Baraka Hotel Inventory Management System: Faculty of Computing and Information Technology Bit 2203 Project

FACULTY OF COMPUTING AND INFORMATION
TECHNOLOGY
BIT 2203 PROJECT
BARAKA HOTEL INVENTORY MANAGEMENT SYSTEM
BY
NAME: ALBERT MUTUKU MUSEMBI
REG NO: IST-221-008/2011
Supervisor: Mr. WALTER NDENGWA
YEAR FOUR SEMESTER TWO
Submitted in partial fulfillment of the requirements of Bachelor of Science in Information Technology
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Baraka Hotel Inventory Management System
DECLARATION
This attachment report is my original work and has not been presented in any institution for
examination. I completed this work under the guidance of Mr. Walter Ndengwa, of the Faculty of
Computing and Information Technology. All the information borrowed from other sources are
explicitly cited and acknowledged.
-------------------------- ----------------------
Albert Mutuku Musembi Date
This project report is presented to the University for Examination with my approval as the
training supervisor.
--------------------------- ----------------------
MR. WALTER NDENGWA Date
MULTIMEDIA UNIVERSITY COLLEGE OF KENYA
P.O. Box 15663-00503
Nairobi, Kenya.
ABSTRACT
The current method of keeping track of inventory and stock information used by Baraka Hotel is
tedious and time wasting. Sometimes even they opt not to use any method at all. Keeping
inventory information is very important for a business to be successful.
Companies often depend on inventory to operate or fill client orders. Inventory is a major
company asset that helps a company with tasks such as planning and staying within budget. Thus
companies should see keeping accurate inventory records as a major management tool that has
multiple benefits.
I conducted a study to address these challenges. I used of descriptive research design, literature
review, interviews and questionnaires, web and application programming technologies among
other ICT concepts in seeking to address the solutions to challenges in inventory and stock
control and management. Implementation of the study‟s findings is therefore recommended so as
to help ensure efficient and smooth operations.
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ACKNOWLEDGEMENT
I would like to thank God for enabling me to successfully do this project. I would also like to
thank all the people who helped and motivated me throughout my project. I thank my supervisor
Mr. Walter Ndengwa for his guidance, correction and support from the starting of the project to
the accomplishment. I would like to recognize the dean of students in the faculty of Computer
and Information Technology (CIT) for his continued support towards empowering us as to study
and always be inventive and innovative.
Secondly to my dedicated lectures who are; Mr. Kinuthia, The Chairman of IT-Diishon T. Kiiru,
Mr. Mokordir, Mr. Muturi, Ms. Gloria Mwende and Mr. Gachui for their support,
encouragement. I also appreciate my classmates BIT 2011, my friends and colleagues, Tyson
Pela, James Njuguna, Aaron Kimilu, James Gitahi, Aaron Kavoi, Nelson Kiprono and Moses
Randich for their support and encouragement throughout the project.
My parent and the family I thank them all for their kindness and support both financially and
psychologically, advising me accordingly.
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Table of Contents
DECLARATION .................................................................................................................................... 2
ABSTRACT............................................................................................................................................ 2
ACKNOWLEDGEMENT ....................................................................................................................... 3
LIST OF FIGURES ................................................................................................................................. 6
LIST OF TABLES .................................................................................................................................. 6
LIST OF ABBREVIATIONS .................................................................................................................. 7
1 CHAPTER ONE: INTRODUCTION ....................................................................................................... 8
1.0 PROBLEM STATEMENT ............................................................................................................. 8
1.1 PROBLEM JUSTIFICATION ......................................................................................................... 8
1.2 THE PROJECT SCOPE ................................................................................................................. 8
1.3 PROJECT AIM ........................................................................................................................... 9
1.4 OBJECTIVES .............................................................................................................................. 9
2 CHAPTER TWO: LITERATURE REVIEW: .............................................................................................. 9
2.0 Review of relevant literature & opinion .................................................................................... 9
2.1 Some of the existing inventory management systems include: ............................................... 12
3 CHAPTER THREE: METHODOLOGY........................................................................................ 14
3.0 SYSTEM ANALYSIS ........................................................................................................... 14
3.1 FEASIBILITY STUDY ......................................................................................................... 14
3.1.1 Objectives of Study ........................................................................................................ 14
3.1.1 Schedule Feasibility........................................................................................................ 14
3.1.2 Economic Feasibility ....................................................................................................... 14
3.1.3 Technical Feasibility ...................................................................................................... 15
3.1.4 Social / Ethical Feasibility .............................................................................................. 15
3.2 Fact finding methods .............................................................................................................. 15
3.3 Methods and tools .................................................................................................................. 15
3.3.1 Research design .............................................................................................................. 15
3.3.2 Data collection and analysis ............................................................................................ 15
3.4 Analysis of findings/ research findings ................................................................................... 16
3.4.1 Summary of the findings................................................................................................. 17
3.5 Requirements specification ..................................................................................................... 17
3.5.1 Functional Requirements ................................................................................................ 18
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3.5.2 Non-Functional Requirements ........................................................................................ 19
3.6 SYSTEM DESIGN ................................................................................................................ 19
3.6.1 Introduction .................................................................................................................... 19
3.6.2 Design method ............................................................................................................... 20
3.6.3 INTERFACE DESIGN................................................................................................... 26
3.6.4 Layout design ................................................................................................................. 27
4 CHAPTER FOUR: TESTING AND IMPLEMENTATION ........................................................... 46
4.0 Testing ................................................................................................................................... 46
4.1 Implementation ...................................................................................................................... 47
5 CHAPTER FIVE: DISCUSSION................................................................................................... 49
5.0 Challenges ............................................................................................................................. 49
5.1 Lessons Learnt ....................................................................................................................... 50
5.2 Achievements ........................................................................................................................ 50
6 CHAPTER SIX: RECOMMENDATIONS AND CONCLUSION .................................................. 51
6.0 Recommendation ................................................................................................................... 51
6.1 Conclusion ............................................................................................................................. 51
7 APPENDIX I: TEST DATA AND RESULTS ............................................................................... 52
8 APPENDIX II: SAMPLE PROGRAMS ........................................................................................ 54
9 APPENDIX III: USER MANUAL ................................................................................................. 69
10 APPENDIX IV: REFERENCES ............................................................................................... 74
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LIST OF FIGURES
Figure 1: Iterative waterfall model diagram ........................................................................................... 20
Figure 2: User Password Flowchart ....................................................................................................... 21
Figure 3: Register New User Flow Chart ............................................................................................... 21
Figure 4: Flowchart Diagram ................................................................................................................. 23
Figure 5: Sequence Diagram .................................................................................................................. 24
Figure 6: Use case diagram .................................................................................................................... 24
Figure 7: Level O Context level data flow diagram ................................................................................ 26
Figure 8: Level 1 Data flow diagram..................................................................................................... 26
Figure 9: Input Interface Designs ........................................................................................................... 28
Figure 10: Output Interface Designs ...................................................................................................... 35
Figure 11: Entity Relation Diagram ...................................................................................................... 45
Figure 12: Test Data and Results ........................................................................................................... 52
Figure 13: User manual elaborative images and figures .......................................................................... 69
LIST OF TABLES
Table 1: Analysis of findings/ research findings ..................................................................................... 17
Table 2: Functional Requirements ......................................................................................................... 19
Table 3: Non-Functional Requirements .................................................................................................. 19
Table 4: Category Table ........................................................................................................................ 42
Table 5: Department Table .................................................................................................................... 43
Table 6: Ordered_items Table................................................................................................................ 43
Table 7: Received_items Table .............................................................................................................. 43
Table 8: Session Table........................................................................................................................... 43
Table 9: Supplier Table ......................................................................................................................... 44
Table 10: Transferred_items Table ........................................................................................................ 44
Table 11: Units Table ............................................................................................................................ 44
Table 12: Users Table ............................................................................................................................ 44
Table 13: The test cases designed and carried out Inspection Testing ..................................................... 46
Table 14: The test cases designed and carried out .................................................................................. 47
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LIST OF ABBREVIATIONS
PHP Hypertext preprocessor
ERD Entity Relationship Diagram
DBMS Database Management System
MYSQL MY Structured Query Language
DFD Data Flow Diagram.
RAM Random Access Memory.
ERM Entity Relation Model
CD Compact Disk.
ROM Read Only Memory.
e.g. Example.
i.e. That is.
MIS Management Information System
BIT Bachelor of Science Information Technology
PC Personal Computer
PCs Personal Computers
POS Point of Sale-System
PO Purchase Order
Amt Amount
SKU Stock Keeping Unit
UK United Kingdom
U.S.A./US/USA United State of America
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1 CHAPTER ONE: INTRODUCTION
The industry of hospitality is growing and in order to remain competitive, ICT adoption is very
crucial. Baraka Hotel is one of the partakers in this industry. Its head quarter is located in Nairobi
which is the capital of Kenya. Also it has other three branches in Nairobi and it‟s aiming at
diversify their services and wants to open more branches in outskirts of Nairobi. It provides
accommodation services and restaurant services. Inventory is basically the total amount of goods
and materials held in stock by a factory, store and other business.
An inventory system is a process whereby a business keeps track of the goods and material it has
available. Today‟s competitive environment is forcing companies to optimize the procurement
processes and inventory levels while at the same time ensure accuracy of controls and
implementation of standard procedures for the flow of materials. However, in the absence of
appropriate systems and information infrastructure, companies are finding it difficult to achieve
smooth and efficient.
1.0 PROBLEM STATEMENT

