Inventory System For Artesa PH
Inventory System For Artesa PH
A Project Proposal
Presented to
The Faculty of STI College Ortigas-Cainta
In Partial Fulfillment
of the Requirements for the Degree of
Bachelor of Science Information Technology
by:
Basan, Robert L.
Betonio, Glyssa Mae C.
Fenoy, Patrick Angel S.
Legaspi, Aidyn Duard L.
Lozañes, Maecie B.
Soldivillo, Dessa Claire M.
January 2023
STI COLLEGE ORTIGAS-CAINTA
APPROVAL SHEET
Developed by:
Basan, Robert L.
Betonio, Glyssa Mae C.
Fenoy, Patrick Angel S.
Legaspi, Aidyn Duard L.
Lozañes, Maecie B.
Soldivillo, Dessa Claire M.
January 2023
Table of Contents
i Abstract
ii Preface
I. Chapter I: Introduction 01
1.1 Current State of Technology 03
2.1 Project Description 05
2.2 Proposed Research Project 07
3.1 Scope and Limitations 09
iii Acknowledgement
iv Appendices
v Curriculum Vitae of the People Involved in this Project
Abstract
The inventory management system is one of the essential things that ensure the success of
one's business, regardless of the size of the company. Having an excellent one will improve the
production of the company and it will also make monitoring supplies that go in and out of the
business easier. The developers of this project were fully aware of the importance of an excellent
inventory management system to a company, especially to the client of this project, Artesa PH.
Artesa PH needed an excellent automated inventory management system that will meet its needs
for inventory management and lessen its dependency on using logbooks for inventory. The
company called OptiTechs decided to fulfill the request of Artesa PH and develop an inventory
management system that will meet the client's needs for inventory management. Specifically, the
assigned developers aimed to develop an inventory management system that are capable of
tracking inventory real-time, automatically updating inventory data, tracking, and recording any
changes done within the inventory, and to make the system accessible on any device, anytime
and anywhere. To determine what things the client wanted and need to have in the being-
developed inventory management system and what were problems the client was having with its
previous inventory management system, the developers interviewed the client. Furthermore, the
developers assigned to this project used a Waterfall methodology. When the inventory
management system was finally developed, the developers did a run test and analyze every
process and part of the system. In the last chapter of this paper, the flowchart of the developed
system can be seen as well as the three layers of the business architecture model of the developed
system. The flowchart attached to this paper shows the overall flow process of the developed
inventory management system. While the three layers of the business architecture model of the
developed system also attached in this paper show how each business architectural component
works together to provide a cohesive and coherent view of the developed inventory system as
well as the Artesa itself.
Preface
This project documentation is created to record the process that the developers involved
in this project did to develop the proposed inventory management system for Artesa PH, the
client of this project. This project documentation contains a detailed record of how the
developers involved in this project developed the proposed system, why were they develop the
proposed system, and why Artesa PH wanted an automated inventory system that caused this
project to happen. This project documentation also includes models and chart that shows the
overall process of the developed system.
The developers involved in this project hope that this project documentation will help
developers and future developers in developing systems like the system developed in this project
and hope that they will be able to learn a lot from this documentation as they read it. The
developers involved in developing the proposed system in this project documentation and
completing this project hope that this project documentation will help a lot of developers and
future developers with their future voyage.
CHAPTER 1
I. Introduction
Artesa PH is a small family-owned company that engages in the retail business,
selling high-quality pillowcases online through their shopping website. It was established
in 2020 by a newlywed couple, Mr. Jayson and Mrs. Bianca Galope, wanting a different
source of income other than their office jobs. Its business operation started in its humble
home located in Cainta, Rizal, Philippines. There was no rich history as to why the
owners chose pillowcases as the product of their business, they just saw big opportunities
in the textile industry and gave it a go. According to the owners of Artesa PH, it is one of
the lucky businesses that entered the market at the right time and with the right products,
resulting in the continuous quick-paced growth of the company in terms of sales,
customers, and income.
In an era that has advanced technology and a place for improvement and
innovation in the world, utilizing such opportunity wisely is important to make business
operations and processes proceed with much efficiency and to put such businesses at
advantage in this world driven by such sophisticated technology. However, despite a
great opportunity standing in front of them, many businesses still failed to utilize such
sophisticated technology to their advantage and still use traditional processes methods
when operating their business. There are still many small and large businesses that do
multiple processes such as inventory checking and management manually which leads to
inefficient usage of time and energy of workers. In a long run, such methods of doing
multiple processes might lead the business to ruin. The inventory management system is
one of the essential things needed to ensure the success of a company regardless of the
industry the business is in and its size. The inventory management system can help
businesses to determine which items need a restock and how much stock to order at what
time (Abby Jenkins, 2020). It helps in ensuring that the company has enough stocks on
hand, thus limiting the risk of stockouts and inaccurate records (Abby Jenkins, 2020).
