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and money for the company. The next really important problem, in relation to data

entry is human error. Everyone knows that humans are not perfect and there are going

to be times, when mistakes are made whether it is spelling, grammar or punctuation.

Using automation will reduce the margin of error. When entering information manually

it takes up a lot of time no matter how fast one can type or process information. It will

never be as fast as it needs to be. Typing in a lot of information can be tricky and cause

individuals to lose focus and this will also add to the time it takes for data entry. Not

being fast enough leads to a big delay in data availability. The last issue with data entry

is misinterpretation. This means that because the entries are being conducted by

humans there is always room for misunderstanding. Everyone’s mind thinks differently

and understands things in different ways and the same goes for data entry. There are

many problems associated with manual data entry but there are also many ways to

overcome these problems through an advanced and upcoming technology.

According to an Association for Information and Image Management (AIIM)

survey (as cited in the “Top 6 Manual Data Entry,” 2015), titled ‘Paper Wars 2014’ of

444 respondents in 2014, 68% believed that business-at-the-speed-of-paper would be

unacceptable in a few years and 46% stated that removal of paper has been the biggest

single productivity improvement for most of their business processes. In the same

aspect, productivity tools like electronic spreadsheets are not sufficient enough to be
used in today’s modern society. So, as technology improves daily lives in the world

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today it is making the world increasingly faster. In return, growing demands of

software products that are ready-made and available for sale to the general public are

increasing. With that said, businesses also face unique needs and requirements that

require attention to detail. So, it is important to find customizable solutions, to suit the

business specialized needs.

With this, the project team has come up with the proposal to design and

develop software for the Management Information System (MIS) of Santa Isabel

College of Manila. According to Mr. Jhaun Paul G. Enriquez, head of the MIS office

who is managing the inventory, MIS Office is using a manual process since 2005 until

this present time. Therefore, it is time-consuming and inaccurate.

Objective of the Study

The general objective of this study is to design and develop an Asset

Management System of Electronic and Electrical Equipment for Santa Isabel College

of Manila using PHP and MySql.

Specifically, the study aims to:
1. Design system that has the following features:

a. Identification of all the details of Electronic and electrical equipment;

b. Scanning of bar code using bar code scanner;
c. Generation of unique QR code for equipment; and
d. Using cell phone camera as a tool to scan the generated QR code.

e. Generation of reports, such as:

o An up-to-date list of Electronic and electrical equipment;

o Electronic and electrical equipment details, such as purchase date,

usage, warranty, expiration date and location. These data, help decide, if

an old or faulty equipment, should be replaced;

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o Electronic and electrical equipment repair and maintenance details,

such as the requesting body, servicing staff, date of service, equipment

specification, cause of service, action taken and the status of service

provided; and
o List of Electronic and electrical equipment, for disposal or for recycle.

2. Test, Accept and Evaluate the performance of the developed system according to

its functionality, usability, reliability, performance and supportability, based on ISO

9126 or Software Quality Assurance.

Scope and Delimitations of the Study

This section, will explain the following scope and delimitations, of the

developed system.
The proposed system was an Intranet-based system, it focuses on electronic and

electrical equipment inventory identification using the QR code system also, this

project generate QR code, based on the equipment’s serial number, brand name and

location. However, the system developed was limited to the following area such as
1) Facilities of Instructional Media Center, Chateau Santa Isabel, and Cafe de Santa

Isabel.2) Non-Electronic and electrical equipment, including light bulbs and

fluorescent fixture. 3) The system does not support an SMS notification and is not

accessible to mobile devices.

Significance of the Study

This study is intended to help the MIS personnel by providing a faster, easier

and a more accessible way of reading equipment codes and generating reports if

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needed. This will also provide references for professionals and students working with

similar study in the future.

Chapter 2
REVIEW OF RELATED LITERATURE AND STUDIES

This chapter presents the review of related literature and studies underlying the

framework of the study. It includes the conceptual model of the study and the

operational definition of terms.

Local Studies
Implementation of an Asset Management and Maintenance System for the
College of Information and Communications Technology

According to Reyes (2015), the researcher proposed the system because of the

fast – growing number of resources of the College. The system provides the

management and monitoring of assets, such as computer peripherals, furniture and

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appliances, except for consumable materials and assets in the library such as books,

theses and magazines because it is not included in the scope of the system. The system

offers three types of users, to secure data in the system. The administrator type will be

handled by the dean and assistant dean of the College. The administrator type has the

privilege to view all the encoded data in the system. The technician type will be

handled by the room technicians and technician of the College. They have the

authority to view reports such as Monthly Report (Technician’s Report) and change

the asset status. Lastly, the custodian/instructor type, will be handled by the custodians

and instructors of the College. The custodians and instructors, are allowed to view the

assets listed to their names or accounts and the assets in the room they are assigned.

The encoding of information in the system is done with a separate account called

secretary account. In the secretary account, the authorized person will encode all the

data into the system. The secretary account also has the authority to update and delete

any data in the system since the encoding of information is done with this account.

Indoor Navigation System Using Quick Response Code Technology

According to the study of Balbuena, Barcenilla, Barrion, Nuestro and Santos

(2013), this study focused on the use of Quick Response (QR) codes for navigation

and delivery of a mobile robot, and the usage of Raspberry Pi as the Central

Processing Unit of the system. With a web application which can command the robot

to navigate and deliver to a certain location identified by QR codes and stored in a

database, the Raspberry Pi reads this command and carries out the instructions of a
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Python-based program by performing arithmetic, logical, and input/output operations

of the system for the mobile robot to successfully navigate and deliver. Through the

cameras connected to it, the Raspberry Pi decodes the QR codes and determines if

there is a match between the data sent by the web application and the scanned value.

Whether there is a match or none, the Raspberry Pi communicates to the PIC16F877A

microcontroller through its General-Purpose Input/Output (GPIO) pins for the

movement of the robot. The GPIO pins which will give an output of 3.3 volts to

supply the input ports of the microcontroller will be determined and dependent on the

sensor readings connected to and sent by the microcontroller to the other GPIO pins as

well. Overall, the Raspberry Pi and the scanned QR Code values with the use of a web

application and sensor readings, control and dictate the mobile robot's movement for

navigation and the Tormax motor's movement for delivery.