There have been noticeable difficulties that emerge as a result of poor techniques of storing
information. The hotel has implemented poor methods of keeping track inventory and stock
levels and then making it difficult for decision making. Purchase orders are prepared/generated
manually making it a tedious and a time wasting activity. Loosing track of the available assets as
they are transferred from one department to another in the organization has lead to inefficient
utilization.
1.1 PROBLEM JUSTIFICATION

Implementing this inventory system helps keep track of the inward and outward hardware material
and hence helping to manage the available assets. The system speeds up the operations of this
organization by automating the process of generating purchase order and the process of receiving
stock and the inventory. This system will help in maximizing the profits by reducing the cost of
human resource since very few individuals will be required to generate orders and receive the
inventory.
An existing system is manual to keep transaction record of the inventory in the organization. People
still prefer to follow the manual method to keep the record. I have found that employees first of all
record all information in there ledger. They are using to keep the record of stock purchase, inventory,
etc. Following this method is very time consuming and tedious. It has many drawbacks as there may
be mistakes while recording large data and this may disrupt the important transaction.
So, in this project I will develop inventory management system which will help employees to keep
record of inventories in systematic way and help them produce report about the inventory or stock
currently available in their organization in automatic way to help then decision making about the
stock etc.
1.2 THE PROJECT SCOPE

Baraka inventory management system allows the store manager to monitor inventory and stock
level, safe and easy to access and retrieval in all the stores of the organization.
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The system will keep track of details of hardware material as they are moved from department to
the other. Baraka inventory management system will have the functionality that will help in
generating a purchase order.
1.3 PROJECT AIM

Enable Baraka Hotel to manage its inventory and eliminate inconveniences and losses incurred
as a result of inefficient control of inventory and stock.
1.4 OBJECTIVES
i) The system will allow keeping track of the inventory enabling easy access to accurate
reports about what inventory is in stock and information for decision making and thus
this will reduce the time spend in decision making by 30% within one year of
implementation.
ii) The system will automate the process of generating a purchasing order for goods and
services, reducing human effort by 20% within the first year of its implementation
iii) Proper control of inventory will reduce losses incurred by the organization as a result of
running out of stock and wastage caused by having surplus goods by 60% within the first
year of implementation.
2 CHAPTER TWO: LITERATURE REVIEW:

2.0 Review of relevant literature & opinion
Inventory or stock refers to the goods and materials that a business holds for the ultimate purpose
of resale (or repair). Inventory management is a science primarily about specifying the shape and
percentage of stocked goods. Inventory levels need to be carefully managed in order to avoid
stock out. One way to avoid stock out is to keep a buffer or safety inventory (Baum, 2006;
Whitson, 1997). 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 production and stock of materials.
Inventory proportionality is the goal of demand-driven inventory management.
While accountants often discuss inventory in terms of goods for sale, organizations -
manufacturers, service-providers and not-for-profits - also have inventories e.g. fixtures,
furniture, supplies, etc. that they do not intend to sell. An inventory control 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. An inventory system also manages in and outwards material of hardware.
Inventory management is the process of efficiently overseeing the constant flow of units into and
out of an existing inventory. This process usually involves controlling the transfer in of units in
order to prevent the inventory from becoming too high, or dwindling to levels that could put the
operation of the company into jeopardy. Competent inventory management also seeks to control
the costs associated with the inventory, both from the perspective of the total value of the goods
included and the tax burden generated by the cumulative value of the inventory.
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Balancing the various tasks of inventory management means paying attention to three key
aspects of any inventory:
The first aspect has to do with time.
In terms of materials acquired for inclusion in the total inventory, this means understanding how
long it takes for a supplier to process an order and execute a delivery. Inventory management
also demands that a solid understanding of how long it will take for those materials to transfer
out of the inventory be established. Knowing these two important lead times makes it possible to
know when to place an order and how many units must be ordered to keep production running
smoothly.
Calculating what is known as buffer stock is also important to effective inventory management.
Essentially, buffer stock is additional units above and beyond the minimum number required to
maintain production levels. For example, the manager may determine that it would be a good
idea to keep one or two extra units of a given machine part on hand, just in case an emergency
situation arises or one of the units proves to be defective once installed. Creating this cushion or
buffer helps to minimize the chance for production to be interrupted due to a lack of essential
parts in the operation supply inventory.
Inventory management is not limited to documenting the delivery of raw materials and the
movement of those materials into operational process. The movement of those materials as they
go through the various stages of the operation is also important. Typically known as a goods or
work in progress inventory, tracking materials as they are used to create finished goods also
helps to identify the need to adjust ordering amounts before the raw materials inventory gets
dangerously low or is inflated to an unfavorable level.
Finally, inventory management has to do with keeping accurate records of finished goods that
are ready for shipment or distribution. This often means posting the production of newly
completed goods to the inventory totals as well as subtracting the most recent shipments of
finished goods to buyers. When the company has a return policy in place, there is usually a sub-
category contained in the finished goods inventory to account for any returned goods that are
reclassified as refurbished or second grade quality. Accurately maintaining figures on the
finished goods inventory makes it possible to quickly convey information to sales personnel as to
what is available and ready for shipment at any given time.
In addition to maintaining control of the volume and movement of various inventories, inventory
management also makes it possible to prepare accurate records that are used for accessing any
taxes due on each inventory type. Without precise data regarding unit volumes within each phase
of the overall operation, the company cannot accurately calculate the tax amounts. This could
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lead to underpaying the taxes due and possibly incurring stiff penalties in the event of an
independent audit.
Modern inventory control systems often rely upon barcodes and radio-frequency identification
(RFID) tags to provide automatic identification of inventory objects. In an academic study
performed at Wal-Mart, RFID reduced Out of Stocks by 30 percent for products selling between
0.1 and 15 units a day. Inventory objects could include any kind of physical asset: merchandise,
consumables, fixed assets, circulating tools, library books, or capital equipment. To record an
inventory transaction, the system uses a barcode scanner or RFID reader to automatically
identify the inventory object, and then collects additional information from the operators via
fixed terminals (workstations), or mobile computers.
Common Components of an Inventory Management System
Barcode Scanner
Barcode Printer
Mobile Computer
Inventory Software/System
Barcode Label
A computerized system connecting business organizations and supplier can be used to

accurately order supplies and promptly receive orders (Dennision, Kathawala, & Elmuti, 1993;
reudenheim, 1991). This can simplify the ordering process and accelerate the supply
replenishment process. These technologies can also reduce the number of staff needed to count,
find, and order supplies, which in turn reduces costs.
According to Lee and Wang (2000), it provides information regarding inventory levels and
position, sales data and forecasts, order status, production and delivery schedules and capacity. It
is considered as the most reliable tool to decrease uncertainty in the chain which leads to the
bullwhip effect (Lewis, 2003).This refers to variations in demand and supply which are caused
by information uncertainties in the chain (Taylor, 2000). This helps to reduce safety stock at each
stage which leads to a reduction in inventory carrying costs (Yao, Evers and Dresner, 2000).
According to Fisher (1997), inventory accuracy is the ability to predict the true demand of a
product. Trying to control inventory with bad information is futile (Taylor, 2000).
The implementation of moderate barcode technology and web or network based data collection,
would best suit many organizations infrastructure. It offers the benefits of both Browser Access
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as well as barcode technology without committing to a dedicated centralized inventory staff. To
recap, Browser Access is very advantageous.
The significant monetary investment in inventory only enhances the importance of better
inventory management (Brewer and Speke, 2000). Better inventory management enables better
customer satisfaction (Eckert, 2007). Customers are satisfied when suppliers fulfill their orders
on time (Wilding ,2003).This makes channel partners keep buffer stocks to fulfill customer
orders or enter into long term relationships which require commitment and trust (Wang,2002).
2.1 Some of the existing inventory management

systems include:
Stockpile
Is an online inventory system for small businesses. Its features include; add stock inventory, take
returns, record sales and damaged goods. Manage users via a tiered access model while you
administer locations, manufacturers and preferences.
BUSY Express Edition 14

