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0 INTRODUCTION
1.1 Background of the Study
Inventory is basically the total amount of goods and materials held in stock by a factory, store and other business. An inventory system is a process whereby a business keeps track of the goods and material it has available. In its simplest sense it can be done manually by a count at the end of each day. In this way it is possible to keep a record of the goods coming in to the business and goods being sold. The same case applies in Kuyas Lumpiang Sariwa and as a result, the inventory system becomes prone to human error and would be more time consuming and security is also being risked.

Since manual inventory consumes a lot of time and is susceptible to errors, it would be helpful to build a system that will automate the transactions from acquisition of the product description to updating the inventory database. The automated inventory system will improve employees work efficiency by automating routinely and time consuming tasks such as the time spent in taking down product information. As a result, the time can be used in more productive activities. The accuracy of the current system will also be improved, since the automated inventory system would eliminate the need of constantly encoding lengthy details of products by having an inventory database.

1.2 Statement of the Problem

1.2.1General Problem The inefficient rate of manually mandating a system or accessing manual inventory system is widely known due to the time consumed of manually recording of the transactions being done, security of data is at risk, and inaccuracy of data. The authors considered the problems encountered in using manual inventory system.

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1.2.2 Specific Problems

1. Time Consuming The inventory of materials is done manually in such a way that employee writes down the details of different materials every time a transaction is being done. These results, taking too much time.

2. Data Loss It defines to the unforeseen information. The possible root cause of data spill in Kuyas Lumpiang Sariwa is the file drawer or cabinet which serves as their storage. If not properly secured, misplacement of data sheets and theft can take place due to security failure.

3. Prone to Errors The taking down of transactions encoded manually by the assigned employee to do the inventory would probably commit mistake. Inaccuracy of data is being risked.

1.3 Objectives of the Study

1.3.1 General Objective The main objective of the proposed inventory system is to facilitate the inventory operation of Kuyas Lumpiang Sariwa, thereby enhancing data monitoring to aim a more efficient system.

1.3.2 Specific Objectives

1. Minimize working time The automated inventory system will provide userfriendly interface that will lessen the job through user defined

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buttons. Tasks of the assigned employee such as encoding of data details is easier and fast compared to the old system.

2. Improve security protection controls Security of inventory reports and other data information is not at risk due to the provided log-in window in database inventory system that will ask for a password secured by the administration. Employees that will do the inventory will have a complete access in the system; other employees cannot enter or access the automated system. Updating of passwords can be done.

3. Increase accuracy in data entry. Entry of data ensures accurate details of the material due to the built in checks in the new system, as one of the systems features. It will eliminate errors such as erase and replace.

1.4 Significance of the Study

The study will be a significant endeavor in promoting efficiency and more effective inventory system. By understanding and evaluating the need of the company, the employee as well as the administrators can be assured for a more productive and competitive system. The proposed system has been designed after depth study of the existing manual system. The new suggestions have been made, keeping in view the demand of the organization and their ultimate effectiveness. Computerized Inventory system has many advantages over the manual inventory system. Some of the features are as follows: The new system is more efficient as compared to the old system. Data entry task is easier and fast. There is no chance of entering wrong data, because there are all possible checks, which have been built in the system.
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 The new computerized system is user friendly. A user having little knowledge about computer can run this system effectively.

Moreover, the new system is designed in such a way as it can provide the user with facility of updating the data whenever required.

1.5 Scope and Limitation

The authors of this study is centrally focused on the proposed inventory database system and does not include any other systems such as ordering system. Scope Data Manipulation such as adding, updating and deleting of data in the database to a more user friendly system. All reports can be generated automatically, at the press of a button. Ability to handle huge volumes of transactions without compromising on speed or efficiency. Monitoring of Stocks

Limitation Tracking and Storing of received payments are not part of the system. Employees Number and Information is not covered on the system.

2.0 METHODOLGY OF THE STUDY

Authors of this study have a clear outset that the goal is to find a company where their system is manually mandated. They agreed that manual inventory system is their case study. Next, is to find a subject fitted for the manual inventory system, Kuyas Lumpiang Sariwa has been the authors choice. An appointment letter for the interview has been send, after, a scheduled confirmation is approved. Fact- finding techniques become a great help. Before the actual interview, the authors determined the general areas to be discussed. Each shared their ideas, suggestion and opinions. They created a standard list of questions that is more specific since the purpose is to verify facts. The
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interviewer introduced their selves and the purpose of conducting the interview. Questions that has been formulated was asked, immediate response was given. Accurate data given serves as the facts used by the researchers to the system proposal. After the interview, authors deepest appreciation and gratitude for the time and cooperation was expressed.