An Automated Inventory System Using Quick Response (QR) Code and Bar-
code

According to the study, being done by De Chavez, De Ocampo, Palma and

Roca (2015), an annual inventory report is a requirement for all government entities

and organizations. According to COA’s Audit Jurisdiction, one of which, is the Boy

Scouts of the Philippines, who is having difficulty in managing their properties and

assets as well as conducting inventory reports as this organization is using a manual

approach of tallying their property count. This paper, presents a design solution which

promotes an easier and a more convenient way to manage inventories. The design

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solution is an automated inventory system using Quick Response (QR) Code and Bar-

code technology and this system is a GUI-based application that uses a webcam as a

tool for scanning item codes instead of using laser scanners. The design project was

able to become a possible solution to address problems in managing inventories as it

provides convenience and lessen errors in tallying an organization’s properties.

Polytechnic University of the Philippines Electronic and Communications

Engineering Automated Laboratory (Auto lab) System, for Transaction and
Equipment Monitoring

According to the study, being done by Salvador (2014), the aim of the study is

to implement a bar-coding system as mechanism for the PUP ECE Laboratory

Transaction recording and monitoring. The study was concerned on proper

documenting and managing the daily transaction of the ECE Laboratory particularly in

automating the existing manual mechanism procedure with the proposed AutoLab

System. Results showed that the AutoLab System effectively automated the recording

of transactions merging the existing manual method into one recording mechanism.
Identification Cards have bar codes that embed the student number. The system

utilized the information to extract details regarding the identity of the student

necessary for transaction and equipment inventory monitoring. The result from the

faculty and student respondents were subjected to a T-test analysis to determine

whether there is a significant difference between their assessments. The result showed

that there was no significant difference between student and faculty assessment.

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Automated Laboratory Item-Inventory System with Bar-code for Lyceum of

the Philippines University

According to the study, being done by Aguirre, et al. (2013), this design project

aimed to develop a laboratory –inventory system for the College of Engineering. This

study is a software development project wherein the proponents developed an

automated laboratory item inventory with a Bar-code Reader. Results showed that this
inventory system is efficient and user-friendly to lessen the process in laboratory

usage. The outcome of the design has been promising with simplicity but of care to the

internal interface of the device. The software used in the system design acted

resourcefully and constantly given that service to the students and faculty. The

software commands of the system, such as the Inventory system use a step-by-step

procedure ensuring each of the steps is successfully done.

Synthesis:
Based on the studies presented above, most universities and companies are

now implementing an Asset Management System wherein the records of equipment

can easily be monitored. The project team has observed that everything must be

recorded and well-organized. With the use of an Asset Management System it

becomes more possible.

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Most universities and companies conspire with this Asset Management System,

for the following reasons:

a) Simplicity;
b) Better inventory tracking;
c) Mapping function, to give location of asset;
d) Provides accurate asset utilization information;
e) Improves equipment maintenance and infrastructure; and
f) Generates reports immediately.

Recommendation
As time passed by, technology gets modern enough to offer great service that it

can provide. Poor system means poor service. In order to cope, every school must

implement an Asset Management System in their vicinity, to avoid mismanagement of

assets.

Local Literatures
LAN-Based Monitoring and Requisition System of Cagayan de Oro City-
Equipment Depot

According to Nuska, Marcaida, Tabamo and Perocho (2013), computerized

transaction is now widely used to solve people problems and meet their needs.

However, there are still companies using manual transactions. The proposed Local

Area Network (LAN)-based Monitoring and Requisition System for Cagayan de Oro

City-Equipment Depot allows for a secure, fast and efficient way of storing data and

processing transactions. In addition, the system lessens work-time flow since all record

is stored in the computer database. Updating employee records, determining supplies

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and monitoring job orders are easily done. The system also generates printed reports

and records all transactions and updates made.

Equipment Inventory Management System (EIMS) for the State Universities

and Colleges

According to the study being done by Tapado and Delluza (2014), inventory

management systems are mostly developed and implemented in production companies

wherein the raw materials used in manufacturing a product are inventoried against the
number of products developed and the actual expenditures made until a finished

product is produced. Inventory management systems are scarcely utilized in schools

since the priority is focused on the offering of quality instruction. The paper is about

the automated system for conducting equipment inventory management for State

Universities and Colleges of the country. Specifically, the system captures data as

regards records of equipment of each employee tracks the history of the equipment

issued for each employee and performs automated inventory management, so with

generates reports as regards the inventory management of the equipment. The study

made use of the prototyping method in the design, development, implementation and

deployment of the system at the Catanduanes State University by which, the users of

the system were involved in the course of the study which was done from July, 2014 to

May, 2015. PHP, MySQL and Macromedia Dreamweaver were the software utilized in

the development. Pilot testing was done in the said university since the researchers are

both faculty members of the said university. Utilizing the study in state universities

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and colleges in the country would result to a simplified organized and facilitative

equipment inventory management process. This will result to an improved

productivity and effectiveness in the performance of inventory management duties of

personnel and would be an input to the decision-making process of the school.

Equipment Inventory Management and Transaction Recording Using Bar

Coding Scheme for the PUP ECE Laboratory

According to the study being done by Salvador (2016), the aim of the study, is

to implement a bar-coding system, developed through the VB6 and Microsoft Access

as mechanism for the PUP ECE Laboratory Transaction recording and monitoring.

The study was concerned on proper documenting and managing the daily

transaction
of the ECE Laboratory with the AutoLab System. Results showed that the AutoLab

System effectively automated the recording of transactions merging the existing

manual method into one recording mechanism. The Automated Laboratory coined as

AutoLab, merged the ECE Room Utilization Log Book, ECE Borrower’s Slip and the

ECE Transaction Log Book into one complete package in terms of transaction

recording and equipment inventory monitoring.

Design and Development of an Intranet-Based IT Asset Management System

According to the study of De Mesa, Fleras, Pagdato and Yu (2014), managing

and tracking, the state of IT assets of a company involves a number of tedious

activities that incur costs and consume time to accomplish. To be able to meet

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organizational goals along with being at par with the current global trends companies

require a solution to manage hardware, software and information throughout the life
cycle of an IT asset. This paper generally centered on the development of an

information system an intranet-based web application with a mobile application on

android-enabled devices that maintains and keeps track of the information and current
state of IT assets of a company. Extreme Programming (XP) approach was used, to

frequently reassess the direction of the development process which should be in line

with the needs of the client. Appropriate tests were conducted and based on the results

the developed solution was found to be useful, to support tasks related to IT assets

management.

