Chapter I

Introduction

Nowadays, advancement in technology has made the

business to grow up more rapidly. Technology can primarily
speed up processes, allows flexible new ways of working,
transforms how your business functions and can often save
you time and money. As life without any contemporary
technology is not complete similarly, no business is
complete without these technologies.

Database Management System (DBMS) is a set of

programs that enables you to store, modify, and extract
information from a database. It also provides users with
tools to add, delete, access, modify, and analyze data
stored in one location. DBMS’s also provide the method for
maintaining the integrity of stored data, running security
and user access, and recovering information’s if the
systems fail. The intervention of computers and software
has made it easy to manage data of all types in the
database management system and to have direct access to
data more quickly than the manual system (North, 2010).

Product Information System refers to processes and

technologies that focus on managing information about the
products of a certain establishment which includes the
sales and its inventory. Database management system will
automate the processes of product data used to feed
consistent, accurate and up-to-date information to multiple
output media such as web sites, information kiosk, and
electronic data being feed to their customers. PIS together
with DBMS generally, make analysis possible by providing
accurate, clean, timely, is and consistent views of product
data across the company (Nulle, 2007).

The proposed Product Information System aims to

lessen the problems encountered in the current system. It
will simplify the processing of records, reduce transaction
errors, provide safe storage, produce reliable information,
search product’s and customer’s records easily, monitor
stock movement to avoid miscount of products, and generate
accurate sales report. It will also facilitate the adding,
updating, and searching of company’s customers regarding
their account balances and past transactions. The system
also has a webpage which can contribute in the promotion of
their products and services. Consequently, this system
helps to assist in building a lasting customer relationship
– which in return will result to customer’s satisfaction
and customer’s loyalty.

Background of the Study

Oxord Computer Solutions and Repair Center has

overseas experience in computing industry. The founders
gain from previous work experience in Taiwan in a PCB,
Chipset, Processors and Semiconductor Factory. Where
primary goal of providing varied I.T. products and a wide
range services, Through time, the I.T. market in Roxas
City, in Capiz started to propel the business way back
year 2010. Having the vision to relocate the business
suitably. Oxord Computer Solutions and Repair Center
transferred to a much accessible building situated at
Gaisano Boulevard, 2nd Flr.,The transition to its new
location has grown exponentially to become one of the most
sought, relied and depended computer retailer/seller of
I.T. products and services in Roxas City and across Capiz
Province.

August 2013, Oxord Computer Solutions and Repair

Center was formally signed a contract to Robinson Place
Roxas to promote its Technology dealership and to reached
out potential costumers. Hardworking & excellent customer
service remains our core keys to be a growing enterprise
in the I.T. Industry.

They remain and maintain strong alliance and

partnership from different computer manufacturers,
distributors and associations in the industry. Oxord has
earned valued partnerships and authorized dealership
status from the likes of Intel, Epson, Samsung, Acer,
CISCO, HP. Further the company still aiming for the future
developement and success with his future partner.

Overview of the Current State of Technology

Oxord Computer Solutions and Repair Center is owned

by Mr. Noel Adolfo. It is located at Gaisano Grand Mall,
2nd Floor, Arnaldo Blvd., Roxas City, Capiz.

It started in the year 2010, engaged in

selling/retailing IT products such as computer parts,
peripherals, and accessories. It also offers various
services like reformatting, PC cleaning, troubleshooting,
CCTV installation, and system integration. For the first
two (2) months of operation, it has gained a positive
feedback from the customers/clients for selling at a
reasonable price and good quality products, backed up with
full customer after sales support.

Oxord Computer Solutions and Repair Center operates

in a manual manner in terms of saving/storing, updating,
adding, editing, and searching product’s information
records, particularly, the company records its stocks using
papers. Its current method cannot precisely monitor
product inventory. The paper where stored in the cabinet
but said system lacks security and can result to
misplacement of records.

It has three (3) computer units, (one (1) is used by

the owner and the other two (2) is used by the
technicians), two (2) printers and one (1) copier. The said
computer center has internet connection. It has Five(5)
employees- the technician, sales clerk and bookkeeper.

Statement of Problem

General Problem

The Oxord Computer Solutions and Repair Center

doesn’t have a Product Information System.

Specific Problem

1. Time consuming in posting and updating product

records.