A windows based inventory application covering the following; Multi-location inventory,
invoicing and document printing, CST Forms Tracking, VAT Computation and Invoicing.
Warehouse manager
Built specifically for 3PLs, offers a customer EDI, global visibility, billing management,
automated reporting, and barcode scanning.
Bluelink ERP
Is an integrated Accounting, Inventory Management and business management ERP software
solution.
BizAutomation
It‟s a web based application that allows customer to manage orders and the inventory.
Megaventory
We-based inventory, order management, CRM and reporting system for small to medium
businesses with multiple locations. Allows adding multiple users with variable permissions, track
inventory levels, prepare sales and purchase orders, sales quotes.
Advantages of the Baraka Hotel Inventory system over the current systems
i) The system allows the user to track inventory information in all the stores of all the
department of the organization.
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ii) Baraka Hotel Inventory System allows the store manager to update stock instantly.
iii) The system allows for distribution of goods to different departments and track and keep
their locations.
iv) The system enhances an efficient retrieving files and reports about the available inventory
level.
v) The system helps the user to generate a purchase order in an efficient way.
Conclusion
From the immense research I did during my project lead me to infer the following about
inventory management and inventory management systems;
Keep your inventory under tight control.
Inventory management becomes increasingly challenging as your business starts to take off.
Inventory management system should enable updates inventory levels and reorder status.
Monitor your cash flow in real time.
Generate real-time stock flow reports to make better, more pro-active business decisions. By providing a
full inventory audit trail, inventory system makes it to keep track of inventory movement, value.
Stay flexible as you expand.
Keep track of inventory across multiple stores and locations. Manage multiple price lists by
customer or channel. Create product bundles.
Invest with insight.
Inventory management System allows business organization not only to know what it‟s selling,
but where it‟s making more money- profit and where and what is causing losses and waste.
Business organization can look at its profits by SKU, channel or customer. This gives insight to
invest more capital in inventory only where it makes the most sense for your business.
Finally I finish by an inspiring quote By Jon Burrage, the co-owner and current Director at‘The
Triathlon Shop’ located in Bristol, UK- "When we looked into the system we were blown away
by everything that came with inventory management."
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3 CHAPTER THREE: METHODOLOGY
3.0 SYSTEM ANALYSIS
This chapter is a detailed study of various operations performed by the system and the
relationship within it and outside of the system, that is it includes finding out in more details
what the system problems are and what are the different new changes the new user wants.
3.1 FEASIBILITY STUDY
3.1.1 Objectives of Study

1) To outline the recommendations on whether to continue or abandon the project
2) To establish the performance of the new system in relation to the existing system
3) To determine the constraints and benefits expected
4) To establish the development plan for the new system
5) To determine how well the existing system contributed to organizational efficiency,
effectiveness, and competitiveness, i.e. to establish whether the existing system support the
business objectives of the organization.
6) To determine the users expectations on the proposed system, i.e. to determine the users
requirements
7) To determine how the current system and the proposed system will comply with legal constraints
and requirements.
8) To determine whether the current system is within the appropriate realm of cost i.e. whether the
anticipated benefits derived from the system equal to or greater than the expected costs
3.1.1 Schedule Feasibility
The schedule feasibility was an important evaluation criterion in the undertaking of the project.
The time needed to develop each module was considered and evaluated against the available
time to determine how appropriate it could be. This system was scheduled to take eighteen
weeks.
3.1.2 Economic Feasibility

The major resources needed in terms of software and hardware will be locally available. The
software includes Operating System-Linux or Windows, Word processor, Notepad or Sublime
text3 and Wampserver, all of which can be availed by the Technical Office as well as in the
computer labs, in the university. This means that there will be no much financial considerations
and hence, I can consider my project as being economic feasible.
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3.1.3 Technical Feasibility
The technical feasibility is guaranteed by the programming language which I intend to use.
HTML, JavaScript, JQuery, CSS, PHP, and MySQL supports database system.
3.1.4 Social / Ethical Feasibility

My computer system project does not pose any social or ethical issues. Since it is a commercial
distributed application, it does not need any public acceptance apart from users who are intended
to work with it.
3.2 Fact finding methods

1. Interview: This was designed and targeted to the Baraka Hotel specifically the
procurement department and the store keeping. They had the challenges and
recommendations for improvements bearing in mind that they have been in business for a
long time. Among the interviewee were the store keeper and the procurement officers.
2. Existing documents: since not all the data can be collected from interviews, some existing
documents, among them being books not limited to: ledger books, receipts, sales records,
purchase orders were carefully studied to find out the details of the data that were earlier
collected.
3. Online Survey: an online survey was designed and posted to the online users to find out
how inventory control and management is undertaken and the challenges that they face.
The results were analyzed to realize the chances of improvements on the current system
and to avoid repeating the same mistakes offered by the earlier systems.
3.3 Methods and tools
3.3.1 Research design

The research was contacted using sample areas that will be chosen depending on department,
population, gender of the customers.
The research was conducted within a period of two weeks. The research was aiming to establish
the challenges facing management of information in the control of inventory and stock.
3.3.2 Data collection and analysis

The methods used to collect information in the research include:
a. Interviewing
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Interviews was conducted to the workers some customers, other stake holders of the Baraka
Hotel to establish the challenges faced.
Advantages
 They are useful to obtain detailed information about personal feelings, perceptions and
opinions they allow more detailed questions to be asked
 They usually achieve a high response rate
 Respondents' own words are recorded
 Ambiguities can be clarified and incomplete answers followed up
 Precise wording can be tailored to respondent and precise meaning of questions clarified
(e.g. for students with English as a Second Language)
 Interviewees are not influenced by others in the group
 Some interviewees may be less self-conscious in a one-to-one situation.
b. Observation
Observation is used to record data about the sock/ inventory and all the assets in general
condition and location and their movement within the organization.
c. Questionnaires
This is because questionnaires allow the collection of large amounts of data from many people in
a cost effective way and in a short time period.
The questionnaires were issued to the users so as to get information on their perception and
problems of the existing system.
d. Secondary data-Information collected and stored in files and other secondary

data sources.
Data and information from existing file system is collected, analyzed and audited to find the
problems which might have occurred previous as a result of poor system.
3.4 Analysis of findings/ research findings

Questions Category Number of Remark
interviewees
Do you keep records Store manager 2 Baraka hotel keeps
on the stock or the record of the available
inventory available? inventory, but it is not
computerized.
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How and where do you Story manager 2 File records in file
store information about boxes which are kept in
the inventory? the registry.
How long does it take Procurement officer 1 About one hour

to process a purchase
order?
How much loss do you Sales manager 1 He gave a range of up

incur as a result of to 5000 per month.
surplus or lost items?
Do you keep data about Store manager 2 They keep inventory

the location or the records of specific
items in different department but for all
departments? the business
organization as a
whole.
Table 1: Analysis of findings/ research findings
3.4.1 Summary of the findings

The current system is not automated, they used manual system. Updating the information filed
makes it tedious and unreliable. This means that there is a lot of staff, data redundancy, time
wastage making the services offered unreliable and the business cannot maximize profit with the
problems it is currently facing.
3.5 Requirements specification

a. Software requirements
i. An operating system that is either window 7, window VISTA , window XP,

window ,8 or window 8.1
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ii. An updated antivirus
iii. Database programming in MYSQL
iv. Web programming in HTML, CSS and PHP
v. Database management system MySQL.
b. Hardware requirements
A desktop or laptop with the following specifications:
i. Pentium 3 computer with processor speed of at least 1.9GHz
ii. Memory space of 1GB
iii. Hard disk space at least 50GB
iv. 15” color monitor low power consumption and ups
v. Printer
The purpose of this document is to formally describe the user requirements for the conceptual
model of the system. This document will give both the functional and non-functional
requirements. Each requirement will be labeled so that requirements can be uniquely identified.
Each requirement will be prioritized as follows:
M - Mandatory requirement. This feature must be built into the final system.
D - Desirable requirement. This feature should be built into the final system
unless its cost is too high.
O- Optional requirement. This feature can be built into the final system at the
project manager‟s discretion.
3.5.1 Functional Requirements

Label Requirement Necessity
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The Application should use English as the standard language for M
3.5.1.1 communication.
The Application should be easy to use. M
3.5.1.2
The Access to the system should only be authorized to M
3.5.1.3 authenticated users.
The input to the system should be designed such that it minimizes D
3.5.1.4 the possibility of the user making the errors.
The application should allow concurrency. D
3.5.1.5
The system should be able to generate the reports concerning the M
3.5.1.6 customer and Employees.
Table 2: Functional Requirements
3.5.2 Non-Functional Requirements

Label Requirement Necessity
The application should be able to carry out transactions at a D
3.5.2.1 reasonable speed. However this is not mandatory as computers
have high processing power.
Reliability: Given its distributed nature, the application should be M
3.5.2.2 able to continue processing even when one of its nodes has
collapsed.
Security: The application should be able to offer Distributed D
3.5.2.3 Security both at the user level and at the network level
Documentation: The whole system should be wholly documented. O
3.5.2.4
Table 3: Non-Functional Requirements
3.6 SYSTEM DESIGN
3.6.1 Introduction
System design consists of design activities, which help, in producing of a system specification,
which specifies the functional requirements, which specifies the functional requirements,
developed in the system analysis stage.
System design shows the physical representation of the new system. It also describes what the
system should be in term of data, files, input, and output design etc. it helps in meeting the
requirements of users and to be able to solve the various problems that are stated in the analysis.
This section presents the new system‟s functional areas design and how the users will interact
with it. This comprises of the system interface design, data structure, architectural design and
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procedural design. The system design is show using the following diagrams: unified Modeling
language diagrams such as use cases, and sequence diagrams, dataflow diagrams and entity
Relationship diagrams.
3.6.2 Design method

