"FACILITY INVENTORY SYSTEM"

Chapter 1

THE PROBLEM: Its Background and Setting

Nowadays, companies becoming more competent as time pass. Anytime from now a new strategy, technology and

discoveries may come up just for them to gain much profit.

together with this progression is the appearance of the

Unnecessary things occurs in the facilities of the

companies or institution such as the malfunctioning of

equipments, theft or permanent. Having a weak and

ineffective monitoring system or sometimes lack of it

causes this certain problem to become worst. The monitoring

system which is pertaining to the record of the company’s

facilities.

The System shall be established at the DALC Ventures Inc. At Department of a College of Computer Studies.

STATEMENT OF THE PROBLEM

There are several factors the researchers considered before the development to the system. this includes the

availability of materials; the ability of the developers,

the company that the system shall be implementing, etc

together with this is the most significant of all, which

trigger us to work for the system.

Unless the problem as identified solution cannot be formulated. the researcher had these questions regarding issues that made us possible to start the study.

1. How does the manual method of Lending System transact Faster and Reliable?

2. How can the company monitor the facilities inside?

3. How can the company obtain secured record of Lending Transactions?

SIGNIFICANCE OF THE STUDY

The study will be a big help for the DALC. First, it uplifts the quality of service they give to the students particularly the transaction regarding the lending of equipments. It gives an accurate output based on the intended functions of the system. It avoids confusion on

the user regarding the process of lending and avoid

unintended swap of records.

On manual method, there is a tendency of unintentional exchange of student information. Finally, FIS will somehow

lessen the school’s expenses regarding the purchase of new

equipments o repairing. For the system has the ability to trace student who possibly the cause of the facility damage and charge them according to what is proper.

Furthermore, the Facility Inventory System is provided with a user-friendly interface and is applicable in mos business establishment and schools in the city.

SCOPE AND DELIMITATION

The concept of the system is slightly similar to the student information system. New features and functions were added and created the Facility Inventory System. FIS is pretty different from the mere manual method of Lending system that uses a pen and a paper. FIS works functionally through its given features.

1. Inputs student number through keyboard. Provides fast and accurate output for queries regarding student information system and the facility record.

2. Record facilities status.

3. Password-secured program

4. Records students with the corresponding lending transaction(s)

Its features determine its scope and address the functions. Nevertheless, the s

ystem has the boundaries wherein it can only perform these given tasks. Outside its scope lie the limitations as FIS has:

1. Cannot restore deleted records.

2. Unable to fix damage facilities (literal)

Study the figure on the previous page as it shows the top level Data Flow Diagram of the facility Inventory System.

The user has the absolute control over the system. The Information System searches the database for records wherein the IT hold all the Information about the student, the facilities and the transaction mode. The Inventory system is the main program for the Facility Inventory System and Monitor System is the feedback the user needed to monitor the facilities status. Each line

represents the direction where the process takes place.

FEASIBILITY STUDIES

FIS, a system that will be created for some reasons has an excellent purpose. the reason behind its development is very bright and definitely beneficial. Unfortunately,

there are projects although the output would be a big a help but is difficult to achieve for several reason. Isaac Newton’s 3^rd law of motion states ¹”For every action, these is an equal and opposite reaction.”

Suppose the project begins in conceptualization. Like a moving car the project progress to the next level which is the problem statement, the feasibility studies until the construction of the proposed system.

Technical feasibility

The Facility Inventory System software consist of the actual component used to create the system.

(Computer) SOFTWARE	DESCRIPTION
Microsoft Visual Basic 6.0	An object-oriented programming
Microsoft Access	A relational database running under Microsoft Windows
Microsoft Word 2003	A popular word processor, part of the Microsoft Office suite
(Computer) HARDWARE
Motherboard	Redfox
Processor	AMD Sempron 2200+ MX 2.0Ghz
Video Card	Nvidia Palit FX5500
Memory	512 DDR 400
Hard Disk	120G Hard Disk 7200rpm
Floppy	1.44MB
CD Drive	50X CDROM

Economic Feasibility

The Diagram show the expenses the researchers spent during the system construction.

Description	Quantity	Unit Cost	Total Cost
Printing			Php 200.00
PC Rentals			Php 150.00
Fare			Php 200.00
Foods			Php 200.00
CD Burn	1	Php 40.00	Php 40.00
Other			Php 100.00
Xerox			Php 100.00
Total Expenses			Php 990.00

CHAPTER 2

REVIEW OF RELATED LITERATURE AND STUDIES

This chapter deals with the different literature and studies base on different sources such as books

magazine, newspapers and Internet. The related literature is written based on the needed information related to the system to provide the better understanding how Facility Inventory System works and give a brief theoretical background.