2. Hard to monitor and maintain accurate inventory

products which results to miscount.
 3. Difficulty to manage and organize bulky records which
results to misplacement of product records due to
unreliable and unsafe storage.

4. Slow in generating sales report when the need arises.

Statement of Objectives

General Objective

The main objective of this study is to develop and

establish a Product Information System for Oxord Computer
Solutions and Repair Center for the improvement of their
point of sales and inventory process and also to provide
good services to their customers through the proposed
system.

Specific Objectives

Specifically, this projects aims to:

1. Establish an inventory system that enhances the speed

of posting and updating products.

2. Create a Inventory system that can speed up checkouts

and will monitor and maintain accurate inventory
products.

3. Establish a system that has a query module that can

search product records and check the availability and
status of the product easily.

4. Create a system that can generate accurate and reliable

sales reports in a faster way.
Theoretical Framework

A Database Management System is specially designed

applications that interact with the user, other
applications, and the database itself to capture and
analyze data. The term is in contrast with only one table
as the database, and in contrast with other models which
also have many tables in one database. In the relational
model, each table schema must identify a primary column,
called the primary key, used for identifying a row. Tables
can relate by using a foreign key that points to the
primary key of another table. The relational model offers
various level of refinement of the table ralations called
database normalization. The database management system
(DBMS) of a relational database is called an RDBMS, and is
the software of a relational database (Codd, 2006).

Information Systems provide two views on IS that

includes software, hardware, data, people, and procedures.
A second managerial view includes people, business
processes, and Information Systems. Informatiom systems are
defined as specializing and focusing on integrating
information technology solutions and business processes to
meet the information needs of business and other
enterprises.” Critical to most information systems are
information technologies, which are typically designed to
enable humans to perform tasks for which the human brain is
not well suited, such as: handling large amounts of
information, performing complex calculations, and
controlling many simultaneous processes (Silver, 1995).

Product Information System may be used to automate an

order fulfillment process. Such a system contains a list
of orders to be received, and then prompts workers to pick
the necessary items, and provides them with packaging and
shipping. PIS may use wired, mobile terminals to record
inventory transactions at the moment they occur. Physical
inventory counting and cycle counting are features of many
inventory control systems which can enhance the
organization (Lucas, 2006);

Conceptual Framework

The Conceptual Framework of the study focuses in

creating and developing a Product Information System of
Oxord Computer Solutions and Repair Center in handling
their monitoring of product inventory level. The proposed
system will maintain the database containing some important
data about their inventory records.

The Product Information System of Oxord Computer

Solutions and Repair Center will help the company have a
much secure and organize way in adding, posting and
updating, and an inventory module that can efficiently
manage a precise product inventory and will monitor the
inventory levels of a particular item which helps avoid
miscount of products.
Oxord Computer Solution
and Repair Center
Product
Database
Information
Management
System
Systems

Inventory Records

Figure 1 Conceptual Framework

Scope and Delimitation

After conducting interviews and observation, the

researchers had determined how the company operates. The
researchers aim’s to provide a Product Information System
of Oxord Computer Solutions and Repair Center.

The system will primarily secure and organize the

needed company information and will lessen the problems
being encountered by the company. The Product Information
module of the system includes the inventory of products.
The system can provide accurate and efficient sales reports
on a particular day, week, month or year that can help them
in decision making. The proposed system can establish a
much precise method in maintaining the inventory level of a
certain product and can also displays and generate reports
of a less products item.

It will provide convenience to the employees and will

lessen the problems they’ve encountered regarding their
inventory records. Lastly, an information system that will
generate accurate, efficient, and reliable information in
an easy way.
Significance of the Study

The proposed Product Information System for Oxord

Computer Solutions and Repair Center will be a solution to
lessen the problems encountered by the company which
occurred in their current system.

Oxord Computer Solutions and Repair Center will have

an organized inventory records; an easier time in updating
and searching a specific product records; can provide a
precise and accurate way of generating the sales reports
and a better monitoring of their inventory levels including
its accuracy.

Employees, this new system will enable them to have a

much easier task in every company operations that the
system is involved and it will also reduce their
paperwork’s.

Researchers, it will open a new knowledge about

handling works and creating, developing, analyzing, and
designing a system.