The developed method used is iterative waterfall model.
This is because of the following reasons:
 It is defined to be more realistic with nature.
 The step by step approach of the waterfall model and the completion of the
products at the end of each stage lend themselves well to project management
planning and control techniques and assist in the process of change control.
 It is easy to implement in a project because of its planned sequential manner.
 It addresses elements of quality management by base lining products the start
of each stage.
 It adequately identifies system requirements before programming begins
enabling the developers to have to lay down what they need to do first.
Iterative waterfall model diagram
Requirements definition
System and software design
Implementation and unit testing
Integration and unit testing
Operation and maintenance
Figure 1: Iterative waterfall model diagram
3.6.2.1 Processes
The processes in the software system are represented by use of flow charts as shown below:
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i. User Password Flowchart
Start
Enter username and password
No
Correct
Yes
User Type= No
User Home page
Admin
Yes
Admin Home page
Figure 2: User Password Flowchart
ii. Register New User Flow Chart
Start
Page | 21
Register New User

No
Yes
Yes
No
iii. Flowchart Diagram
START
Page | 22
Login
YES
Admin?
NO
View Available Stock

Manage Department
YES NO
Purchased
Manage Categories
New Item?
Register New Item Update stock

Manage supplier details
Manage User Accounts
Delete Stock
Manage User logs
Keep track of item movement

within departments
Backup Database
Process a Purchase Order
Logout
Figure 4: Flowchart Diagram
END
IV. Sequence Diagram
BARAKA HOTEL
INVENTORY SYSTEM
Page | 23
Administrator Store Keeper
View available stock

Figure 5: Sequence Diagram
V. Use case diagram
Login
Page | 24
View Stock
Register
Item
Update Stock
Keep track of
product movement
within departments
Administrator
Store Manager Process

Purchase Order
Manage
Suppliers
Manage
User Accounts
Manage
Userlogs
Backup
Database
Logout
VI. DATA FLOW DIAGRAMS
a) Level O Context level data flow diagram

Transfer
Supply Baraka Hotel Items
Page | 25
Inventory
Management System
Store
Receiving Manager
goods and Process
services Purchase Order
Figure 7: Level O Context level data flow diagram
b) Level 1 Data flow diagram
Authentication 0.0
Inventory details
View Items D1
Stores Inventory
BARAKA HOTEL from all stores
INVENTORY
Login Details Inventory details
MANAGEMENT
SYSTEM
Store Manager 1.0 Item details
D1
Item Details
Add and update
items.
Item details
2.0 Transfer details D2

Transfer Details
Purchase Order Transfer items

between departments
&
Department details D3
Inventory Reports Department details
Department details
Transfer details
3.0 Transfer details

Purchase Order details
D4
Process purchase Order Purchase Order details
Transfer details
Figure 8: Level 1 Data flow diagram
3.6.3 INTERFACE DESIGN

The user interfaces provide a means for users to interact with the technical part of the system.
This project provides a graphical user interface that is perceived to be more user-friendly. It
Page | 26
allow for users to dynamically specify the input and give the expected output results. The system
input and the output are discussed in the next paragraphs.
3.6.3.1 INPUT/OUTPUT DESIGN
3.6.3.1.1 Input design

When designing input, the objective is to ensure that the data, which will be processed by the
system, is collected and entered into the system efficiently, according to the specified
requirements and with minimum error.
Input design consists of three stages:
i. Identify the inputs to the system.

ii. Determine the content of these inputs by inspecting the data dictionary
iii. Choose an appropriate input device to change the user‟s data form into a form
which can be read and processed by computer system.
Points to consider when designing input:-
1. Volume of input
Before designing the output screen, the volume of the input has to be determined. The source of
input is from customers and the staff. The source of input is could also be from the records kept
by the manual system.
2. Mode of input
This literary means where exactly the cursor is placed for the user to actually enter data.
3.6.4 Layout design

The TELAIV INVESTMENTS APARTMENT MANAGEMENT SYSTEM (TIA MIS) has the
following input forms:-
i. Login form-The form enables users to enter their username, password in order for the user to
be authenticated to use the Baraka Hotel Inventory System.
Page | 27
Figure 9: Input Interface Designs
ii. A form for registering a new user. This is only done by a user who signs in as
administrator.
Page | 28
iii. Form for registering new item to the database
iv. Form for registering department
Page | 29
v. Form for capturing category details
vi. Form for capturing units of measure
Page | 30
vii. Form for capturing details on suppliers
Page | 31
viii. Form to enter amount, destination and description about item to transfer from one
department to another.
ix. Form for capturing details of Items to be added to Purchase order
Page | 32
x. Form for filtering stock flow that tracks the movement of goods between departments
Page | 33
3.6.4.1 OUTPUT DESIGN
The system the system is designed for the following purposes:
1. To show an error message and a proposed solution. The error messages are designed to
be polite, concise, consistent and constructive
2. To provide a quick help that guides the user through elaboration and suggestions
provisions
Page | 34
3. To show the entire inventory in all departments and the registered items.
4. To display results based on the input filter criteria i.e. in reports.
Web interfaces
i) Web interface showing available stock in all the stores; Main store, Events,
Accommodation, Back restaurant, front restaurant, Cleaning and laundry, Disposal.
Figure 10: Output Interface Designs
ii) Web interface to show the registered goods
iii) Web interface for stock transfer within the hotel‟s departments. The user selects the
department to transfer goods from then click the stock transfer icon.
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iv) Web interface for stock transfer within the hotel‟s departments. The user is required to
enter the quantity to transfer, the destination department and a brief description.
v) Web interface for displaying reports on the movement/transfer of goods in the

departments in the organization. It allows the user to choose a department and also the
date from and date to in order to filter transfer records between those dates.
Page | 36
vi) Web interface picking and adding items to be purchased during a reorder point in to the
purchase order. This displays also the goods added and their intermediate totals and the
grand total at the bottom of the interface.
Page | 37
vii) After items to order have been picked and added to the purchase order, then the user can
print the purchase order for signing as shown by the sample below;
viii) Web interface to display Suppliers‟ details
Page | 38
ix) Web interface to display Users‟ details
Note that this web interface is ONLY shown if the user is administrator.
x) Web interface to show departments in the organization
xi) Web interface to show categories of items registered
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xii) Web interface to show units of measure of items registered
xiii) Web interface to show Userlogs
Note that this is ONLY displayed to the administrator
xiv) Web interface to show and allow DATABASE BACKUP and Download.
Note that this is ONLY available to the administrator users.
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3.6.4.2 DATABASE DESIGN
This section describes the database tables and their properties which are used in Baraka Hotel Inventory
System.
These tables are made under the consideration of getting rid of unnecessary attributes and normalization
factors. Because of this consideration this projects database normalization had been designed in the 3rd
normal form. The database used here is MySQL for its fast and scalable features.
The database I used is rational database because of:-
Data independence-it provides a separation between the logical and the physical aspect of the
database management system.
Simplicity-it provides simpler structure than were being used at an earlier time. A simple
structure is easy to communicate to users and programmers and wide range of users in an
enterprise can interact with a simple model.
Set processing-to provides facilities for manipulating a set of records at a time so that
programmers are not operating on the database record by record.
Sound theoretical background-it provides a theoretical background for the database

management field.
The database that has been designed is MySQL database
Advantages
a. It is cheap and easy to use

b. It is easy to retrieve data from the database
c. It is easy to query the database for a particular required field
d. It is easy to maintain accurate and up to date data
e. It is easy to create and generate reports from the database
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f. It is easy to protect your data from unauthorized users.
Conceptual schema
users (user_id int(10), FirstName varchar(30), LastName Varchar(30), UserName(20), Password

varchar(10), Type varchar(30), Date_created date)
units ( UOM_id int(10), Abbrv varchar(30), descripton varchar(30))
transferred_items (transfer_id int(30), item_name varchar(30) department varchar(30),

destination varchar(30), category_id int(30), supplier_id int(30), UOM_id(30), description
varchar(50), quantity varchar(30), unit_cost int(10), balance int(30), date timestamp)
supplier ( supplier_id int(30), name varchar(30), address varchar(30), contact_person

varchar(30), phone_NO varchar(30), email_address varchar(30))
session (session_id int(20), username varchar(30), status varchar(30), session_date timestamp)
received_items (item_id int(30), item_name varchar(40), department_id int(30), category_id

int(30), supplier_id int(30), UOM_id int(30), units int(30), unit_cost int(30), date_of_supply
date)
ordered_items(po_id int(30), item_name varchar(30), descrption varchar(100), category_id

int(30), supplier_id int(30), UOM_id int(30), units int(30), unit_cost int(30), total_cost int(30),
date_of_order date)
department (department_id int(30), description varchar(50))
category (category_id int(20), description varchar(30))
The related data dictionary of the proposed system is as shown below:
Data dictionary of the proposed system
Table Screenshots
Category Table
Table 4: Category Table
Page | 42
Department Table
Table 5: Department Table