With that in mind, having am automated inventory management system will be able to
help the business in ensuring that the business performance and data record is always in
good condition and secured from any attackers and accidents is very important. In this
technology-driven era, having an automated inventory management system will surely
help that business in the long run.
With all of that in mind, OptiTechs, the company of the developers of this project,
decided to help Artesa PH and develop an automated inventory management system for
the said business, with an aim to decrease the dependency of the client of using logbooks
to manage the Artesa PH’s inventory.
1.2 Current State of Technology
At the present time, Artesa PH has 3 employees, which are composed of the 2
owners and 1 personal delivery rider. In addition, Artesa PH hires a subcontractor, who is
hired to process raw materials and turn them into the finished products that are then sold
to the customers. Despite being a small business run personally by its owners only,
Artesa PH has a great number of customers that patronizes its products. For the fiscal
year 2021 - 2022, Artesa PH estimated an annual customer count of 3500-5000+, with
sales of over 100,000 products, and an income of ₱1.5 - ₱3.5 million pesos including
peak season (Ber months). In a more detailed view, the number of customers of the
business is around 10-20 on daily basis, 50-100 customers on weekly basis, 150-300
customers on monthly basis, and 3500-5000+ on a yearly basis. As for the estimated
number of products that Artesa PH was able to sell, they were able to sell 50-100
products on daily basis, 350-700 products on weekly basis, 1000-2000+ products on
monthly basis, and 100,000+ products yearly. As for when the Artesa PH was just
starting, the company only have 2 employees, the owners themselves. They handled all
the processes, excluding production and delivery, that make Artesa PH function.
Production was done by fabric cutters and seamstresses who are employees of the male
owner’s older brother who also have a textile business concerning human clothes. In
short, Artesa PH does not have its own production staff, nor staff that handles logistics.
Artesa PH uses online delivery platforms, such as Lalamove, Grab, and Ninja Van to
deliver finished products from the workshop to the owner’s home, which at that time was
their storage, and deliver the finished products to the customer. Other than the said
processes, everything is handled by the owners themselves, especially the inventory.
1. Choosing and purchasing of raw materials, and production of the pillowcases. The
owners of Artesa PH personally sources and curates the fabric and zipper needed for the
pillowcases, the quantity of the raw materials bought vary but based on the owner, they
usually buy 5-10 rolls of fabric (100 yard/roll) and 10-15 packs of zippers (100
pieces/pack), that are then delivered to Artesa PH’s subcontractor in Antipolo, the ones
responsible to produce the pillowcases. They are expected to produce about 2000-2500
pillowcases because a roll of fabric can create 200 pieces of pillowcase.
2. Finished products are delivered to Artesa PH’s storage facility. Once finished, the
finished products are then picked up by the company’s own personal delivery rider to be
delivered to the company’s rented storage house.
Within the two years of operation, Artesa PH records the stocks and tracks its inventory
manually using logbooks. However, using logbooks as the main way for inventory takes
more effort and time, especially now that the company's number of customer has
increased. Furthermore, keeping logbooks safe takes lots of effort as well as finding
information about stocks and products and tracking data accurately and securely. Another
problem that Artesa PH has encountered with its current way of inventory is that when
there are mistakes that have been done, and/or changes or corrections needed to be done,
the transaction often needs to be redone rather than just updated. For all of these reasons,
the OptiTechs company, a new company, offered to develop an automated inventory
management system for Artesa PH.
II. Project Description
The proposed inventory management system of this project will follow specific
guidelines before it will be implemented for production use. The proposed system must
be easy to use and understand. It must also be user-friendly, always work at its best
quality, and its inventory processes must be automated. Lastly, the proposed system must
be able to work on different devices regardless of place and time, and it must have
reliable and secure backup data storage.
In a nutshell, the proposed system of this project will be a web-based system. That
is designed in that way to meet the stated requirements above. The backup data storage of
this system will also be in two forms: logbooks and cloud backup services.
The problem that Artesa PH faced with its inventory management is that they do
not have automated system to record and track its inventory data. It is difficult for the
inventory administrator to record the inventory data and track its stocks quickly and
securely because they only keep it in the logbook and are not organized properly. With
the current inventory management of Artesa PH, recording inventory data and tracking
stocks takes a lot of effort and time, which cause inefficiencies the business operation of
the company.
