Inventory Management System for Blue and Gold Catering Services

Aranzamendez, Aldrich Joseph T.

Del Pilar, Ryan David G.
Resurreccion, Nicolas C.

Submitted to the Computer Science Department

Technological Institute of the Philippines Quezon City

In Partial Fulfillment
of the Requirements for the Degree

Bachelor of Science in Computer Science (BSCS)

 ACKNOWLEDGEMENT

We, the proponents, would like to convey our heartfelt thanks to the persons and

institutions listed below, whose assistance and direction were critical to the success of

this study.

Firstly, we are really thankful to our research adviser, Ms. Karren De Lara. Her

amazing assistance, intelligent input, and constant encouragement helped shape the

course of this research. Her experience in the subject served as a solid foundation for us

while we navigated the difficulties of the research process. We are very grateful for her

guidance, which not only encouraged our academic improvement but also implanted vital

research skills that we will use in our future undertakings.

We sincerely thank Blue and Gold Catering Services for their willingness to

participate in this study. Their participation and support with data collecting were critical

to the success of our study. We are very thankful to Rhowena Tolentino for generously

donating their time and expertise, allowing us to acquire important information for this

project.

We would also like to acknowledge the Technological Institute of the Philippines

(TIP), particularly the College of Computer Studies, for providing the resources and

support that enabled us to conduct this research. Their commitment to fostering academic

inquiry created an environment conducive to learning and exploration.

Finally, we want to thank our family and friends for their unfailing support and

encouragement during this study adventure. Their understanding, compassion, and words

of encouragement throughout the project's obstacles and successes were vital.

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 DEDICATION

This research paper is sincerely devoted to the people who played critical roles in

its successful completion. Their continuous support and efforts powered our journey and

helped build this initiative into a successful enterprise.

We are deeply grateful to our parents, who are the foundation of our strength.

Their undying love, support, and infinite concern have been an ongoing source of

inspiration. We are extremely thankful for their consistent emotional and financial

support, which allowed us to focus on our research aims. Their sacrifices on this voyage

will not be forgotten.

To our esteemed professors, we express our sincere gratitude for serving as our

inspiration and guides. Their dedication to teaching and their passion for knowledge

ignited a spark within us. We are particularly appreciative of their insightful feedback,

constructive criticism, and unwavering belief in our potential. The valuable lessons

learned under their guidance will undoubtedly benefit us in our future endeavors.

Finally, this dedication is extended to our cherished friends and fellow team

members. Their unwavering companionship, unconditional support, and constant

encouragement were instrumental in navigating the challenges of this research. We are

grateful for their willingness to share in this journey, offering a helping hand and a

listening ear whenever needed. The laughter, late-night study sessions, and shared

experiences forged an unbreakable bond that we will forever cherish.

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 Table of Content

Inventory Management System for Blue and Gold Catering Services...................................... 0

Table of Content...............................................................................................................3
List of Tables................................................................................................................ 6
List of Figures.............................................................................................................. 6
Chapter 1
Introduction..................................................................................................................................... 9
Background of the Study.......................................................................................................... 11
Statement of the Problem......................................................................................................... 12
Chapter 2
System Design................................................................................................................................ 19
System Design.......................................................................................................................... 19
Narrative Description of the Existing System.......................................................................... 20
Registration of Products Module:...................................................................................... 20
Inventory Module:............................................................................................................. 21
Sales and Report Module:.................................................................................................. 22
Narrative Description of the Proposed System.........................................................................23
Security Module:................................................................................................................23
Registration Module:......................................................................................................... 24
Inventory Module:.................................................................................................24
Records Module:................................................................................................................ 25
Reservation Module:.......................................................................................................... 26
Package Module:................................................................................................................27
Admin Module:.................................................................................................................. 28
Manager Module:...............................................................................................................29
Forgot Password Module:.................................................................................................. 29
Log-in Module:.................................................................................................................. 30
Maintenance Module:........................................................................................................ 30
Equipment Module:.............................................................................................. 31
Ingredient Stock Module:.................................................................................................. 31
Reservation Registration Module:..................................................................................... 32
Reservation Update Module:............................................................................................. 32
Ingredient Module:.............................................................................................................33
Recipe Module:.................................................................................................................. 33
Recipe Registration Module:............................................................................................. 34
Recipe Update Module:..................................................................................................... 34
Ingredient Registration Module:........................................................................................ 35
Ingredients Update Module:...............................................................................................35
Package Registration Module:............................................................................. 36
Package Update Module.................................................................................................... 36
Inventory Registration Module.......................................................................................... 37