Future Researchers, this system can serve them as

their guide, reference, and soure of example for making
similar designs of systems in a certain thesis, study or
projects. It can also help to widen their ideas and put
into practice what they have learned theoretically.
Definition of Terms

Database Management System (DBMS)

Is a collection of programs that enables you to

store, modify, and extract information from a database. It
also provides users with tools to add, delete, access,
modify and analyzed the data (Wagner, 2010).

Manual System

A system involving data processing which does not

make use of stored-program computing equipment; by this
somewhat arbitrary definition, systems using other types of
tabulating equipment, such as the card-prgrammed
calculator, are considered to be manual (DesMarais, 2011).

Inventory System

A science primarily about specifying the shape and

percentage of stocked goods. It is required at different
locations within a facility or within many locations of a
supply network to precede the regular and planned course of
product and stock of materials (Lee, 2012).

Product Information System

It refers to processes and technologies focused on

centrally managing information about products, with a focus
on the data required to market and sell the products
through one or more distribution channels (Mcgraw, 2011).
 Chapter II

Review of Related Works

Introduction

This chapter states the related topics/studies on

some local and foreign business establishments which are
applicable to the present study. This chapter serves as
reference and bases in order to complete the study. This
related literature provides information that is related to
support the study, the Product Information System. This
system helps the company to monitor and updates product
inventory.

Foreign Studies
 Chapter III

Methodology

Introduction

In this chapter, the researchers discuss the

methodologies that will be used in the study. With regards
to the study, a methodology plays a very important role to
the researcher’s intent to have a good proposal outcome and
error free system. Inventory Information’s are gathered to
be able to design and implement the proposed Product
Information System. This will help to clarify the main
goals, purpose and target to be implemented. The
researchers will use Prototyping as the main methodologies
that will be used in the study and intends to have an
effective and helpful result in the project proposal
process.

Prototyping

A prototyping methodology is a software development

process which allows developers to create portions of the
solution to demonstrate functionality and make needed
refinement before developing the final solution.
 Prototypes are employed to help the system designers
build an information system that is interactive process
that is part of the analysis phase of the System
Development Life Cycle (SDLC). Prototyping includes the
system planning, analysis, designing the system,
implementation and maintenance of the system.

PLANNING

MAINTENANCE ANALYSIS

IMPLEMENTATION DESIGN

Figure 0 Prototyping Phase and Activities Diagram

1. Planning the system

2. Analysis of the system
3. Designing the system
4. Implementation of the system
5. Maintenance of the system
Planning

This phase involves the solid understanding of the

company, on how the system will be created. The researchers
conducted various interviews and had been observing the
company on its operations to be able to identify the
specific problems regarding the current state of
technology. The researchers define the possible target
users, purpose of the study, its objectives, the features
and functionality of the system, and the goals of the
proposed system. Spercific techniques and instruction for
individuals in planning the Product Information System are
described in this chapter, including the strategies and
policies that will be the basis of the study’s
specification and presentation.

Analysis

The researchers studied the information being

gathered and determined its relevance to the objectives of
the project. This phase will analyze the specific problems
that the company encounters regarding their daily
operations and to recommend what must be changed and
improved. The researchers also considered the technical
capability of the users and the intelletual interest and
preparedness in order to benefit from the information they
will be getting from the system.
Design

Drawing from the information that has been gathered,

it is time to determine the look and feel of the system.
Design is the process by which a programmer, working within
the system specification, makes decision how the system
components will accomplish the system objectives to make
the study presentable and get more attention to the users.
This phase targets users as one of the key factors that
would be taken into consideration.

Implementation

In this phase, the researcher followed an

implementation process of software development where in
specific syntax for encoding the system codes in formal
language in computer files had been used. Implementation
phase is the peak of the cycle where the problems of the
proposed system are solved, even the availability of some
automated tools that constructs the Database Mangement
Systems and through the use of Microsoft Visual Basic 6.0
as well as of how the best designs can be implemented in
the Product Information System.

Maintenance

This phase includes the monitoring of the

technologies for new innovations that might be appropriate
for the system, as well as finding creative ways to improve
the features and functionality of the system.
 The system should undergo ocular maintenance to omit
errors, the codes, functions, and interface and its
graphics. Maintenance also maintains features and other
functions so the system capability to handle work keeps
performing properly.
Chapter IV