Benefits and Advantages of Having an Asset Tagging System

According to an article (“Benefits and advantages,”2015), an asset

management solution, that will track assets by location allow the acquisition of new

assets through the purchasing process eliminate the duplication of work and produce

meaningful management reports is intended to satisfy the business needs of an

organization and remove the need for complex spreadsheets that can easily be

misplaced or lost. In a competitive world many businesses will use whatever necessary

means in order to compete in the marketplace and the utilization of bar-code scanners

will significantly help in this regard. With minimal effort and resources the scanning

of a bar-coded asset supersedes having to physically log in everything by hand as the

bar-code contains all the information that is required as the process transfers the asset

record to the fixed assets register and thus minimizing human error.

Synthesis
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Asset Management System has immeasurable benefits especially to today’s

world of fast-emerging technologies. We know we've come a long way with our

technology but sometimes looking at the past while looking at the present really puts

things in perspective. Technology shapes the future. Technology is not only about

technology itself or more efficiency in discovering new methods and processes. We

have to add the component of art which is about to make wise choices for the future of

technology. We should not develop technology because of itself but to develop it

because it adds value to society and simplifies human life.

Computerizing a paper system can create additional space as there is no longer

a need to store a large volume of paper records or files. In a business environment, the

extra space can be used in many beneficial ways such as for additional equipment and

a larger work area for employees. Creating additional space could even offset the need

to take on the expense of a facility expansion or relocation. Misfiled documents can be

difficult to find when they are needed the most. AMS can eliminate these issues

resulting in a more accurate and organized method of document management over the

long term.
A computerized system offers greater speed and accuracy compared to a

manual system. Rather than having to sort through piles of documents to find

information the user can often find what's needed with just a few keystrokes or mouse

clicks. Users can also create customized subfolders within documents that provide
more efficient document management. Greater speed and efficiency results in greater

productivity and less wasted time can help improve the management’s bottom line.

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Foreign Studies
School Asset Management System
According to the study being done by Shamsudin (2012), asset item is divided

into two categories, inventory and model asset. School stationeries are used very

commonly by people in an office. SAMS is a system from manual to a computerized

system. It is developed for the staffs of the school to take any asset item such as the

stationeries they need and management of items in school. Current practice uses

manual forms of log books to keep records of stationeries taken by staffs. This method

burdens the staffs who want to take stationeries from the school counter. SAMS was

the solution to this problem. The objective of this project is to computerize the manual

form asset stationeries item taken by the staffs. Therefore, this system will be very

helpful and can make the management of asset stationeries item run smoothly. SAMS

is developed by using Adobe Dreamweaver CS3 and Xampp Server.

Asset Management for Electric Utilities

According to the study being done by Khuntia, et. al. (2017), this paper

discusses about the needs and ways to improve predictive maintenance in the future

while facilitating the electric utilities to make smarter decisions about when and where

maintenance should be performed. Utilities have been collecting data in large amounts

but they are hardly utilized because they are huge in amount and also there is

uncertainty associated with it. Condition monitoring of assets collects large amounts of

data during daily operations. Whenever maintenance testing is performed it is essential

to compare current test results with the results from previous years. This comparison

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can reveal trends that may be indicating problems even though the present year’s

results are acceptable in and of themselves. Knowing and understanding the state of

the electrical equipment asset replacement will be planned. Using efficient predictive

maintenance strategies utilities can make smarter decisions about when and where

maintenance should be performed which results to reduced maintenance costs with

better planning.

How Maintenance is Designed in an Asset Management System

According to the study being done by Deke (2013), there is no equipment that

can be always functional without failures which are mainly from the design

manufacturing and operation of the equipment. These failures will increase the risks

related to safety environment quality and cost aspects in the business. In order to

reduce the risk of business it is important to prevent these failures from occurring by

maintaining or restoring the equipment in the specified or desired state. The

maintenance and inspection are the activities used to reduce the risk of assets.

Maintenance definition can be defined as “the set of activities required to keep these

means of production in the desired operating condition or to restore them to this

condition.” The maintenance programs are designed scheduled and executed based on

the technical condition of facilities to achieve the company’s goals and requirement.

The new trend of maintenance management has shifted from time-interval based

maintenance to risk-approach based maintenance. By applying a risk-based approach

in maintenance management the hazards could be well identified risks could be well

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prioritized and resources could be well-allocated for the most critical area.

Maintenance activities could be scientifically planned and scheduled to reduce risks

without having much cost.

Equipment Inventory Management

According to Farley (n.d.), many well-managed universities do not have

inventory management systems. The purpose of inventory systems is to accumulate

financial information plant/equipment major portion of total assets account for

acquisitions additions, deletions, financial history and obviates annual physical

inventory. It maximizes utilization and avoids duplication. Equipment is institutional

not departmental. It transfers unused/under-used equipment to departments in need.

Accurate inventory helps to avoid duplicate purchases. Inventory provides historic

data. Planning is based on analysis of purchases. Link inventory to

maintenance/upkeep cost. It aids in developing maintenance contracts. It provides data

to support replacements and data for salvage or trade in. Assistance System should

identify/locate usable equipment, provide information, re availability of equipment to

share, identify unused equipment, to transfer or store, provide data, to evaluate

obsolete/high maintenance items and identify potential spare parts.

A Web-Based Computer Lab Management System

According to the study being done by Fatimah (2012),“this study will be

conducted to manage the computer laboratory at school in a systematic and effective

manner.” A web-based computer lab management will be developed to provide

facilities for teachers to make a reservation for using the computer lab to log the use of

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computers by students and produce reports about computer lab utilization to the

management of the school and education authorities. Teachers do not have to wait for

school hours to book the computer lab. They can perform a reservation anywhere and

at any time through the internet. Reports on the analysis of the use of computer

laboratories will be submitted to the State Education Department (PPD) and other

education authorities periodically. This study will adopt an automated analysis usage

system for computer lab management system. The prototype of computer lab

management system will be developed by using PHP and MySQL to ensure that the

proposed model/methodology/approach/framework/system is workable. The system

will be tested for usefulness at the computer laboratory in Sekolah Kebangsaan Tikam

Batu. The web-based computer lab management system has a potential to be

implemented in other schools which require laboratory management system to manage

their facilities.