Ordered_items Table
Table 6: Ordered_items Table

Received_items Table
Table 7: Received_items Table

Session Table
Table 8: Session Table
Page | 43
Supplier Table
Table 9: Supplier Table
Transferred_items Table
Table 10: Transferred_items Table

Units Table
Table 11: Units Table

Users Table
Table 12: Users Table
Page | 44
ENTITY RELATION DIAGRAM
Figure 11: Entity Relation Diagram
Page | 45
4 CHAPTER FOUR: TESTING AND
IMPLEMENTATION
4.0 Testing
The project took a continuous testing with each phase of the development life cycle associated with one.
This was mainly to ensure that each module works to the expectation as it advances to a more
sophisticated product, meet the requirements that guide the system development and satisfies the
stakeholders‟ needs. This project being critical, various types of testing were deployed inclusive of
inspection; walk through, desk checking, unit testing, integration testing, stub testing and acceptance
testing. The test cases designed and carried out include:
Project Name Baraka Hotel Inventory System
Application Under Test Receiving, registering items module
Testing Phase Inspection Testing
Purpose of Test To establish the validation scripts correctness and efficiency
Tests Steps Start the system web application on the browser
Login with correct details
Click on add new item- to register new item
Enter wrong details on each associated field (e.g. fail to enter or

select required input on the form displayed) and note the results
Enter the right data on each associated field and note the results
Results Achieved The application was able to check and notify on errors. A success
message was produced when a correct combination of data was
entered in the input fields
Table 13: The test cases designed and carried out Inspection Testing
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Project Name Baraka Hotel Inventory System
Application Under Test Stock Transfer Module
Testing Phase Inspection Testing
Purpose of Test To establish the validation scripts correctness and efficiency
Tests Steps Start the Baraka Hotel Inventory System web application on the
browser
Click on Stock Transfer on the main menu then search for item to
transfer.
Click the corresponding transfer icon
On the item transfer window/interface displayed try to change

any details of the queried item.
Try to enter a transfer amount that exceeds the available amount

and the click the submit button to execute.
Note the message and the outcome/ result
Enter the right data on each associated field and note the results
Results Achieved The application was able to check and notify on errors. A success
message was produced when a correct combination of data was
entered in the input fields
Table 14: The test cases designed and carried out
4.1 Implementation
1. Changeover approach
There are four possible changeover approaches for the developed system. These include:
Direct Cutover -: in this approach, the old system is cut and over write by new system. The direct
cutover approach causes the changeover from the old system to the new system to occur immediately
when the new system becomes operational.
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Parallel Operation -: the parallel operation changeover method requires that both the old and the new
information systems operate fully for a specified period. When users, management, and the IT group are
satisfied that the new system operates correctly, the old system is terminate.
Phased Operation -: phased operation works in different phases or stages. Implementation of new
system in modules or stages is phased operation. This is also a combination of direct cutover and parallel
similar to pilot operation. But in this approach the entire system is provided to some users instead a part
of system to all users.
Pilot Operation -: the pilot operation changeover method involves implementing the complete new
system at a selected location of the company. The group that uses the new system first is called the pilot
site. The old system continues to operate for the entire organization including the pilot site. After the
system proves successful at the pilot site, it is implemented in the rest of the organization, usually using
direct cutover method. Pilot operation is combination of parallel operation and direct cutover methods.
Considering that this is a critical system, implementation risks must be well taken care of. For that reason,
the changeover approach recommended for this project is the pilot method. This would allow for the
manual data to be converted and recorder for report purposes. The method will assure the working of new
system and reduces the risk of system failure. It is also less expensive than the parallel operation as only at
one section both systems works for limited period and hence their previous will be safe with smooth
working.
2. Data conversion
Data conversion involves converting data from one format to another. The Hotel currently has a manual
process where inventory reports are recorded on a book manual. Some are slowly adapting the
spreadsheets for the same task. The need for data conversion in this case would be to digitize all the data
for efficient and effective use.
For the data that is already recorded into spreadsheets, an import operation will be included in the system
to capture and store the data. The manually entered data existing in books and leaflets would have to be
entered by the staff and some digitized.
3. User Training
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This system comes with many familiar and standard system features. The users would therefore have
minimal problems with adapting to the changes brought in. However, the need for training cannot be
forsaken.
The analyst process an accurate assessment of the users that must be trained. The training
strategy to be used depends on who to be trained and who will train them.
Who to train
All the people who have primary or secondary use of the system. It goes to the data entry
personnel to all the system users even those who will not come to contact with the hardware. The
amount of training depends on how much ones job will change because of the new system. Users
of different key level and job difference must be separated.
Below are some of training guidelines
 Establish measurable objectives
 Use appropriate training methods
 Select suitable training site
 Employee understandable training material
To ensure that the users work conveniently with the system, training is offered in various forms as
highlighted below:
i. Computer-based training modules –this will include self-guided computer based training
modules to accommodate end-user‟s individual learning pace
ii. Quick reference guides – The system includes quick reference guides associated with
selected controls and modules to aid in aiding the user on its usage. This include mouse
over highlights and suggestion references.
iii. User manuals – a user manual is provided for comprehensive training purposes
5 CHAPTER FIVE: DISCUSSION

5.0 Challenges
This project worth undertaking came with various challenges but thanks to my steadfast put and
encouragement from colleges and supervisors. The building of this project was a lengthy and
rigid process. There were many hurdles along the way, some of them caused by recurrent
changes in the user requirements. The other major challenge was too short for the full
computerization of the entire manual system and I therefore had to narrow down the project
scope. All in all, the project was an achievement since I was able to achieve what I had set to
accomplish.
Page | 49
Some of the challenges include:
1. Financial constraint: the data collection required travel and acquisition of some critical
documents that were offered at a price. This limited me in terms of what I could get for
the project undertaking and the extent to which I could research.
2. Big gap in research: the topic I chose to research on has not been explored as such. Most
of the publications available only highlight the problems that are related to the outcome
of the emergency incidence and no suggestion given. This gap has made me do more of a
technical work with visions of achieving all the dynamics presented by the problem
5.1 Lessons Learnt

This project offered platform for learning out of which I realized the following potentials:
i. Team work: After having worked closely with my supervisor as well as Baraka Hotel, I
realized the need for teamwork. Constant interaction with the user at every stage during
the project development ensured that the developed project meets the user requirements
and enhances the acceptance level.
ii. Data collection practice: this project undertaking exposed me to the data collection
environments and the challenges fronted thereby preparing me for a future research work.
iii. Project management: after having taken project management as a unit, I found the
opportunity to practice the outcome of the class work. I learnt how to manage my time
and the essence of proper communication and interaction skills
iv. Early planning and sticking to the project plan is necessary to ensure timely completion
of the project.
5.2 Achievements
A scope was set at the start of the project undertaking with specific objectives to be achieved
highlighted. I worked on the project while counterchecking what have achieved at each stage
with the set objectives. At this point in time, I was able to achieve the following:
i. User friendly interface

ii. Easily portable
iii. Polished my web programming skills
Page | 50
iv. Ensuring high level of security
v. Well organized storage and view of records
vi. Add and update the inventory levels of the hotel
vii. Developed a module to add and update supplier details
viii. A web interface to keep track of the movement of goods in departments
ix. A module to generate a purchase order
x. Manage users and information
Basic assumptions and limitations of project
1. It is also assumed that the location of the offices have efficient power supply.
2. I assume all the branches are connected to internet. I.e. the users have internet access.
3. It is assumed that the users are computer literate.
4. The organization is able to purchase enough PCs to support and implement this.
6 CHAPTER SIX: RECOMMENDATIONS AND