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 Inventory Update Module.................................................................................................. 37
Critical Level Module........................................................................................................ 38
User Maintenance Module:................................................................................................38
Procedural Flowchart of the Proposed System.........................................................................39
Context Diagram of the Proposed System................................................................................68
Data Flow Diagram of the Proposed System........................................................................... 68
Use Case Diagrams...................................................................................................................73
Hierarchical Input Process, and Output....................................................................................74
Input Process, and Output.........................................................................................................76
Entity Relationship Diagram.................................................................................................... 82
Screen Designs......................................................................................................................... 83
Chapter 3
Methodology.................................................................................................................................. 98
Software Process Model........................................................................................................... 99
System Architecture............................................................................................................... 102
Data Gathering Instruments and Procedures.......................................................................... 103
Feasibility Study..................................................................................................................... 104
Cost Benefit Analysis............................................................................................................. 106
Materials................................................................................................................................. 110
Testing and Operating Procedure............................................................................................110
Unit Testing............................................................................................................................ 110
Integration Testing.................................................................................................................. 111
System Testing........................................................................................................................ 111
Acceptance Testing................................................................................................................. 111
Performance Testing............................................................................................................... 112
Security Testing...................................................................................................................... 112
Software Evaluation................................................................................................................112
Work Plan (Work Breakdown Structure)................................................................................114
Algorithm Implementation..................................................................................................... 115
First In First Out Algorithm............................................................................................. 116
Rule Based Algorithm......................................................................................................116
Chapter 4
Results and Discussions.............................................................................................................. 117
Finding Data, Results, and Analysis.......................................................................................117
Project Description................................................................................................................. 125
Project Structure..................................................................................................................... 126
Project Capabilities and Limitations...................................................................................... 126
Likert Scale.............................................................................................................................127
Chapter 5
Summary, Conclusions, and Recommendations...................................................................... 135
Summary of the Study............................................................................................................ 135

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 Conclusion.............................................................................................................................. 138
Recommendations.................................................................................................................. 139
Appendices...................................................................................................................141
Picture of the Interview.......................................................................................153
Evaluation of Proposed System Made by the IT Professionals..............................................180
Evaluation of Proposed System Made by the Non-IT Professionals......................................181

List of Tables
Table 1 - Hardware Cost............................................................................................102
Table 2 - Software Development Cost.......................................................................102
Table 3 - Software Development Cost.......................................................................103
Table 4 - Utility and Expenses...................................................................................103
Table 5 - Training Cost.............................................................................................. 104
Table 6 - Summary Cost........................................................................................... 104
Table 7 Criteria.......................................................................................................... 111
Table 8 - Likert Scale.................................................................................................119
IT Professionals......................................................................................................... 120
Table 9 - Reliability according to Information Technology (IT) Professionals........ 120
Table 10 - Security according to Information Technology (IT) Professionals.......... 120
Table 11 - Performance according to Information Technology (IT) Professionals... 121
Table 12 - Usability according to Information Technology (IT) Professionals.........121
Table 13 - Security according to Information Technology (IT) Professionals.......... 122
Table 14 Mean Perception Profile of Non-Information Technology (IT) Professionals.
122
Non-IT Professionals.................................................................................................125
Table 15 - Reliability according to Information Technology (IT) Professionals...... 125
Table 16 - Security according to Information Technology (IT) Professionals.......... 125
Table 17 - Performance according to Information Technology (IT) Professionals...126
Table 18 - Usability according to Information Technology (IT) Professionals.........126
Table 19 - Security according to Information Technology (IT) Professionals.......... 127
Table 20 Mean Perception Profile of Non-Information Technology (IT) Professionals.
128