The Artesa PH inventory management process does not have the ability to
automatically track stock and update stock information in real-time.
The current inventory management process of Artesa PH is capable of
real-time inventory tracking and cannot update inventory data automatically
according to how many stocks are present in real-time since the client is using
logbooks. The number of stocks recorded in the logbooks and the number of
stocks present in the physical warehouse are often mismatched which will cause
great difficulty and delay to business operations.
The Artesa PH inventory management process is not capable of tracking and
recording any changes done within the inventory.
The client’s current inventory management process is not capable of
tracking and recording any changes done within the inventory data. When there
are changes done within the inventory, the user will not be able to see the changes
that have been made.
The Artesa PH inventory system cannot be accessed anywhere aside from the
main office where logbooks are stored.
The client’s current inventory cannot be accessed the inventory data of the
business, the inventory administrator must personally go to the main office and
manually check the logbooks which are for inventory management stored in the
office for the data he/she is looking for.
II.2 Proposed Research Project
The developers are developing an automated inventory management system
which is a web-based type that will lessen the dependency on Artesa PH in logbooks.
The developers of the project will develop the said system to solve the current problems
of Artesa PH with their current inventory management system and meet the requirements
specified in this project.
3.1.1 Scope
Login Page - a page which allows a user to gain access to an application by entering
their username and password.
Dashboard - a page which display the inventory details of the system.
Inventory Page - a page that allows the user to record items and stocks, and track stock
quantities per item. The user can add new item, archive an item, or edit stock quantity in
this page.
Reports Page - a page that provides the inventory summary and archived items.
Audit Log Page - a page that records and shows any activity and changes created and
done within the system by any user or admin. Only accessible to admins.
Accounts Page - a page that allows the admin to see the accounts registered in the
system and who can access the system and what access level they have. Admins can also
add new user accounts through this page but cannot remove or delete an account. Only
accessible to admins.
Settings Page - a page that shows the account details of the currently logged-in user.
He/she can change the password of his/her account through this page.
- Forgot Password - a feature that allows users who have forgotten their password to
unlock, retrieve, or reset it, usually by inputting the one-time verification code sent in
their company-provided email.
- Notification bell - a feature that notifies the user about the items which are low on
stock.
- Search Bar - a feature that allows the user to find things within the system faster.
- Sort by - a feature that allows the user to sort items according to when items are
added.
- Sidebar Menu - a feature that allows the user to navigate the system and go through
the main pages of the system with ease.
- Logout button - a button that allows the user to exit the system.
- Edit Stock Quantity – a feature that allows the administrator to edit the stock quantity,
to either add or remove stock quantity.
3.2.1 Limitations
The proposed inventory management system is not designed to record and track
the raw materials of Artesa PH because, according to the owner of Artesa PH, they do not
store stocks of raw materials needed for production. Artesa PH ensures that the quantity
of raw materials that the client were going to purchase in the local market is the exact
quantity needed for the production of their products.
CHAPTER 2
I. Methodology
Requirements Phase
The client wanted to improve their Inventory Management System in order to
help their company in maintaining and tracking their inventory. The methodology used to
develop the proposed system was the waterfall methodology. To define the waterfall
methodology, according to an article "The Waterfall Model" on a website IBM
Developer, it is a linear or sequential approach to project management and works based
on fixed dates, requirements, and outcomes. Teams do not require consistent
communication and, unless specific integrations are required, can be self-contained. By
using the said methodology, the developers of this project were able to develop a
thorough plan and improve resource utilization.
Design Phase
In this phase, the developers of this project created the prototype of the proposed
inventory management system using the Figma web application based on the
requirements and specific needs of the client. The developers of this project created a
prototype of the proposed inventory management system to determine all the features and
functions that the proposed system must have. This is also done for the developers of this
project to have a better understanding of the proposed system in this project.
Testing Phase
In this phase, numerous tests and quality control processes were performed in the
developed system to ensure the best user experience and its quality. The developers of
this project performed a lot of tests on the developed system. Some of the initial tests
performed on the system were done along with Artesa PH's personnel who are assigned
and responsible for managing the inventory management system of Artesa PH.
Deployment Phase
In this phase, before the developed inventory management system was released
for production use, the developers of this project performed the final testing of the
developed inventory management system. The developers of this project also performed
the final quality control to determine any issues or defects within the system that was not
determined and fixed in the initial tests and quality controls previously performed in the
testing phase.
Maintenance Phase
In this phase, the developers of this project would continue to maintain the
developed system by providing software updates and other needed updates for the
developed system. The developers of this project would also collect feedback from the
Artesa PH's owners and employees assigned to managing the inventory and using the
developed inventory management system. The developers of this project collect feedback
from the said people to determine if there were still things within the system that needs to
be improved and if there were things that the client would like to add to the developed
system in the future which will call for the next version of the developed inventory
management system.