CONCLUSION
6.0 Recommendation
The Baraka Hotel Inventory System does not fully capture all modules for a full automation of
the company. The system is not badly off but improvements such as to include the human
resource module to capture and manage the data and information about the employees, POS
module to facilitate sales and manage the restaurant services which indeed affects the inventory,
Front desk management module to provide a quick check-in for individuals as well as groups and
enable the receptionist to open multiple folios and also an event management module to enable
to Get a quick view of the event package and all its associated components, such as equipment
booking and catering. I also recommend a website Reservation System that enables guests to View
your rooms, Select rooms and Pay for the rooms directly from the website.
It is my hope that in future other developers will be able to improve on the system to come up
with a fully computerized real time system that incorporates all the operations of an apartment
rental company.
More research associated with the above mentioned suggestions are required.
6.1 Conclusion
I do believe that with the development of this system, there will be improved services offered to
customers and in general operations of Baraka Hotel. .Baraka Hotel inventory System will carry
out the operations of the business with accuracy, efficiency and eliminate most of the previous
problems posed by the old manual system. The system will increase the profits of the company
by reducing the losses incurred by the company as a result of poor management of the inventory.
Page | 51
7 APPENDIX I: TEST DATA AND RESULTS
Login form: this interface is used to accept the user login details. If login are not entered the following
message is displayed.
Figure 12: Test Data and Results
The interface that appears when a new item is successfully registered
The interface that appears when one wants to delete item. It requires a confirmation to make sure that the
user does not delete an Item buy mistake.
Page | 52
When the user clicks ok the item will be deleted from database while when cancel is clicked the item is
not deleted and the user is taken back to the previous interface/ page.
The interface below appears when the user wants to transfer item from Main Store to another store. The
user is required to fill the highlighted fields; the quantity to transfer, destination store and a brief
description. The user can‟t edit the details about the item e.g. Item name, origin department, Available
quantity, unit of measure e.t.c.
The error message that appears when user tries to transferred more quantity than the available quantity.
Then the user is instructed by the system to do a reorder of that item
Transfer Quantity
exceeds the
Available quantity
In the above test the Transfer Quantity exceeds the Available quantity
Page | 53
Below is the alert to inform the user of the failed transaction
The interface that appears when you want to filter reports on stock flow that shows when where stock was
transferred from one store to another.
8 APPENDIX II: SAMPLE PROGRAMS


<?php session_start();
include('connection.php');
if(!isset($_SESSION['username']))
{ header('location:../index.php'); }
?>
<html> <head><title>Baraka Hotel Inventory</title>
<link rel="stylesheet" type="text/css" href="style/style2.css" />
Page | 54
<script src="filter/app.js" type="text/javascript" charset="utf-8"></script>
<script src="filter/application.js" type="text/javascript" charset="utf-8"></script>
<link rel="stylesheet" type="text/css" href="../facebox/facebox.css" />
<script type="text/javascript">
function confirmdelete(){
return confirm("Are you sure you want to delete this Item?"); }
</script> </head>
<body>
<div id="logo"><img src="style/Head.png" width=1000px height=50px> </div>
<div id="header"><img src="style/Header.png" width=1000px height=100px></div>
<div class="wrapper "> <div class="rnd"> <div id="topnav">
<ul>
<li class="active"><a href="home.php">Home</a></li>
<li><a href="stock.php">General Stock</a></li>
<li><a href="transfer.php">Stock Transfer</a></li>
<li><a href="flow.php">Stock Flow</a></li>
<li><a href="order.php">Purchase Order</a></li>
</ul>
</div></div></div>
<div class="row"> <div align="right">
<?php echo"<font color='blue'>".$_SESSION['username']."</font>"; ?>,Logged In/   <a

href="logout.php"><font size="2px" color="red"><b> Logout</b></font></a>
</div></div>
<div id="site_content"> <div class="sidebar">
<table width="200"><thead><tr class='empHead1'>
<td width="550"><font size="2.5">Quick Links</font></td>

</thead></table>
<b> <ul>
<li ><a href="users.php"><img src="style/users.png" width=20px height=20px><font color="blue">Manage

User</font></a></li>
<li><a href="departments.php"><img src="style/dpt.png" width=20px height=20px><font

color="blue">Manage Departments</font></a></li>
Page | 55
<li><a href="suppliers.php"><img src="style/lorry.png" width=20px height=20px><font
color="blue">Manage Suppliers</font></a></li>
<li><a href="session.php"><img src="style/users.png" width=20px height=20px><font

color="blue">Manage Userlogs</font></a></li>
<li><a href="database/backupDB.php"><img src="style/db.png" width=20px

height=20px><font color="blue">Backup Database</font></a></li>
<li><a href="category.php"><img src="style/config.png" width=20px

height=20px><font color="blue">Item Categories</font></a></li>
<li><a href="units.php"><img src="style/config.png" width=20px

height=20px><font color="blue">Units of Measure</font></a></li>
</ul></b>
</div>
<div id="content"><fieldset>
<table width="800"><thead><tr class='empHead1'>

<td width="550"><font size="2.5">STORE'S STOCK</font></td>
</thead></table>
<form action="inventory.php" method="post">
SELECT STORE<select name="dpt">
<?php $query1 = mysql_query("select * from department ")or die(mysql_error());
while($row1 = mysql_fetch_array($query1)){
?>
<option value="<?php echo $row1['description']; ?>"><?php echo $row1['description']; ?></option>
<?php } ?></select>
<input type="submit" name="submit" value="Go" style="text-align:; height:20px; width:50px;

background:#C8C8C8">
<img src="style/google_custom_search.png" class="search1" height="30" />SEARCH ITEM
<input type="text" size="35" align="right" class="search1" placeholder="SEARCH..." name="filter" value=""

id="filter"/>
     <font color="blue"><a href="stock.php">ADD New Item</a></font>
</form>
<table><?phpnclude('connection.php');
$user_query=mysql_query("select * from received_items")or die(mysql_error()); action='delmultipleUsers.php'

onsubmit='return confirmdelete();'>";
echo" <thead>
Page | 56
<tr class='empHead'>
<td width='50'></th>
<td width='300'>Description</th>
<td width='300'>Category</th>
<td width='300'>Supplier</th>
<td width='250'>U.O.M</th>
<td width='100'>Units</th>
<td width='200'>Unit Cost</th>
<td width='100'><center>Update Stock</center></th>
<td width='100'><center>Delete</center></th>
</tr>
</thead>"; $counter=1;
while($row=mysql_fetch_array($user_query)){
$id=$row['item_id'];
$cat_id=$row['category_id'];
$sup_id=$row['supplier_id'];
$UOM_id=$row['UOM_id'];
$cat_query = mysql_query("select * from category where category_id = '$cat_id'")or die(mysql_error()
$cat_row = mysql_fetch_array($cat_query);
$sup_query = mysql_query("select * from suppliers where supplier_id = '$sup_id'")or die(mysql_error());
$sup_row = mysql_fetch_array($sup_query);
$uom_query = mysql_query("select * from units where UOM_id = '$UOM_id'")or die(mysql_error());
$UOM_row = mysql_fetch_array($uom_query);
$item_id = $row['item_id'];
?>
<?php echo "<tbody>"; ?><tr>
<td bgcolor='#E8E8E8'><?php echo $counter; ?></td>
<td><?php echo $row['item_name']; ?></td>
<td><?php echo $cat_row ['description']; ?></td>
<td><?php echo $sup_row['name']; ?></td>
Page | 57
<td><?php echo $UOM_row['description']; ?></td>
<td><?php echo $row['units']; ?></td>
<td><?php echo $row['unit_cost']; ?></td>
<?php $counter++; ?>
<td><?php echo"<a href='edit_item.php?id=$item_id'><center><img class='editdelete' src='style/ed.png'

/></center></a>"; ?></td>
<td><?php echo"<a href ='del_item1.php?id=$item_id'><center><img class='editdelete' src='style/del.png'

onclick='return confirmdelete();'/></center></a>"; ?></td> </tr>
<?php } ?>
</table><p><p> </fieldset>
</div> </div> </div>
<div id="site_content_bottom">
<div id="footer">
Copyright Baraka Hotel. All Rights Reserved. | Designed by IST-221-008/2011| Albert Mutuku
Musembi
</div> </div>
</body>
</html>
<!- Source code for transferring/distributing items from main store to other stores/departments -- >
?>
<html> <head><title>Baraka Hotel Management System</title>
Page | 58
</head>
<body>
<ul>
<li><a href="home.php">Home</a></li>
<li ><a href="stock.php">General Stock</a></li>
<li class="active"><a href="transfer.php">Stock Transfer</a></li>
</ul>
</div></div></div>
<div class="row">
<div align="right"> <?php echo"<font color='blue'>".$_SESSION['username']."</font>"; ?>,Logged

In/   <a href="logout.php"><font size="2px" color="red"><b> Logout</b></font></a> </div>
</div> <div id="site_content">
<div class="sidebar">
<table width="200">
<thead><tr class='empHead1'><td width="550"><font size="2.5">Quick Links</font></td>
</thead></table>
<b> <ul>



Page | 59


<li><a href="units.php"><img src="style/config.png" width=20px

height=20px><font color="blue">Units of Measure</font></a></li>
</ul></b>
</div><div id="content">
<fieldset>
<table width="800"><thead><tr class='empHead1'><td width="600"><font size="2.5">
STOCK TRANSFER......................CLICK THE ICON TO TRANSFER/DISTRIBUTE ITEM
</font></td></thead></table>
<form action="transfer_filter.php" method="post">
SELECT STORE <select name="dpt">
?>
<?php } ?> </select>
<input type="submit" name="submit" value="Go" style="text-align:; height:25px; width:50px;