Synthesis
Asset Management System has different categories to focus on. It can be either

for finances owned by a business man or an inventory of equipment that a school or

company owns. For this study, we proposed an AMS that focuses on inventory of

electronic and electrical equipment owned by the school and managed by the MIS

office.
At first, manual log books or with the aid of a productivity tool which is MS

Excel with the use of MS Access for storing data is the practice used in conducting a

monthly or yearly inventory of equipment. But now, that there is an Asset

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Management System anything will be processed stored and can generate reports

instantly with just a click.

A manual inventory system relies heavily on the actions of people which

increase the possibility of human error. People might forget to record a transaction or

simply miscount the number of equipment. In turn, to avoid the instance problem,

implementing an AMS would solve the problem and lessen the processing time of

locating and tracking the equipment needed.

Foreign Literature
Developing an Asset Management System for Schools and Academies

According to (“Developing an Asset Management System,” 2013), assets or

pieces of equipment, are effectively individual objects, that you want, to maintain an

information on and possibly track and account for within your accounting

systems. The types of information you need to record about are individual assets

depending on why you need an asset register in the first place. If your priority is to

have flexibility and the ability to tailor your asset register to your exact needs then

being able to define and add your own custom fields in an asset record is important. In

summary, successful asset and equipment records are all about managing information

that you have about each individual asset in such a way that it can be accessed easily

and quickly when the need arises. You will also need to be able to create your own

custom fields easily and have the ability to assign them to specific asset categories.

Asset Management System of University of Florida

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Figure 1. University of Florida Asset Management System Website

According to “Asset Management System” (n.d.), the purpose of these

University of Florida Asset Management directives and procedures is to provide

direction for University employees who are responsible for marking recording and/or

safeguarding University-owned and Government-owned capital assets. When assets

are purchased, the department is responsible for recording the receipt of the asset in

myPayment Solutions, to document the item’s receipt for payment. Any voucher

created without receiving documentation will be returned to the department. Once the
voucher is approved, Asset Management records the asset in myUFL. Journal entries

are generated from myUFL to capitalize the item. The asset identification number is a

unique number which is automatically assigned to each asset by the Asset

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Management (AM) Subsystem, in MyUFL. The inventory is performed annually,

starting July 1st and ending March 31st. Laser scanning equipment is used to scan the

bar-codes that are printed on the decals. This is the primary form of inventory

equipment and artwork. Asset Management is responsible for maintaining the records

of all contractor-acquired equipment and government-furnished equipment. Recycling

Unsold and Non-Working Electronic Equipment – if working electronic equipment is

not sold or donated within a reasonable time frame the equipment will be sent to an

approved recycling vendor along with a non-working electronic equipment. Surplus

Property will not sell or donate electronic equipment (working or non-working) in

bulk unless the buyer has been approved as a recycler by Environmental Health and

Safety and vendor pricing, has been approved by Asset Management.

How to Implement Best Practices for School Technology Asset Tracking

According to Trujillo (2015), the key issues of tracking assets manually –

which schools, districts and small to mid-sized businesses face are not uncommon.

Excel, simply, isn’t designed for effective asset-tracking. However, many school

leaders are no longer willing to deal with the annual audit anxiety caused by the

following: Slowness, confusion, avoidable mistakes and lack of accountability. Before

adopting a comprehensive asset-tracking system, Gananda School used a manual

Excel-based approach to asset management. When equipment came in each item was

assigned a unique tag number. The information was logged into an Excel spreadsheet

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and then the item was sent to one of the district’s schools. The process often involved

more than one staff member and could take hours. By implementing an effective asset-
management system and these assets tracking best practices Gananda Central School

District, no longer struggles with the key issues of manual asset-tracking.

Disadvantage of Not having an Asset Management System

According to an article written by Gilbertson (2014), "the district did not have

a complete, adequate and centralized inventory record, of all of its computers." An IT

asset management program is a must in today's economic and regulatory environment.

IT asset management's long-term value lies in its ability, to manage change, optimize

the use of IT assets, take control of the technology stream and mitigate risks. IT asset

management can be justified based on its ability to control costs and make deals.

However, its long-term payback lies in its ability to effectively execute technological

and organizational change and to make tactical and strategic decisions about the

enterprise and the level of risk it wants to assume. With proper asset management,

your administrative costs are naturally lower because your administrative personnel

don’t need to track or hunt down assets manually. Even better, you may free up

enough administrative time that you can assign personnel to other revenue-generating

duties. Proper asset management also helps you track and reduce asset loss and utilize

your assets more effectively.

Why We Now Love School Inventory Management (You Can, Too!)

According to an article published by Zaleski (2015), “I knew, that improving

our inventory processes, needs to be, my top priority.” In many communities, assets

are increasingly stressed from over-use, under-funding and aging. Public sector
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managers have been managing assets for decades. However, it is becoming clear that

what we have been doing in the past will not be sufficient to address the growing and

increasingly complex challenges that lie ahead. Practical advanced techniques for

better managing physical assets have been developed and refined over the past several

decades around the world. Faced with the challenges of aging infrastructure the lack of

funding and the desire to maintain affordable rates while meeting customer needs

utility managers are looking for more effective ways, to make decisions about capital

improvement and infrastructure maintenance. Implementing asset management system

would be a lot more useful in managing all the assets that a school owns. Now, the

right technology is in the hands of teachers and students when they need to learn it.
Knowing exactly what the school owns allows them to plan purchases to match

projected enrolment and better accountability of aging assets assisting them with

scheduling replacements.

Asset Tracking for Schools Throughout The Year

According to an article written by Vinson (2017), “as the school year starts, the

last thing you want to think about is the end of year audits and asset tracking but the

truth is, you know it is coming and there is no better time to think about it than early in

the year.” If you start tracking, right now, the end of the year will be a cause for

celebration not concern. No year ends or starts without stories of missing assets

usually computers and tablets but sometimes, even bigger items like pianos or

expensive equipment. While some losses and theft are inevitable often these missing

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assets aren’t gone just unfound. Using an asset-tracking system makes it much easier

to know where computers tablets and other equipment are at any point during the year

and are easily found and accounted for as needed for end of year audits and financial

reports. Implement the system as early and widely as possible. Once you have found a

system that works for your school you need to put it into practice. This has the

potential to be the most time-intensive part of the process. You need to label assets and

get them in the system.