3.0 REVIEW OF RELATED STUDIES

In the earliest days, merchants wrote down purchases, or they looked at how many units were gone at the day's end and then did their best to forecast future needs, but it remained an inexact method, even when applied to operations that were quite small by today's standards. After the Industrial Revolution, efficiency and mass production became the main goals of businesses, along with an improved customer experience at the point of sale. A team at Harvard University designed the first modern check-out system in the early 1930s. Late 1940s and 1950s merchants knew they needed a better system until

researchers created the bar-coding system. Again, the system lacked the computing power to make it work. Still, technology had to catch up. While laser technology revived in the concept of bar-coding in year 1960s. Afterwards, the Universal Product Code (UPC) was born and caught on just before the 1970s. Mid to late 1990s, retailers began implementing modern inventory management systems, made possible by advances in computer and software technology. In recent years, another promising technology for inventory has also has made. Radio frequency identification, or RFID, uses a microchip to transmit product information -- such as type, manufacturer and serial number -- to a scanner or other data collection device. This system also has many advantages for vendors. It allows them to ensure their products are properly displayed and available, and it also puts them in close contact with the retailer and its sales data. The feedback the vendor receives can play an important role in its marketing, research and development

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Abstract
Switching over to computer system is to get the job done in lesser time and store different information, reports in paper form and at a bigger scale which is difficult to achieve under a manual system. Stock keeping and stock checking is one of the major components of any business organizations. Manual reports are time consuming and difficult to construct. A user friendly computerized store inventory system has been developed in Visual Basic after studying the current store system of the Kuyas Lumpiang Sariwa. The proposed software can help improve the efficiency of the store. It is accurate, reliable, consistent, faster, efficient and easy to use. Removal of redundancy/duplication and irrelevance are some of the other benefits.

4.0 THEORETICAL FRAMEWORK

Handling stocks in every organization is an important issue in every business. A well-structured inventory system would give the organization proper control of their stocks. This study will be using the input-process-output diagram to come up with an enhanced inventory control system for Kuyas Lumpiang Sariwa.

1. Input The first variable is the current inventory control system of Kuyas Lumpiang Sariwa as provided based on interviews and observations by the researchers. It will include procedures given by the management currently implemented for receiving, storage, and reporting of inventory.

2. Process After identifying the inputs, the current system of Kuyas Lumpiang Sariwa will be evaluated. After the strengths and weaknesses of the current system are identified, the enhancement of the current inventory control system will follow. During this phase, management controls, theories, concepts, and techniques will be followed to improve the current system. Also, the organizational requirements of Kuyas Lumpiang Sariwa will be taken into consideration for the betterment.
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Before the final output, feedback from can be taken for comments and suggestions to be added for the final output.

3. Output The output will be the result of the careful analysis and discussion of the researchers. The output will be an enhanced inventory system to be recommended for the company.

The figure shows the conceptual framework of input, process and output.

INPUT
CURRENT INVENTORY CONTROL SYSTEM OF KUYAS LUMPIANG SARIWA Receiving Storage Reporting

Analysis

PROCESS
ENHANCEMENT OF INVENTORY CONTROL SYSTEM

Feedback

OUTPUT
ENHANCED AND EFFECIENT INVENTORY CONTROL SYSTEM
Figure 1.0

5.0 DATA GATHERING PROCEDURES AND OUTPUT

Researchers of this study had gathered information after a thorough study of the manual inventory system of Kuyas Lumpiang Sariwa. Interview is the main technique or procedure in data gathering. A prepared questionnaire was given and documented their way of making an inventory in the actual setting. A sample inventory sheet as seen below was requested for documentary purposes.

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Figure 1.1

6.0 DOCUMENTATION OF CURRENT SYSTEM

6.1 Company Background
Kuyas Lumpiang Sariwa is under the company of Empeno Reyes Food Co. owned by Gaile Empeno and Mike Reyes. The business started year 2009, a fast growing company and has now 12 branches nationwide, mostly located at SM Food court. The reason of putting up this business is to provide and serve not only fresh but nutritious lumpia with its affordable price. The company is recently an awardee of 12th Annual Global Excellence Award at Kuala Lumpur, for 2010 Global Excellence of World Class Quality Citation and Most Innovative Fresh Lumpia Provider.

6.2 Description of the System

Manual operation of inventory system has been the standard for many small retail businesses today. This product control is same in Kuyas Lumpiang Sariwa, from the time of bringing a product in the store, writing down information of items present and counting the left items for the day. Then record it in inventory accordingly through pen and paper, lastly placing it on a file drawer.

6.3 Data Flow Diagram

Data flow diagrams are used to describe how the system transforms information. They define how information is processed and stored and identify
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how the information flows through the processes. The figure shows the current data flow diagram of Kuyas Lumpiang Sariwa inventory system.