<img src="style/google_custom_search.png" class="search1" height="30" />SEARCH ITEM

id="filter"/>
</form><p><p>
<table width="600px" border="0" >
<?php
$user_query=mysql_query("select * from received_items")or die(mysql_error());
echo"
Page | 60
<thead>
<tr class='empHead'> <td width='20'></th>
<td width='200'><font color='black' size='2'>ITEM NAME</font></th>
<td width='100'><font color='black' color='black' size='2'>AVAILABLE</font></th>
<td width='100'><font color='black' color='black' size='2'>CLICK TO TRANSFER</font></th>
</tr> </thead>";
$counter=1;
while($row=mysql_fetch_array($user_query)){
$item_id = $row['item_id'];
?>
<?php echo "<tbody>"; ?> <tr>
<td bgcolor='#E8E8E8'><?php echo $counter; ?></td>
<td><?php echo $row['item_name']; ?></td>
<td><?php echo $row['units']; ?></td>
<td><?php echo"<a href='trans.php?id=$item_id'><img class='editdelete' src='style/ar.png' /></a>"; ?></td>
<?php $counter++; ?>
</tr><?php } ?>
</table><P><P>
</fieldset>
</div> </div> <div id="site_content_bottom">
<div id="footer">Copyright Baraka Hotel. All Rights Reserved. | Designed by IST-221-008/2011| Albert Mutuku
Musembi
</div></div>
</body>
</html>
<! Source code to show the store’s stock flow. It shows when, from where to where Inventory was moved -- >
?>
Page | 61
<html><head><title>Baraka Hotel Management System</title>
<link rel="stylesheet" href="style/tcal.css" type="text/css" />
<script type="text/javascript" src="style/tcal.js"></script>
</head>
<body>
<ul>
<li class="active"><a href="flow.php">Stock Flow</a></li>
</ul>
</div></div></div>
<div class="row">
<div align="right">
<?php echo"<font color='blue'>".$_SESSION['username']."</font>"; ?>,Logged In/
<a href="logout.php"><font size="2px" color="red"><b> Logout</b></font></a> </div>
</div>
<div id="site_content">
<table width="200"><thead><tr class='empHead1'><td width="550"><font color="white" size="2.5">
Quick Links</font></td> </thead></table>
<b> <ul>

Page | 62




<li><a href="units.php"><img src="style/config.png"

width=20px height=20px><font color="blue">Units of Measure</font></a></li>
</ul></b>
</div>
<div id="content">
<fieldset>
<table width="800"><thead><tr class='empHead1'><td width="550">
<font color="white" size="2.5">STORE STOCK FLOW</font></td>
</thead></table>
<form action="filter.php" method="post">
SELECT STORE <select name="dpt">
?>
<?php } ?>
</select>
<input type="submit" name="sub" value="Go" style="text-align:; height:25px; width:70px;

DATE From:<input type="text" name="from" class="tcal" height="45"/>
To:<input type="text" name="to" class="tcal" height="45"/>
<input type="submit" name="submit" value="Search" style="text-align:; height:25px; width:70px;

background:#C8C8C8"><br>
</form>
Page | 63
<img src="style/google_custom_search.png" class="search1" height="30" />SEARCH

id="filter"/><br>
<table>
<?php
$result=mysql_query("SELECT * FROM transfered_items WHERE department='Main Store'");
echo"<form method='post' name='form' id='form'>";
echo" <thead> <tr class='empHead'>
<td width='300'>Date</th>
<td width='300'>Item</th>
<td width='300'>Destination</th>
<td width='100'>Quantity</th>
<td width='100'>Balance</th>
</tr> </thead>";
while($test = mysql_fetch_array($result)) {
echo "<tbody>";
echo "<tr>";
echo"<td width='150'>". $test['date']. "</td>";
echo"<td width='150'>" .$test['item_name']."</td>";
echo"<td width='150'>". $test['destination']. "</td>";
echo"<td width='150'>". $test['quantity']. "</td>";
echo"<td width='150'>". $test['balance']. "</td>";
echo "</tr>";
echo "</tbody>";
} echo"</form>";
?>
</table></fieldset>
</div></div> </div> <div id="site_content_bottom">
<div id="footer">Copyright Baraka Hotel. All Rights Reserved. | Designed by IST-221-008/2011| Albert Mutuku
Musembi </div>
Page | 64
</div>
</body>
</html>
<!—Source code to manage the Vendor/Supplier information--- >

if(!isset($_SESSION['username'])) {
header('location:../index.php');
?>
<html> <head> <title>Baraka Hotel Management System</title>
<script type="text/javascript">
function confirmdelete()
{ return confirm("Are you sure you want to delete?"); }
</script>
</head>
<body>
<div id="logo"> <img src="style/Head.png" width=1000px height=50px> </div>
<div id="header"> <img src="style/Header.png" width=1000px height=100px> </div>
<div class="wrapper "> <div class="rnd">
<div id="topnav">
<ul>
Page | 65
</ul>
</div> </div> </div>
<div class="row">
<div align="right" bgcolor="#99CCFF"> <?php echo"<font color='blue'>".$_SESSION['username']."</font>";

?>,Logged In/   <a href="logout.php"><font size="2px" color="red"><b> Logout</b></font></a>
</div></div>
<div id="site_content">
<table width="200"><thead><tr class='empHead1'> <td width="550">
<font size="2.5">Quick Links</font></td></thead></table>
<b> <ul>
<li ><a href="users.php"><img src="style/users.png" width=20px height=20px><font

color="blue">Manage Users</font></a></li>

<li class="active"><a href="suppliers.php"><img src="style/lorry.png" width=20px

height=20px><font color="blue">Manage Suppliers</font></a></li>
<li><a href="session.php"><img src="style/users.png" width=20px

height=20px><font color="blue">Manage Userlogs</font></a></li>
<li><a href="database/backupDB.php"><img src="style/db.png"

width=20px height=20px><font color="blue">Backup Database</font></a></li>
<li><a href="category.php"><img src="style/config.png"

width=20px height=20px><font color="blue">Item Categories</font></a></li>
<li><a href="units.php"><img src="style/config.png"

width=20px height=20px><font color="blue">Units of Measure</font></a></li>
</ul></b>
</div>
<div id="content1">
<table width="800"><thead><tr class='empHead1'><td width="550"></td></thead></table>
<div width="700" align="left"><font color="#33CC33"><b>SUPPLIER LIST</b></font>

<a href="add_suppliers.php"><b><font color="blue">ADD SUPPLIER</b></font></a></div>
Page | 66
<br>
<table width="800px">
<?php
$result=mysql_query("SELECT * FROM suppliers");
$color = "1";
echo"<form method='post' name='form' id='form' action='delmultiplesupp.php' onsubmit='return

confirmdelete();'>";
echo"
<thead> <tr class='empHead'>
<td width='50' align='center'><input id='delete' type='submit' name='delete' value='X'/></th>
<td width='130'>Name</th>
<td width='130'>Adress</th>
<td width='250'>Contact Person</th>
<td width='150'>Phone NO:</th>
<td width='200'>Email Adress</th>
<td width='100'><center>Edit</center></th>
<td width='100'><center>Delete</center></th>
</tr>
</thead>";
while($test = mysql_fetch_array($result)) {
if($color==1)
$supplier_id = $test['supplier_id'];
echo "<tbody>";
echo"<td align='center'> <input type='checkbox' name='checkbox[]' id='checkbox[]' value=$supplier_id /> </td>";
echo"<td width='150'>" .$test['name']."</td>";
echo"<td width='150'>". $test['address']. "</td>";
echo"<td width='150'>". $test['contact_person']. "</td>";
echo"<td width='150'>". $test['phone_NO']. "</td>";
echo"<td width='150'>". $test['email_address']. "</td>";
Page | 67
echo"<td> <a href='edit_supp.php?id=$supplier_id'>
<center><img class='editdelete' src='style/edit.jpg' /></center></a></td>";
echo"<td width='70'><a href ='delsupp.php?id=$supplier_id'>
<center><img class='editdelete' src='style/deletec.png' onclick='return confirmdelete();'/></center></a></td>";
echo "</tr>";
echo "</tbody>";
$color = "1";
else
$supplier_id = $test['supplier_id'];
echo "</tbody>";
echo "<tr class='View2emp'>";
echo"<td width='50' align='center'> <input type='checkbox'

name='checkbox[]' id='checkbox[]' value=$supplier_id /> </td>";
echo"<td width='150'>" .$test['FirstName']."</td>";
echo"<td width='150'>". $test['LastName']. "</td>";
echo"<td width='150'>". $test['UserName']. "</td>";
echo"<td width='150'>". $test['Password']. "</td>";
echo"<td width='150'>". $test['Type']. "</td>";
echo"<td width='150'>". $test['Date_created']. "</td>";
echo"<td> <a href='edit_supp.php?id=$supplier_id'><center><img class='editdelete' src='style/edit.jpg'

/></center></a></td>";
echo"<td width='90'> <a href

='delsupp.php?id=$supplier_id'><center><img class='editdelete' src='style/deletec.png' onclick='return
confirmdelete();'/></center></a>";
echo "</tr>";
Page | 68
echo "</tbody>";
$color = "1";
echo"</form>";
mysql_close($conn);
?> </table>
</div> </div>
<div id="site_content_bottom">
<div id="footer">Copyright Baraka Hotel. All Rights Reserved. | Designed by IST-221-008/2011| Albert
Mutuku Musembi </div>
</div>
</body>
</html>
9 APPENDIX III: USER MANUAL