Synthesis
Asset Management System of Electronic and Electrical Equipment has been a

great mechanism to every establishment in providing better inventory system. Most of

the schools and companies are now adopting AMS because of the benefits that it

imposes. This is why the project team proposes AMS particularly for the inventory of

Electronic and Electrical equipment exclusively made for the MIS office which is

under Santa Isabel College of Manila.

As AMS is becoming essential for some companies and schools, we cannot

oppose that it has an affiliate which requires maintenance. To master a thing, you must

know it thoroughly. When you understand a thing fully, when you know how it will

behave under all circumstances, when you introduce a change and know its impact and

effect, then, you have mastery over the thing. So, it is with maintenance strategy.

Strategic maintenance decision-making involves selecting the right care and repair

methodologies that maximize equipment life and performance for the least cost to the

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user. But, to be able to make successful maintenance management strategy choices,

you must understand how equipment fails. When you know the equipment’s

weaknesses and strengths, you can care for it properly and get maximum service from

it at least cost.
Organizations need an asset management system to perform good asset

management. This system structures all elements (processes, activities and data) of

asset management. The ISO 55000 standard defines what the elements and relations of

a good asset management system should be.

Conceptual Model of the Study

On the basis of the foregoing concepts, theories and findings of related

literature, studies and insights taken from them, a conceptual model is developed as

shown in Figure 2.

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Input Process Output

Knowledge Requirements
Asset Management
System
Requirement Analysis
Programming
Language System Design Asset Management System,
QR Code
of Electronic and Electrical
Application System Development
Equipment, for Santa Isabel
Testing and
Testing and Debugging College of Manila
Evaluation

Evaluation
Software Requirements
All Browsers (except
Internet Explorer
versions)
HTML
Feedback
PHP
CSS
MySQL
CS6 Photoshop
Figure
Window 7 OS2. Conceptual Model of the Asset Management System for Electronic and
Hardware Requirements Electrical Equipment for Santa Isabel College of Manila
PC, with at least 2Ghz
processor, 2Gb RAM,
500 GB HDD
Mobile Phone
Printer
Operational Definition of Terms

Asset is any company-owned information system or hardware that is used in

the course of business activities. Basically, it consists of computers, monitors,

software, network devices, printers, scanners and others.

Asset Management System or AMS is a systematic process of deploying,

operating, maintaining, upgrading and disposing of assets, cost-effectively. It allows an

organization to maintain a complete inventory listing without requiring employees to

physically or manually check assets.

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Asset Tags are identification tags attached to assets.

Asset Tracking refers to the method of tracking physical assets, either, by

scanning bar-code labels, attached to the assets or by using tags

using GPS, BLE or RFID, which broadcast their location.

Fixed Assets is also known as infrastructure assets. Fixed assets may include

road signs, bridges, tunnels, water and sewer systems, dams and lighting systems,

land, buildings, equipment, and machineries that are attached to a building.

Dashboard is a user interface where it allows access to all modules that show

the list of personnel’s, assets, inventory summary and disposal. The dashboard is

accessed by logging on to the application.

GUI is a graphical-user interface (GUI), is a human-computer interface (i.e., a

way, for humans, to interact with computers) that uses windows, icons and menus and

which can be manipulated by a mouse (and often to a limited extent, by a keyboard, as

well).
Moveable Assets refer to physical property such as furniture or equipment

which are not part of or attached to a building. Moveable assets also include

commonly moveable business items such as computers and printers.

QR Code (abbreviated from Quick Response Code) is a machine-readable

code consisting of an array of black and white squares typically used for storing URLs

or other information for reading by the camera on a Smartphone.

QR Code Scanner Application is a QR code reader/scanner Android Apps.
Intranet-Based is a private network belonging to an organization and accessed

only by the organization's members employees or others with authorization.

ISO 55001:2014 is the International Standard Organization or ISO specifies

the requirements for the establishment, implementation, maintenance and

improvement of the Asset Management System or AMS.

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PC Asset is the specifications of a computer or the details of the components

built into a device. It includes the Serial no., Model No., Motherboard, Processor,

Memory and Hard disk drive.

Minor Asset includes projector, AVR, printer and etc.

Chapter 3
METHODOLOGY

This chapter includes the project design, project development, operation and

testing procedure, so with the evaluation procedure.

Project Design
The system, “Asset Management System of Electronic and Electrical

Equipment for Santa Isabel College of Manila”, constitutes generating and reading

Electronic and electrical equipment QR codes and an Intranet based system program

for equipment inventory and report. The system is specifically designed to handle the

needs of employees with certain responsibilities. The context diagram of the proposed

system is shown in Figure 3.

Context Flow Diagram

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Figure 3. Context Flow Diagram (Level 0) of the Proposed System

The Context Flow Diagram is an overview of an organizational system that

shows the boundaries external entities that interact with the system and major

information flow between the entities and the system. However, it does not contain

any data stored.

Figure 4. Data Flow Diagram (Level 1) of the Proposed System

Figure 4 above shows the data flow diagram level 1 of Asset Management

System of Electronic and Electrical equipment for Santa Isabel College of Manila.

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Figure 5. Data Flow Diagram (Level 2) of the Proposed System

Figure 5 above shows the data flow diagram level 2 of Asset Management

System of Electronic and Electrical equipment for Santa Isabel College of Manila.

A QR Code (added feature) Scanner Application will be used in this system to

read the equipment’s system - generated code labelled on the equipment’s body. The

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result of this initial procedure will be sent to a computer running the AMS program.

Alternatively, a computer keyboard can also be used as an input device in identifying

the equipment through Serial or Model Number as well as in providing other important

details.
The Dashboard, displays options are included in the proposed system and other

useful features relative to the proposed system.

The Inventory Summary allows users to maintain the inventory database to

ensure that it is up-to-date and accurate. It also provides the means to locate physical

objects collect data on its usage and whereabouts so as and report on all activities. The

module enables users to effectively track a collection of assets from when the items

are purchased or received until they are shipped or disposed.

The Report Module provides the following reports:

o An up-to-date list of Electronic and electrical equipment;

o Electronic and electrical equipment details such as purchase date, usage,

warranty expiration date, and location. These data help decide if an old or

faulty equipment should be replaced;

o Electronic and electrical equipment repair and maintenance details such as the

requesting body, servicing staff, date of service, equipment specification, cause

of service, action taken, and the status of service provided; and

o List of Electronic and electrical equipment for disposal or for recycle.