RELATED LITERATURE

Data Processing

Data processing or information, operation (e.g., handling, merging, sorting and computing) performed upon data in accordance with strictly defines procedures, such as recording and summarizing the financial transaction of a business. An automatic or electronic data processing the operations are performed by the computer.

Computer Security

Computer Security, techniques developed to safeguard information and information system stored on computers. Potential threats include the destruction of computer hardware and softare and the loss, modification, theft, unauthorized use, observation, or disclosure of computer data

Related Studies

A. Foreign

The University of Alberta Facility Inventory System provides a computerized inventory of equipment on campus for departmental, faculty and central administrative functions.

Facility Inventory System has the responsibility to ensure that all new equipment acquisitions are inventoried. Initially, this involves scrutinizing all completed purchase orders, followed by an Equipment Inventory staff member locating and tagging the equipment and processing the information.

Only Facility Inventory System has the ability to provide with the complete task by using borrowing with lending system that elaborate the data user.

B. Local

In this study conducted by Ariel Magat (2002), he stated that the Inventory System of the vital to any institution, agency, or department. The proper safekeeping, processing and disposal of records play important roles in the efficient, effective and smooth operation that eventually would lead to the success attainment of the goal and objectives of institution, agency and department concerned .

Based on her recommendation there should be a central record management office that will hold data of the agency to serve as locator of the record and to control the disposal of each record. This can be possible through the use of computerized system. Computer with the appropriate software package is capable of handling records efficiently and effectively. And locating records that are computerized is faster than finding them in the filling cabinet.

CHAPTER 3

METHOD OF RESEARCH AND SOURCES OF DATA

This Chapter present the various methodologies and approaches employed by the researchers in conducting the study. It present the functions of each methodology ad design.

METHODS OF RESEARCH

The researchers used the following method to make the proposed study credible and justifiable.

Prognostic Research Method

This method has used to determined the output of the develop system if it is feasible to its technical operational which most relevant purpose is to for see the future operation of the factors involve.

Structured System Analysis and Design Methodology

Brings a well-defined activity and specifies the sequenced interaction of activities. It includes diagrammatic and other modeling techniques that help in the planning and control of the development of the proposed system. The researchers adopt its rules and standard documents that allow for better communication and should ease the implementation and maintenance stages.

Internet Method

The first and the most common method used by the researchers. This is done with the help of he search engines.

The amount of information on the Web continiues to grow rapidly, as does the number of users around the

world... Several research efforts are underway to generate new methods that search the Web for information.

Library Method

The researchers used this method to find references related to he study. It is one of the major factors the researchers considered for the success of he study.

the word library comes from liber, the Latin word “books.” However, library collection almost always contained a variety of materials. Contemporary libraries maintain collections that include no only printed

materials such as manuscripts, books, newspapers, and magazines, but also art reproductions, film, sound and video recordings, maps, photographs, microfiches, CD-ROMS, computer software, online databases, and other media. In addition to maintaining collection within library buildings, modern libraries often features telecommunications link that provide user with access to information at remote sites.

Interviewing

This method is used not just to acquire information bu also to guide the researchers to stay on focus. this is definitely a big help that the system will work accordingly. The persons undergone the interview are well experiences, has a high position in the business world, deserving and approachable. These qualities are necessary to gain accurate information.

Regardless of what system analysis procedures you see... you must deal with people, you must conduct interviews, you must document procedures, you must make presentation, you must engineer system interface for use by humans, and so on.”

Software Method

Software method is an advance mode acquiring of information. Expensive books are now in Cds and have interactive features. Some are know as E-books. Their features varies depending on he target market or user. These software bring the specific topic in our desktop.

Software like Encarta Encyclopedia, contains more than 60,000 articles, online updates photo, illustrations, maps, live streaming media, and editorially selected Web links.

DATA GATHERING

Data and all the relate topics the researchers accumulated are all based on he methods given previously. The process of gathering data is simply reading and encoding, copying and pasting and taking the Information down from the interviewed person.

This is the usual way of acquiring data which is in-lined with the step2 of the “The Step in Simulation Study collected and define a model.

a. Collect information on the system layout and operating procedures

· No single person or document is sufficient

· Some people may have inaccurate information

· operating Procedures may not be formalized

b. Collect data may have inaccurate information

C. Delineate the in above information and data in an ‘’ assumption document, “ which is the conceptual model

d. Collect data on the performance of the existing system

Chapter 4

Presentation, Analysis and

Interpretation of Data

In this chapter, data gathered during the methodology phase were presented, analyzed and interpreted.