6.4 Problem Areas

Through the use of poor manual process some areas in inventory system of the company are experiencing problems. Conductors of this system proposal had observed inefficiency of adapting the pen and paper process. Existing problems are the following: Poor inventory control Security failure Inaccuracy of Data Duplication or Redundancy of Data

7.0 THE PROPOSED SYSTEM

7.1 System Overview
The computerized system is expected to be more comprehensive and error free, covering every aspect of the operations. The proposed computerized system provides a graphical user interface created in Visual Basic and through MS Access for database maintenance. This language has been suggested for this project due to its power for databases as compared with other languages and packages. It will automate computations

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covered in the inventory process. Built in checks for error entry is part of the system, thus can handle huge reports without affecting the speed of the system.

7.2 Process Specification

The process of the system will be more efficient, fast and secured. As part of the security control, a valid username and password must be entered for an employee to access the inventory control, else it will be denied. Changing of username and password can be done in the account settings button as one of the main part of the system. After inputting the correct username and password, a graphical user interface window of inventory control will appear. For the process of inventory control, Data entry in beginning inventory, delivery in, used stocks and ending inventory has an automated computation. The first process is to see the data in 1Beginning Inventory followed by entering the number of item received during the delivery process in 2Delivery In. The system will automatically get the sum of the two fields. Next is to know and input the Used Stock of the day, which is the total number of items that had been used within the day and will be subtracted from the total sum of the two added fields. The final output will be placed automatically in the Ending Inventory handed by the system, and it will serve as the Beginning Inventory in the next day. Formula is shown below: Ending Inventory = (Beginning Inventory + Delivery In) Used Stocks Ending Inventory = Beginning Inventory

Entering of values not supported by the system will not be accepted. Information window may prompt informing that the value entered is not valid. Data manipulation such as adding and deleting items in the database, editing of item information and resetting data item information are covered by the system.

7.2.1 Data Dictionary

Defined as a collection of descriptions of the data objects or items in a data model for the benefit of programmers and others who need to refer to them. A data dictionary of the proposed system is shown below:
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1. Logging In Window
Column Name Username Password Data Type varchar varchar Size 10 10 Status NOT NULL NOT NULL

2. Main Inventory Window

Column Name Product ID Beginning Inventory Delivery Inventory Used Stocks Ending Inventory Data Type numeric numeric Table 1.0 numeric numeric numeric Size 10 15 15 15 15 Status NOT NULL NOT NULL NOT NULL NOT NULL NOT NULL

3. Create Account Window

Column Name Employees Name New Username New Password Confirm Password Data Type character varchar varchar varchar Size 30 10 10 10 Status NOT NULL NOT NULL NOT NULL NOT NULL

3. Changing Account Window

Column Name Employees Name Old Username Old Password New Username Old Password Data Type character varchar varchar varchar varchar Size 30 10 10 10 10 Status NOT NULL NOT NULL NOT NULL NOT NULL NOT NULL

4. Add Item Window

Column Name Product ID Product Name Data Type numeric varchar Size 30 30 Status NOT NULL NOT NULL

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5. Delete Item Window

Column Name Product ID Product Name Data Type numeric varchar Size 30 30 Status NOT NULL NOT NULL

5. Edit Item Window

Column Name Product ID Product Name Beginning Delivery Used Stocks Ending Data Type numeric varchar numeric numeric numeric numeric Size 30 30 15 15 15 15 Status NOT NULL NOT NULL NOT NULL NOT NULL NOT NULL NOT NULL

5. Search Item Window

Column Name Product ID Product Name Data Type numeric varchar Size 30 30 Status NOT NULL NOT NULL

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7.3 Screen Layout/Specification

A table has been provided for a more precise description of windows and buttons used in the inventory system. See table below.

Window/Button Logging In Window

Function Where the username and for security purposes a password is required to access the system All the inventory tasks to do Main Inventory Window All the Data Manipluation such as File Menu adding, deleteing, editing and saving Creating new username and Account Settings Menu password or changing the existing username and password Viewing of Monthly Calendar Calendar Menu Viewing of Inventory Record Adding of new counter person, Counter person Menu editng or changing exisiting counter person, deleting and saving provided for a more user friendly Shortcut Buttons environment Creating a new inventory record New Button Opening previous inventory records Open Button For adding new item in the database Add Button For removing of item in the Delete Button database For applying changes in the item Edit Button information Saving the changes made in the Save Button item information and database Not applying the changes in the Cancel Button item information and database Find specific products in the Search Button database Printing inventory sheets Print Button Erases the last change done to the Undo Button document reverting it to an older state Last undone operation performed Redo Button with Undo. Auto-update feature Date Table 1

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Figure 1.3 to 1.12 shows the screen layout of some windows of the proposed system.