The QR Code Module generates codes for unique identification of the

equipment based on the equipment’s serial and model number. At the same time it is

also used to evaluate QR code readings in identifying the equipment and for further

processing.

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Project Development
. The project was developed by following these phases: Requirement Analysis,

Design, Implementation, Testing, Maintenance, and Feedback

Figure 6. The Project Development Process

Phase 1: Requirements Analysis

This derived the requirements and specifications needed in the development

phase to have a clear and thorough understanding of the system. This will be achieved

and refined with details through continuous research and communication with people

who will benefit from the system until the completion of the system software.
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The proposed system document enlists all the necessary requirements and

specifications which are important, during this phase of development.

Phase 2: Design

System design is both a model and a process. The design model of the

proposed system begins by representing the totality of the system to be built and

refines slowly to the steps that provide guidance for constructing each detail. While

the design process of the proposed system, shows a sequence of steps which enable the

project team to describe all the specific aspects of the system to be built. The proposed

system document enlists the system design both model and process which are

important during this phase of development.

Phase 3: Implementation

Implementation is the realization of the system and this will be done by

executing the plans. The actual coding, integration, and partial testing of the proposed

system software is done in this phase. This coding is done on the basis of the model

and process designed in the design phase.

Phase 4: Testing

The testing of the proposed system will involve the execution of a system

components or software components to evaluate one or more properties of interest.

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The system software testing will be conducted as soon as executable software

(even if partially complete), exists for the early discovery and debugging of

defects. The project team will consider the following aspects in testing the software

product: Functionality, Usability, Reliability, Performance and Supportability.

Phase 5: Maintenance
Maintenance will be prepared during the software development. The project

team specified how users will request modifications or how users will report problems.

This will call for an effective plan which can address the scope of the system software

maintenance. The project team will consider the following aspects, in maintaining the

software product:
- To cope with changes in the software environment;
- Implementing new or changed user requirements which concern functional

enhancements to the software;

- Diagnosing and fixing errors possibly the ones found by the users and
- Increasing software maintainability or reliability to prevent problems in the

future.

Operation and Testing Procedure

Various operations and tests will be conducted to measure and ensure the

functionality, usability, reliability, performance and supportability, of the system

software.
Operation Procedure
The operational procedure listed below will be followed:

1. Gather all the necessary details of the equipment;

2. Using the Bar code Scanner read the equipment’s bar code;
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3. Added feature was generating unique equipment’s QR code based on the

equipment’s serial, brand and location;

4. Label the equipment with a printed code;
5. Using the QR Code Scanner Application read the equipment’s QR code label;

and
6. Select options from the five major functions (modules) of the AMS system

that will suit the user’s requirements such as:

Module 1: Assets;
Module 2: QR Code Generation;
Module 3: Inventory Summary;
Module 4: Repair and Maintenance; and
Module 5: Users.

Testing Procedure
Alpha Testing
In this test the project team checked if the software application that is going to

be created would pass the Software Quality Assurance. As soon as the prototype is in a

near fully-usable state the team improved the quality of the software application and

ensure beta readiness. Now the project team expected plenty of bugs, crashes, missing

documents and features. In this test, the encountered critical issues were fixed. Some
features changed or was added as a result of early feedback. After having all the ideas

on how the software application works and performs and whether it meets the design

and criteria the software application is now ready for beta testing.
Beta Testing
In this test, the project team improved the software application by integrating

with the client and ensure release readiness. The client given their feedback covered

every element of the software application. Some few bugs and crashes was

encountered and the features has been completed. Beta tests achieved reality and
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imagination by exploring the limits of the software application and allows the

customers to explore every element of the system in their real environment. The

project team now have a good idea of what their client thinks about the software

application and what are they likely to experience if they are going to deploy it. The

software application is ready to be released.

Evaluation Procedure

The developed system was evaluated by 25 respondents as shown in Table 1.

Each evaluator was given an evaluation form. Prior to the completion of the evaluation

forms, the project team first demonstrated how to operate the system and asked the

evaluator to use and navigate the system software. Functionality, Usability, Reliability,

Performance, and Supportability, criteria for classifying software quality attributes was

used in evaluating the developed system. The performance of the system was rated by

the evaluator-respondents based on the criteria for software materials using the Likert

Scale that has the following numerical rating and interpretation as shown in Table 2.

The results were tabulated and computed using the Mean Range Formula.

Table 1: List of Respondents

Respondents Sample Size

I.T Students 11

I.T Professionals 12

I.T Administrators 2

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Total Respondents 25

The Numerical Rating of 5 that will have an evaluation result ranges from 4.20

- 5 will have an Equivalent rating of Excellent. Numerical rating of 4 that will have an

evaluation result that ranges from 3.40 – 4.19 will have an Equivalent rating of Very

Good. Numerical rating of 3 that will have an evaluation result that ranges from 2.60 –

3.39 will have an Equivalent rating of Good. Numerical rating of 2 that will have an

evaluation result that ranges from 1.80 – 2.59 will have an Equivalent rating of Fair.

Lastly, numerical rating of 1 will have an evaluation result that ranges from 1.00 –

1.79 will have an Equivalent rating of Poor.

Table 2: Likert Scale

Numerical Ratings RANGE Interpretation

5 4.20 – 5.00 Excellent

4 3.40 – 4.19 Very Good

3 2.60 – 3.39 Good

2 1.80 – 2.59 Fair

1 1.00 – 1.79 Poor

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Figure 7 shows the entity-relationship diagram (ERD) of the Asset

Management System of Electronic and Electrical Equipment for Santa Isabel College

of Manila (AMS3E), it is a data modelling technique that graphically illustrates the

entities of AMS3E and the relationship between those entities. It is the conceptual and

representational model of data to represent the entity framework infrastructure.

Figure 7. Entity Relationship Diagram of the Proposed System

Figure 8 explains the set of actions that the entity can perform in the system

from login module to report module. The admin can add, edit, remove, search and

view asset’s info. Also, the admin can add, edit, deactivate and view user account.
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Figure 8. Use Case Diagram of the Admin’s Interaction with the System

Figure 8.1. Use Case Diagram of the User’s Interaction with the System

The above figure explains the set of actions that the entity can perform in the

system from login module to report module.

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Visual Text Organization Chart

Figure 9. Visual Text Organization Chart

Chapter 4
RESULTS AND DISCUSSIONS

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This chapter presents the result and detailed discussion of the final

evaluation. The project description, project structure, project capabilities and

limitations, project test results and project evaluation are likewise systematically

presented in this chapter.