CHAPTER III
I. Floor Plan
II. Enterprise Architecture Layers
2.1 Business Layer Model
III. Flowchart
Acknowledgement
The developers of this project would like to give their gratitude towards the company
OptiTechs, and to Mr. and Mrs. Legaspi, the owners of the Artesa PH, who made this work
possible. Without them, this project will never happen, and the developers of this project will not
be able to show their competence and skills in developing software. They were the core reasons
why this project happens.
The developers of this project would also like to express their warmest gratitude toward
their project adviser, Ms. Eleisa Moen Deala Legaspi. Her guidance and advice helped the
developers to be able to complete and finish this project properly. Without her guidance and
advice, the developers will not be able to complete and finish this project properly and easily.
Finally, the developers of this project would like to express their warmest gratitude to
God, for letting the developers go through all the difficulties safely. Without His presence and
guidance, this project will not be finished successfully.
The developers of this family would also like to extend their gratitude to their families for
giving their full support to the developers of this project which enabled them to finish this
project.
APPENDIX A
REFERENCES
Abby Jenkins (September 2020). What is Inventory Management? Benefits, Types, &
Techniques. Oracle NetSuite. Retrieved from:
https://www.netsuite.com/portal/resource/articles/inventory-management
Gallagher et al. (April 2019). The Waterfall Model: Advantages, disadvantages, and when you
should use it. IBM Developer. Retrieved from: https://developer.ibm.com/articles/waterfall-
model-advantages-disadvantages/
APPENDIX B
Transcript of the Interview
Interviewer: Aidyn Legaspi
Interviewee: Mr. Jayson Galope
Interviewer: Who started this business?
Mr. Galope: My wife, Bianca Galope, and I started this business.
Interviewer: How do you record stocks and/or items and track your inventory?
Mr. Galope: We record our stocks and items through logbooks. We also track inventory
through logbooks.
Interviewer: What are the things you record in your current inventory management
system?
Mr. Galope: Our inventory management system is solely used for recording our products
and tracking stock quantity of each product.
Interviewer: Do you include the list of raw materials used for producing pillowcases in
your inventory management system?
Mr. Galope: No, we don’t since we buy exactly what is needed for production.
Interviewer: If the sewing is in another place, who takes the finished products to the
company’s warehouse?
Mr. Galope: Our personally hired delivery rider was the one responsible in picking up
the goods from our subcontractor and bringing them to our warehouse.
Interviewer: What is the estimated number of customers Artesa PH serves per day, week,
month, and year?
Mr. Galope: Artesa PH serves 10-20 customers a day, 50-100 customers a week, 150-300
customers a month, and 3500-5000 more a year.
Interviewer: What is the estimated number of products sold per day, per week, per
month, and per year?
Mr. Galope: We can sell 50-100 products per day, 350-700 products per week, 1000-2000+
per month, and 100,000+ products per year.
Interviewer: What are the problems you have encountered in your current inventory
management?
Mr. Galope: It is very difficult to record inventory data and track the stock quantity of
each item quickly and safely. It is also very time-consuming and takes a lot
of effort. We also have to update the inventory data manually. Another
thing, if a correction is needed or if we need to change something among the
lists in our inventory, we must either rewrite the whole list or use an eraser
but using an eraser often tarnish the list. Securing the logbooks' safety also
takes so much effort and storage space. Ah, another thing, the number of
stocks recorded in the logbooks and the number of stocks present in the
physical warehouse are often mismatched which will cause great difficulty
and delay to our business operations. Overall, it is very tiring and very
inefficient.
Interviewer: What things you would want in your new inventory management system?
Mr. Galope: I want it to be easy to use and easy to understand. I also want to be able to
record items and track stocks easily and quickly in the inventory
management system. Lastly, I want it to have a feature that will record all
the activity and changes done within the system by every user who logged in
to the system.
APPENDIX C
REQUIREMENTS CHECKLIST
Description Yes No
Inventory Monitoring
Does the system properly examine and authorized all the items that
1. /
entered inventory?
Does the system can automatically update every time an item is
2. /
removed?
3. Does the system have an accurate and complete reporting? /
4. Does the system can guarantee the security of the inventory data? /
If the system is low on supply, does the system alert the user or
5. /
administrator?
Inventory Performance
6. Is the system responsive? /
7. Is it possible for the user to log in and out of the system? /
8. Is the system capable of searching for a certain product? /
Does the system just permit the administrator to add users for inventory,
9. /
update stocks, and archive items?