Figure 1.3 Logging In Window

Figure 1.4 Main Inventory Control Window

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Figure 1.5 Shows the Menu whenever selected

Figure 1.6 Create Account Window

Figure 1.7 Edit Acount Window

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Figure 1.8 Add Product Window To Add Product: Enter the newly product id and name, Click add button to add and save button to save in the databse. Viewing of newly added product cab be done by pressing the view button.

Figure 1.9 Delete Product Window To Delete Product: Enter the product id and name to be deleted, Click delete button to remove and save button to truncate in the databse. Viewing of deleted product cab be done by pressing the view button.

Figure 1.10 Edit Product Window To Edit Product: Enter the product id and name to be edited. Fill in the fields for the completion of the inventory report.

Figure 1.11 Search Product Window

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Figure 1.12 Calendar Menu Window

Figure 1.13 Sample Printed Output

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8.0 SYSTEM IMPLEMENTATION

Implementation of inventory system has many technical aspects, if its goals and plans are operational. The implementation project involves the activities like planning and scheduling of implementation process, organizational planning and personnel administration, final system design and testing, establishment of standards of performance and control procedures and conversion from old to new system.

8.1 Resource Requirements

Resource requirements are descriptions of the types of resources required and quantities needed for each element of the work structure and are important inputs to activity duration estimating.

8.1.1 Hardware Requirements

To minimize the risk of computers getting obsolete owning to fast growing technical advancement and innovations, a computer system with a Intel Pentium dual-core processor, minimum 250MB RAM, a hard disk having a capacity of at least 25GB , a printer would be required to print inventory sheets.

8.1.2 Software Requirements

The operating system controls your computer's tasks and manages system resources to optimize performance. The new system requires any platform or version of Microsoft Windows operating system such as Windows Millenium, Windows XP, Windows Vista and Windows7.Antivirus must be installed and updated. For the database, MS Access is required.

8.1.3 Human Resource Requirements

The system does not require a person of too much knowledge about computer system. An ordinary employee who manages the inventory system can be capable of doing or mandating the new system because of the its user friendly interface. Proper orientation and training for the workers is the basic step for them to be able to run the system. Skillfull employee will be an advantage.
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8.2 Implementation Plan

Implementation stage is most time consuming phase of the entire System Development Life Cycle (SDLC). A fully proper functioning system should to be developed and tested in order to ensure the proposed system fulfill business requirements.

8.2.1 Site Preparation

The place where in the system testing will be implemented must be in a certain room, fitted enough for the persons who will manipulate and perform the system testing. Must be well ventilated, clean and comfortable.

8.2.2 Personal Training

A training program is essential for the success of the system. Seminar will be conducted by the proponents regarding the use of the new system as well as proper orientation and training of the personnel.

8.2.3 Implementation Schedule

Before the final implementation is scheduled, several plans, research, studies and investigations have been performed in the last months. Starting from June to July (finding company), July to August (presenting the project), AugustSeptember (applying the project presented), and October (implement the inventory for the company).

9.0 System Testing and Maintenance Plan

Computerized inventory system has been successfully developed and tested throughout an evaluation which consists of unit testings. The participant of the this testing include the owner and 3 staff members of the company and the authors itself. Unit testing is performed which focuses on the functionalities of the features of the newly system. Several test have been conducted such as:
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1. 2. 3.

Data Inputting Automated Computing Inventory Record printing

As a result, navigation testing have successfully verified that the new system is properly working and fully functional. Revisions and additions to inventory system is the part of the maintenance of the system. Monitoring must take place and necessary adjustment must be made if the system detects error. Continously updating of the inventory must be checked and maintained.

10.0 Conclusion and Recommendation

Conclusion
In this paper, the proposed Computerized Inventory System for Kuyas Lumpiang Sariwa is presented. The tests that have been conducted and proves that it lessens significant amount of time dedicated in creating summary reports of inventory. Newer technology has made this process easier and faster. Observed benefits of the automation were accuracy, security and easy reporting. In addition, the company finds the proposed system more effective in their inventory management not only because of the improved speed, but also due to the increased of efficiency by reducing manual interventions.

Reccomendations
Since the pilot implementation showed that an automated inventory system can reduce the amount of time needed to perform manual inventory system as well as increase the accuracy of the results, it is recommended that the Kuyas Lumpiang Sariwa will adapt the newly inventory system for a more productive and efficient inventory process. Furthermore, the inventory system also has strong security features. All the sensitive information like username and password will be encrypted to ensure they are not disclosed to unauthorized party. The new system would be great help and useful tool for the company to ensure a fast and reliable inventory system. Switching from poor inventory control to computerized inventory system is the best step that the company will take.
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