The researchers collected data through survey questionnaire method: Frequency method or tabular mode. Table are used to classify and examined the statistical data that includes the classification and distribution of data based on the data gathered, the presentation and discussion of findings are sequence as follow:

1. How would the Head of Facility Staff and Students rate the advantages of facility Inventory System in term of?

a. Accuracy of information

b. speed in searching the student record

2. How would the computerized system benefit the student, head of the facility office, staff?

a. Security of information

Table 1

Accuracy of Information

	Frequency	Percentage (%)
Excellent	17	56.7
Very Satisfactory	9	30
Satisfactory	3	10
Poor	1	3.3
Need Improvement	0	0
TOTAL	30	100

N=30

Table 1 shows an evaluation of the respondents as to the accuracy of information of the existing system. The table illustrates that seventeen (17) or 56.7% out of 30 respondents are excellent. While nine (9) or 30% out of 30 respondents are very satisfactory with the statement and three (3) or 10% out of 30 respondents says satisfactory. Further, one (1) or 3.3% out of 30 respondents say poor. Finally, zero (0) out of 30 respondents say needs improvement. The researcher gathered the highest percentage under the rating of Excellent (5). It only shows that the most respondent were satisfied in terms of accuracy of information.

Table 2

Speed in searching the facility Inventory

	Frequency	Percentage (%)
Excellent	3	10
Very Satisfactory	20	66.6
Satisfactory	3	10
Poor	2	6.7
Need Improvement	2	6.7
TOTAL	30	100

N=30

The table 2 shows an evaluation of the respondents as to the Searching of facility inventory of the existing system. The table illustrates that Three (3) or 10% out of 30 respondents are excellent. While Twenty (20) or 66.6% out of 30 respondents are very satisfactory with the statement and three (3) or 10% out of 30 respondents says satisfactory. Further, Two (2) or 6.7% out of 30 respondents say poor. Finally, Two (2) or 6.7 out of 30 respondents say needs improvement. In term of speed in searching the facility inventory the student records the highest percentage was 66.6% under the rating of Very Satisfactory.

Table 3

Security of Information

	Frequency	Percentage (%)
Excellent	3	10
Very Satisfactory	15	50
Satisfactory	12	40
Poor	0	0
Need Improvement	0	0
TOTAL	30	100

N=30

The table 3 present an evaluation of the respondents on how secured the inventory and lending system, the table illustrate that the three (3) or 10% out of 30 respondents are excellent. while fifteen (15) or 50% out of 30 respondents stated very satisfactory with the statement. and twelve (12) or 40% out of 30 respondent are satisfactory. Further zero (0) out of 30 respondents is poor with the statement. Finally, zero (0) out of 30 respondents states need improvement.

In term of security, the highest percentage was 50% under the rating of Very Satisfactory (4). It only shows that the respondents were satisfied in the system in terms of its security.

USER MANUAL

This is the first form that appears in the system splash screen.

This is the Second form that appear in the system Password must input. This is case sensitive o ensure security. Click “Ok” button to Enter and “Cancel” to Exit.

This is the third form that appears in the system. Username must input with its corresponding password. This is case sensitive to ensure security. Click “Ok” to Enter and “New User” to register a New Name and Password.

This is the fourth form that appear in the system. Username, Password and confirm password must input to register. Click “Enter” to Ok and Click Cancel to go back in third form.

This is the main window wherein User perform the specific tasks the system can do. Notice that it has provided with two menus Data Entry and Transaction. Inside the Data Entry are the Student and Facility and Exit. And in the Transaction menu is the Lending Form.

Under the student form, here were five (5) command buttons namely: Add, Edit, delete, Exit, Search. Beside them is the student information that corresponds to the student number. User cannot perform the command unless the User clicks the command buttons. Click Add button to information sheet will enable to add a record. To Modify a Record click Edit Button. To delete a record, click Delete button and Delete. Search button to view the recorded name, The Exit button will bring the user to the window. The Control in the Student and Facility forms performs the same tasks except its content. Obviously Student forms manage student records and Facility form is for Facilities.

The Control in the student and facility forms performs the same task except its content. Obviously student form manages student records and Facility form is for the facilities.

The information about the facilities will be shown and modify in this form.

In this form it shows the transaction of student who borrowed facility tools and if the tools has damage click the right side number and if no damage the same process with damage button, to view the record list type Name or Last name.