The manual is accompanied by elaborative images as in the figures below:
Figure 13: User manual elaborative images and figures
Enter username
And Password
Click login to submit
Page | 69
If authentication details are correct user is direct to respective home pages i.e. if the user is an
administrator, is directed to the admin page if not is directed to the normal user page.
Select a store then

You can filter by
click GO to view
item name, Click here to
stock in various
category or register a
stores
general search new item
Click to
delete
item
Click to update Stock
Add details to register a new item
Enter
item name Choose unit of measure
Choose
Enter price per unit
supplier and
category
Click to register
new item Click to cancel
Page | 70
Click icon to transfer stock from main store or within departments
Select Filter
department Item
click Go
Click icon against

the item to transfer
Enter quantity to transfer, destination store and brief description to transfer items from one
department to another.
Enter amount
to transfer
here
Select destination
Click submit to
transfer amt department
specified
Enter brief description
Click to cancel and move

to previous page
Page | 71
View and generate reports on store‟s stock flow
Select
Select Select
date
store date to
from
Then
click
search to
filter
The following interface is for generating purchase Order
Fill the detail then

click add to add a
new tem (that has
never been
The system makes it registered_
easier to add an a Delete
) to PO
registered item to the item
PO by clicking ADD. from PO
Click to
edit item
the PO
After adding all the

required items to the
PO you can print it by
clicking the print button
Page | 72
Click the‟ backup database‟ link on the left side „Quick Links‟ of the interface in order to
perform database backup and download as shown in the figure below.
Click this icon

to backup the
database
Click to download the

.sql file for the Baraka
Hotel Inventory
Select Userlogs on the Quick menu in order to view and manage user logs
Select multiple logs then click

the button labeled ‘X’ to
delete multiple user logs
Click any of these icons

to delete single log
Page | 73
10 APPENDIX IV: REFERENCES
Relevance Lost, Johnson and Kaplan, Harvard Business School Press, 1987, p126 CTA and
EAGC. "Structured grain trading systems in Africa". CTA.
R. S. SAXENA (1 December 2009). INVENTORY MANAGEMENT: Controlling in a
Fluctuating Demand Environment. Global India Publications.
K, Scholasticus (May 26, 2014). "Inventory Management Techniques". Buzzle.com.
Berling, P., K. Rosling. 2005. The effects of financial risks on inventory policy. Management
Sci. 51(12) 1804-1815.
Azoury, K. S. 1985. Bayes solution to dynamic inventory models under unknown demand
distribution. Management Sci. 31(9) 1150-1160.
Cecil Bozarth and Robert Handfield, “Introduction to Operations and Supply Chain Management,”
Prentice-Hall, 2006. ISBN 0139446206
Alfaro, J.A., & Rabade, L.A. (2009). Traceability as a strategic tool to improve inventory management.
Langabeer, J., Stoughton, T., (2001) “Demand planning and forecasting in the high
technology industry. The Journal of Business Forecasting Methods & Systems.
Flushing: Vol.20, Iss. 1; pg. 7, 4 pgs
“Production and Inventory Management” a book by A.C. Hax and D. Candea and “Inventory
Control” by S.F. Love
MIDCOM Data Technologies, Inc.,. "Grocery Store Inventory Control". Midcomdata. Retrieved
6 August 2014.
Van Mieghem, J. A., N. Rudi. 2002. Newsvendor networks: Inventory management and capacity
investment with discretionary activities. Manufacturing & Service Operations Management 4(4)
13{335.
Atkinson, C. (2005, May 9). Today's inventory management. Inventory

Management Review. Retrieved March 20, 2007, from
http://www.inventorymanagementreview.org/2005/05/todays_inventor.html.
R. Michael Donovan and Co. (n.d.). Inventory management: Improving profit performance.
Retrieved April 15, 2007, from R. Michael Donovan and Co.:
http://www.rmdonovan.com/inventory_management.html.
Varma, S., Wadhwa, S. & Deshmukh. (2006). Implementing supply chain management in a firm:
Issue and remedies. Asia Pacific Journal of Marketing, 18(3).
R.Tersine , principles of inventory and Material Management, 4 th Edition. Upper Saddle River:
Prentice Hall, 1998.
Page | 74
M. Muller, Essentials of inventory management. New York: American Management Association,
2003.
P. Zipkin, Foundation of inventory Management. Boston: McGraw-Hill, 2000.

T. Wild, Best Practice in Inventory Management. New York: John Wiley & Sons, 1997.
L.McCathie and K.Michel, “Is it the end of barcodes in supply chain management?,” in
proceedings of the Collaborative Electonic Commerce Technology and Research Conference
LatAm. Talca, Chile, Octomber 2005, pp.
D. Viale, Basics of inventory Mnagement: From Wrehouse to Distribution Center. Menlo Park:
Crisp Publications Incorporated, 1996.
Van Hoek, R.I. (1999), "Postponement and the reconfiguration challenge for food
supply chains", Supply Chain Management, Vol. 4 No.1, pp.18-34.
Chan, L.M.A., Muriel, A., Shen, Z-J.M., Simchi-Levi, D. and Teo C-P. (2002)
“Effective zero-inventory-ordering policies for the single-warehouse multiretailer
problem with piecewise linear cost structures”. Management Science. Linthicum:
Vol.48, Iss. 11; pg. 1446, 15 pgs
Langabeer, J., Stoughton, T., (2001) “Demand planning and forecasting in the high
technology industry. The Journal of Business Forecasting Methods & Systems.
Flushing: Vol.20, Iss. 1; pg. 7, 4 pgs
Kapuscinski, R., Zhang, R.Q., Carbonneau, P., Moore, R., and Reeves, B., (2004)
“Inventory Decisions in Dell's Supply Chain”Interfaces. Linthicum:Vol.34, Iss. 3; pg.
191, 15 pgs
M. Karkkakainen, “Increasing efficiency in the supply chain for short shelf life goods using
RFID tagging,” International Journal of Retail & Distribution Management, vol. 31, no. 10, pp.
529-536, 2003.
Symbol Technologies, “Business benefits from Radio Frequency Identification (RFID),”
September 2004, http://www.symbol.com/assets/files/RFIDBenefits.pdf
An Approach to Develop Base-Stock Inventory Syestem Control Policy In Serial Production
Systems With Some Stochastic Features by Kadir Ertogral, George r. Wilson- Lehigh University:
From:- http://www.lehigh.edu/ise/documents/98t_002.pdf. Visited 20th August 2014
Page | 75

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FACULTY OF COMPUTING AND INFORMATION

BIT 2203 PROJECT

BARAKA HOTEL INVENTORY MANAGEMENT SYSTEM

NAME: ALBERT MUTUKU MUSEMBI

REG NO: IST-221-008/2011

Supervisor: Mr. WALTER NDENGWA

YEAR FOUR SEMESTER TWO

Submitted in partial fulfillment of the requirements of Bachelor of Science in Information Technology

Albert Mutuku Musembi Date

MR. WALTER NDENGWA Date

MULTIMEDIA UNIVERSITY COLLEGE OF KENYA

P.O. Box 15663-00503

PHP Hypertext preprocessor

ERD Entity Relationship Diagram

DBMS Database Management System

MYSQL MY Structured Query Language

DFD Data Flow Diagram.

RAM Random Access Memory.

ERM Entity Relation Model

ROM Read Only Memory.

i.e. That is.

MIS Management Information System

BIT Bachelor of Science Information Technology

PCs Personal Computers

POS Point of Sale-System

SKU Stock Keeping Unit

U.S.A./US/USA United State of America

1.0 PROBLEM STATEMENT

1.1 PROBLEM JUSTIFICATION

1.2 THE PROJECT SCOPE

1.3 PROJECT AIM

2 CHAPTER TWO: LITERATURE REVIEW:

The first aspect has to do with time.

Common Components of an Inventory Management System

A computerized system connecting business organizations and supplier can be used to

2.1 Some of the existing inventory management

BUSY Express Edition 14

Monitor your cash flow in real time.

Stay flexible as you expand.

Invest with insight.

3.1 FEASIBILITY STUDY

3.1.1 Objectives of Study

3.1.1 Schedule Feasibility

3.1.2 Economic Feasibility

3.1.4 Social / Ethical Feasibility

3.2 Fact finding methods

3.3 Methods and tools

3.3.1 Research design

3.3.2 Data collection and analysis

d. Secondary data-Information collected and stored in files and other secondary

3.4 Analysis of findings/ research findings

How long does it take Procurement officer 1 About one hour

How much loss do you Sales manager 1 He gave a range of up

Do you keep data about Store manager 2 They keep inventory

3.4.1 Summary of the findings

3.5 Requirements specification

i. An operating system that is either window 7, window VISTA , window XP,

3.5.1 Functional Requirements

3.5.2 Non-Functional Requirements