration of data files. The system cannot be used without any users, because it is required in the system.

II.1.3 Scope and Limitations

The Study is conducted to develop computerized sales and inventory system for Alta School & Office Supply. This computerized sales and inventory will ease the work of the persons involved in this system to minimize their tasks as well as to keep up with the technology nowadays. System proposed system is conducted to develop computerized sales and inventory system for Alta School & Office Supply.

The computerized system will help minimize the problem encountered in the existing manual system of the company as well as to keep up with technology nowadays. The proposed system will feature file maintenance module that allows editing, adding, and maintaining of information pertaining to the products, product’s category, suppliers, and system users. Returned product/s due to damage which is accepted for return or exchange can be easily validated through a reliable receipt that will indicate the store’s name, product name, product price and the date that purchased or date of transaction will be adjusted in a returns form.

Limitations

The system cannot provide a payment using credit cards. Obviously it is more profitable to have an online ordering but probably it cannot apply them online orders. The transaction or method cannot be converted in to a computerized system and can only be done manually such as evaluating the reports or suggesting an alternate product or any decision related problem.

II.1.4 Methodology

The proponent’s method in making the system is the Systems Development Life Cycle or simply SDLC is the methodology that we used in our system. It is the development cycle designed to give much faster. To be able to accomplish the requirements of the proposed system, the proponents decided to use the System Development Life Cycle or simply SDLC and divided the cycle into five phases. The SDLC is a phased approach to analysis and design that hold that systems are best developed through the use of a specific cycle of analyst and user activities. Although each phase is presented discretely, the proponents did not intentionally make them as separate steps instead, several activities may occur concurrently, and activities may be repeated, because SDLC is more useful if it is applied as phases rather than in separate steps.

Planning
Priorities for system and projects; an architectures for data, networks, and selection hardware, and IS management are the result of associated systems; Detailed steps, or work plan, for project:

Specification of system scope and planning and high level system requirements or features; Assignment of team members and other resources; System justification or business case.

Analysis
Description of current system and where problems or opportunities are with a general recommendation on how to fix, enhance, or replace current system; Explain of alterative systems and justification for chosen alterative

Design
Functional, detailed specifications of all system elements (data, processes, inputs, and outputs); Technical, detailed specification of all system elements (programs, files, network, system, software, etc.).

Implementation
Code, documentation, training procedures, and support capabilities.

Maintenance
New version or releases of software with associated updates to documentation, training, and support.