10. Does the system do a verification before updating a new password? /
Is the system capable of tracking and recording any activity and changes
11. /
done within the system by the user logged-in to the system?
Proposed System Interface
Does the system have a page that requires the user to input his/her login
12. /
credentials before being able to access the system?
Does the system have a page that displays the important inventory
13. /
details within inventory?
14. Does the system provide inventory report summary? /
Contact Information
Address: 2 Pineapple St. Ph. 2 Valley View Executive Village
Antipolo City
Contact Number: 09271404716
Email Address: [email protected]
Personal Information
Age: 21
Sex: Male
Date of Birth: June 30, 2001
Marital Status: Single
Citizenship: Filipino
Religion: Catholic
Educational Background
STI College Ortigas-Cainta | Cainta, Rizal
Tertiary - Bachelor of Science in Information Technology
(2020 – Present)
STI College Ortigas-Cainta | Cainta, Rizal
- Senior high school (MAWD Strand) (2016 – 2018)
Secondary
Juan Sumulong Memorial Junior College| Taytay, Rizal
- Junior high school (2013 – 2016)
Contact Information
Address: Blk 1 Lot 2 PSP Ave. Metroville Subd. Manggahan Pasig,
City
Contact Number: 0929 786 1828
Email Address: [email protected]
Personal Information
Age: 20
Sex: Female
Date of Birth: July 13, 2002
Marital Status: Single
Citizenship: Filipino
Religion: Catholic
Educational Background
STI College Ortigas-Cainta | Cainta, Rizal
Tertiary - Bachelor of Science in Information Technology
(2020 – Present)
San Sebastian College - Recoletos Manila | Recto, Manila
- Senior High School (STEM Strand) (2018 – 2020)
Secondary
Cainta Catholic College| Cainta, Rizal
- Junior high school (2013 – 2018)
Contact Information
Address: 1310 Ligtasan St., Brgy. San Roque, Antipolo City, Rizal
Contact Number: 09485128089
Email Address: [email protected]
Personal Information
Age: 20
Sex: Female
Date of Birth: January 09, 2002
Marital Status: Single
Citizenship: Filipino
Religion: Catholic
Educational Background
STI College Ortigas-Cainta | Cainta, Rizal
Tertiary - Bachelor of Science in Information Technology
(2020 – Present)
Southridge Private High School | Antipolo City, Rizal
- Senior high school (STEM Strand) (2018 - 2020)
- Junior high school (2015 - 2018)
Secondary
Unciano Colleges INC. | Antipolo City, Rizal
- Junior high school (2014 - 2015)
Contact Information
Address: 118 1st Avenue Riverside Village Pasig City Brgy Sta. Lucia
Contact Number: 0976-346-5088
Email Address: [email protected]
Personal Information
Age: 23
Sex: Female
Date of Birth: March 28, 1999
Marital Status: Single
Citizenship: Filipino
Religion: Roman Catholic
Educational Background
STI College Ortigas-Cainta | Cainta, Rizal
- Bachelor of Science in Information Technology
(2020 – Present)
Tertiary
National University | Manila
- Bachelor of Science in Architecture (2015 – 2016 )
Secondary La Salle College Antipolo | Antipolo City, Rizal (2013 – 2015)
Contact Information
Address: North Carolina St. Sitio Hinapao Brgy. San Jose Antipolo City
Contact Number: 09664095913
Email Address: [email protected]
Personal Information
Age: 22
Sex: Female
Date of Birth: November 18, 2000
Marital Status: Single
Citizenship: Filipino
Religion: Christian
Educational Background
STI College Ortigas-Cainta | Cainta, Rizal
Tertiary - Bachelor of Science in Information Technology
(2020 – Present)
Sumulong College of Arts and Sciences | Antipolo City, Rizal
- Senior high school (STEM Strand) (2016 – 2018)
Secondary
San Jose National High School | Antipolo City, Rizal
- Junior high school (2013 – 2016)
Contact Information
Address: 4th St. Gruar Phase 1 Brgy. Sto.Domingo Cainta, Rizal
Contact Number: 09958875353
Email Address: [email protected]
Personal Information
Age: 21
Sex: Male
Date of Birth: December 26, 2001
Marital Status: Single
Citizenship: Filipino
Religion: Catholic
Educational Background
STI College Ortigas-Cainta | Cainta, Rizal
Tertiary - Bachelor of Science in Information Technology
(2020 – Present)
STI College Ortigas-Cainta | Cainta, Rizal
- Senior high school (ICT) (2019– 2021)