Project Description
The study developed an Asset Management System of Electronic and

Electrical Equipment intended for (MIS) Management Information System of

Santa Isabel College of Manila. The QR code generator was created using QR

Library for PHP and scanned using QR Code Scanner Android Apps.
The Asset Management System provides MIS administrator and personnel to

store, list assets instantly and automatically generate inventory reports. The

software contains different modules namely Dashboard, Users, Assets, QR Code

and, Inventory Reports. The Dashboard module lets you visualize the Key

Performance Indicators and other strategic data of the organization at a glance.

The Users module consists of personnel data which can add and list personnel

details. The Assets module consists of assets which can add and list assets

accordingly. The QR Code module consists of generated QR Codes. The

Inventory reports module consist list of reports that can be generated immediately.

Project Structure
The project structure was done thru the hierarchy of programs to test the

features and functionalities of each module of the system. The web application

can be launched using the web browser.

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Figure 10. Asset Management Log in Page

This page will first appear once the user launches the web application

using the browser.

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Figure 11. Asset Management Main Page

This figure shows the main interface of the software showing mainly the

dashboard visualize the integrated summary of the assets and reports.

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Figure 12. Asset Management: Add User Account

This figure shows the adding of user account. Click the Users module in

adding user account.

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Figure 13. Asset Management : Add Asset

This figure shows the adding of asset in creating list. Click the Assets

module in adding the asset.

Figure 14. Asset Management : List of Asset

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This figure shows the list of Asset. Every added asset will be listed here for

better viewing of the summary of the added list.

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Figure 15. Asset Management : QR code Generation

This figure shows the generation of QR code using the serial no. of an asset.

Click the QR code module in generating new QR code.

Figure 16. Asset Management: Report Generation

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This figure shows the inventory summary of in use, in storage, for disposal,

and borrowed assets. The report will be generated instantly by clicking the button

named export to PDF.

Project Capabilities and Limitations

The system software has the following features:

 Easy installation VPN-based approach;

 Module for dashboard;

 Module for adding asset;

 Module for QR code generation;

 Module for Repair and maintenance;

 Module for inventory report generation; and

 Module for users.

The system has the following limitations:

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 The system is not an on-line system.

 The system does not support SMS Notifications.

 The system cannot troubleshoot itself.

Project Test Results

The project was tested using Microsoft Windows operating system.

Results show that the main components of the software performed well in terms

of functionality, usability, reliability, portability, and supportability.

Table 3 presents the result of the unit test conducted to ensure that desired

characteristics were achieved.

Table 3: Test Results

Test Conducted Characteristics

Installed the web application in The web server and web application installed
Windows Operating System. successfully in Windows.
The program initialized without issues.
The program performed according to specified
requirement on the said OS environment.
Verified the login page.
The user successfully logged in and was
automatically redirected to the application’s Login
page. The information given was secured through
Checked if the forms were working as the use of encryption.
expected.
An error message is shown if the user does not
fill the mandatory field. Proper data validation
Submitted the data in the forms to the will appear once the user input incorrect data.
database.
The data in the forms was successfully transferred to
Checked if the dashboard was being the database in the accurate field.

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updated automatically if there were

changes. The dashboard automatically updated if there was a
change in the information being given.
Checked the users and assets module.
Verified if the list is being updated
automatically after adding, editing and The adding, editing and deleting of user and asset in
deleting user and asset. users and assets module was successfully done and
Reviewed the generation of QR code. it automatically updated the list of users and assets
Verified properly that QR code was for sudden changes.
uniquely made. The generation of QR code was properly and
uniquely differ per equipment.
Verified the generation of reports in the
inventory reports module.
The generation of reports had an accurate data and
Verified the user if truly logged out was ready to print if needed.
from the application.
Before the user successfully logged out from the
application, the confirmation message displayed for
confirming to leave the page.

Each module was tested with test cases and achieved the required output.

The system can provide users the modules of asset in creating inventory reports

and can generate unique QR code per equipment. The user can also generate

reports as the need arises. Hence, the software performed according to the

required functionalities and met the required output.

Project Evaluation

The acceptability of the project was evaluated in terms of functionality,

usability, reliability, portability, and supportability. There were 25 respondents

from different industry in Manila as the respondents in this study. The respondents

composed of (11) I.T Students, (12) I.T Professionals and (2) I.T Administrators.

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Table 4: Profile of Respondents – User Type

Respondents Frequency Percentage

I.T Students 11 44%

I.T Professionals 12 48%

I.T Administrators 2 8%

Total 25 100%

The table shows the profile of the respondents. There are 25 respondents

from different industry in Manila, who are randomly selected by the developers.

Out of 25 respondents, 11 of them were I.T students, with the equivalent of 44 %,

12 of them were I.T Professionals, with the equivalent of 48 % and 2 of them

were I.T Administrators, with the equivalent of 8 %.

Functionality
Functionality was the first criteria in software evaluation. The evaluators

determined if the software’s modules work well with the following capabilities:

Table 5: Mean Perception Profile of the Proposed System in Functionality

1. Functionality Mean Interpretation

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1.1 Ease of operation 4.68 Excellent

1.2 Provision for comfort and
convenience 4.56 Excellent
Excellent
1.3 User-friendliness 4.56

Overall Mean: 4.6 Excellent

Legend: 1-Poor, 2-Fair, 3-Good, 4 – Very Good, 5 – Excellent

Table 5 shows the evaluation result of the proposed software in terms of

functionality. In ease of operation, it got a mean average of 4.68 with Excellent

remarks, provision for comfort and convenience got a result of 4.56 with

Excellent remarks, user-friendliness got 4.56 mean average with remarks as

Excellent. Overall, functionality got a mean score of 4.6 with interpretation of

Excellent.

Usability

Usability was the second criteria in the evaluation of the proposed system.

The evaluators determined the consistency of the software with the following

criteria:

Table 6: Mean Perception Profile of the Proposed System in Usability

2. Usability Mean Interpretation

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2.1 Time respond quickly 4.52 Excellent

2.2 Utilize system resources 4.32 Excellent

Overall Mean: 4.42 Excellent

Legend: 1-Poor, 2-Fair, 3-Good, 4 – Very Good, 5 – Excellent

Table 6 shows the evaluation result of the proposed software in terms of

usability. In time responds quickly, it got a mean score of 4.52 with excellent

remarks, utilize system resources got a result of 4.32 equivalent to excellent.

Overall, usability got a mean score of 4.42 with interpretation as Excellent.

Reliability

The third criterion in evaluation of the proposed system is reliability. The

following criteria and results are shown in software evaluation of reliability:

Table 7: Mean Perception Profile of the Proposed System in Reliability

3. Reliability Mean Interpretation

3.1 Conformance to desired result 4.44 Excellent

3.2 Absence of failure 4.52 Excellent
3.3 Accuracy in performance 4.16 Very Good

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Overall Mean: 4.37 Excellent

Legend: 1-Poor, 2-Fair, 3-Good, 4 – Very Good, 5 – Excellent

Table 7 shows the evaluation result of the proposed software in terms of

reliability. In terms of conformance to desired result, it got a mean score of

4.44 with excellent remarks, absence of failure got 4.52 as excellent also, and

accuracy in performance got a mean 4.16 with very good interpretation, Overall,

reliability got a mean average of 4.37 with excellent remarks.

Portability

Portability is the fourth software evaluation factor in the proposed system.

The software was tested if it is adaptable to new environment or so called

portable.

Table 8: Mean Perception Profile of the Proposed System in Portability

4. Portability Mean Interpretation

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4.1 Performs according to 4.68 Excellent

specifications
4.2 Provision for security 4.64 Excellent

requirements
4.3 Completeness of the system 3.8 Very Good

Overall Mean: 4.37 Excellent

Legend: 1-Poor, 2-Fair, 3-Good, 4 – Very Good, 5 – Excellent

Table 8 shows the evaluation result of the proposed software in terms of

portability. In terms of performing according to specifications, it got a mean

score of 4.68 with excellent remarks, provision for security requirements got

4.64 as excellent, and completeness of the system had a mean score of 3.8

equivalents to very good. Overall, portability got a mean average of 4.37 with

excellent remarks.

Supportability

Supportability is the last criteria in software evaluation of the proposed

system. The following criteria and results are shown in supportability criteria:

Table 9.
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Mean Perception Profile of the Proposed System in terms of Supportability

5. Supportability Mean Interpretation

5.1 Updateness of content 4.16 Very Good

5.2 Graceful degradation 4.52 Excellent
5.3 Event Logging 4.28 Excellent

Overall Mean: 4.34 Excellent

Legend: 1-Poor, 2-Fair, 3-Good, 4 – Very Good, 5 – Excellent

Table 9 shows the evaluation result of the proposed software in terms of

supportability. In terms of updateness of content, this criterion got a mean

score of 4.16 with very good remarks, graceful degradation got a mean score of

4.52 equivalently to excellent and event logging got a mean score of 4.28 as

excellent also. Overall, supportability got a mean average of 4.34 with excellent

remarks.

Evaluation Results

The final evaluation of the respondents in terms on the performance of the

project was based on five criteria namely: functionality, usability, reliability,

portability and supportability.

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Figure 16. Bar Graph Representation of the Evaluation Result

Figure shows the results obtained from the evaluator of the software

developed, the functionality and usability got an interpretation of “Excellent” while the

Reliability, Portability, and Supportability shows the same interpretation as “Very Good”

which means software achieved the software quality factors.

Table 10: Summary of Evaluation Results

Software Quality Factor N Mean Description

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Functionality 25 4.6 Excellent

Usability 25 4.42 Excellent
Reliability 25 4.37 Excellent
Portability 25 4.37 Excellent
Supportability 25 4.34 Excellent
Mean: 25 4.42 Excellent

Table 10 shows the results obtained from the evaluators of the software

developed, the functionality of the software achieved the highest mean. The

second highest mean is the usability while next is reliability, then supportability

and lastly portability. Each criterion of the software quality factors are mostly the

same interpretation as “Excellent” which means the software achieved the

software quality factors.

Chapter 5

SUMMARY OF FINDINGS, CONCLUSIONS AND RECOMMENDATIONS

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This chapter presents the summary of findings, conclusions and

recommendations based from the results of the test and evaluations.

Summary of Findings
On the test and evaluation conducted on the performance capability of the

software, the following were the findings of the study.

The development of Asset Management System of Electronic and

Electrical Equipment for Santa Isabel College of Manila was designed simple so

that it can be easily operated and can generate reports as needed. Moreover, it has

the capability to generate QR code that will be tagged in assets and be scanned

with the use of cell phone that has a QR code scanner application.
The different modules of the system were tested based on its behaviour

during testing that attained the necessary output. The admin has the capability to

add, edit and delete personnel and assets while the personnel can only search,

view and update repairs that has been done. The system product is perceived to be

“Very Good” which means it supports different windows operating systems,

usable in terms of managing assets, QR code generation and inventory report

generation. Hence, the system performed according to the required functionalities

and met the required output.

Conclusion
Based on the study conducted, the project team conclude that development

of Asset Management System of Electronic and Electrical Equipment for Santa

Isabel College of Manila System was successfully developed such that:

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1. The Asset Management System was successfully developed using PHP

Language.
2. The software was developed successfully having the following features:
a.) Identification of all the details of Electronic and electrical

equipment.
b.) Generation of unique QR code for equipment.
c.) Using cell phone camera as a tool to scan the generated QR code.
d.) Generation of reports, such as:

o An up-to-date list of Electronic and electrical equipment;

o Electronic and electrical equipment details, such as purchase date,

usage, warranty, expiration date and location. These data, help decide, if

an old or faulty equipment, should be replaced;

o Electronic and electrical equipment repair and maintenance details,

o such as the requesting body, servicing staff, date of service, equipment

o specification, cause of service, action taken and the status of service

provided and
o List of Electronic and electrical equipment, for disposal or for recycle.

3. The results validated that the software met the required functionalities and

output of the software;

4. The performance of the system was rated “Very Good” by the respondents

which proved that the software met the software quality factors.
Recommendations
Based on the results of the findings and conclusions gathered, the project team

would like to recommend the following:

1. The developed system can be made on-line and will be used not only

within campus premises.

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2. Conduct a study that will allow the software to be hosted by a mobile

device, particularly smart phones and tablets; and

3. Refinement and enhancement on the system design are also recommended.
4. Future researchers can use this study as a basis for future studies and

continue to improve the proposed system.

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