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 List of Figures
Figure 1. Security Module................................................................................... 37
Figure 2. Registration Module.............................................................................. 38
Figure 3. Forgot Password Module.......................................................................39
Figure 4. Manager.................................................................................................40
Figure 5. Admin.................................................................................................... 41
Figure 6. Reservation............................................................................................ 42
Figure 7. Recipe Module.......................................................................................43
Figure 8. Package Module.................................................................................... 44
Figure 9. Inventory Module.................................................................................. 45
Figure 11. Records Module...................................................................................47
Figure 12. Equipment Tab.....................................................................................48
Figure 13. Ingredient Tab......................................................................................49
Figure 14. Ingredient Stocks................................................................................. 50
Figure 15. Reservation Registration..................................................................... 51
Figure 16. Reservation update.............................................................................. 52
Figure 17. Recipe Registration............................................................................. 53
Figure 18. Recipe Update..................................................................................... 54
Figure 19. Ingredient Registration........................................................................ 55
Figure 20. Ingredient Update................................................................................ 56
Figure 21. Package Registration........................................................................... 57
Figure 22. Package Update................................................................................... 58
Figure 23. Inventory Registration......................................................................... 59
Figure 24. Inventory Update................................................................................. 60
Figure 25. Critical Level....................................................................................... 61
Figure 26. Backup and Restore.............................................................................62
Figure 27 Backup..................................................................................................63
Figure 28 Restore..................................................................................................65
Figure 29 User Maintenance.................................................................................65
Figure 30 Context Diagram of the Proposed System............................................66
Figure 31 DFD of Security................................................................................... 66
Figure 32 DFD of Registration............................................................................ 67
Figure 33 DFD of Inventory................................................................................. 68
Figure 34. DFD of Package.................................................................................. 68
Figure 35. DFD of Reservation.............................................................................69
Figure 36. DFD of Ingredients..............................................................................69
Figure 37. DFD of Recipe.....................................................................................69
Figure 38. DFD of Maintenance........................................................................... 70
Figure 39. Use Case Diagram............................................................................... 71
Figure 40. HIPO Modules.....................................................................................72
Figure 41. HIPO of Security................................................................................. 73

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Figure 42. HIPO of Registration...........................................................................73
Figure 43. HIPO of Inventory, Reservation, Package...........................................73
Figure 44. HIPO of Recipe, Ingredients, Maintenance.........................................73
Figure 45. IPO of Security.................................................................................... 74
Figure 46. IPO of Registration..............................................................................75
Figure 47. IPO of Inventory..................................................................................77
Figure 48. IPO of Recipe...................................................................................... 77
Figure 49. IPO of Package.................................................................................... 78
Figure 50. IPO of Reservation.............................................................................. 78
Figure 51. IPO of Maintenance.............................................................................79
Figure 52. Entity Relationship Diagram............................................................... 79
Figure 53. Login....................................................................................................80
Figure 54. Register................................................................................................82
Figure 55. Dashboard............................................................................................83
Figure 56. Inventory..............................................................................................84
Figure 57. Ingredient Stocks................................................................................. 85
Figure 58. Update Stocks......................................................................................86
Figure 59. Set Critical Level.................................................................................87
Figure 60. Equipment............................................................................................88
Figure 61. Add Equipment....................................................................................88
Figure 62. Edit Equipment....................................................................................88
Figure 63. Ingredient.............................................................................................90
Figure 64. Add Ingredient.....................................................................................91
Figure 65. Edit Ingredient..................................................................................... 91
Figure 66. Add Recipe.......................................................................................... 92
Figure 67. Edit Recipe.......................................................................................... 93
Figure 68. About................................................................................................... 93
Figure 69. Agile Model.........................................................................................95
Figure 70. System Architecture............................................................................ 99
Figure 71. Gantt Chart........................................................................................ 112
Figure 72. Dashboard UI.....................................................................................117
Figure 73. Setting Critical Level stock............................................................... 118
Figure 74. Set Critical Level Successfully..........................................................119
Figure 75. Updated Dashboard........................................................................... 120
Figure 76. Reservation UI...................................................................................121
Figure 77. Reservation Process.......................................................................... 122

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List of References
Appendices
Proposal
Letter of Endorsement
Interview Transcribe
Requirements Traceability Matrix
User’s Manual
Summary of Respondents Profile
Summary of Respondents Evaluation
Answered Software Evaluation Form
Curriculum Vitae

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 Chapter 1
Introduction

Companies these days recognize how important technology is for sales and

inventory management. As technology develops and provides newly transformed

inventory operations, providing a lot of benefits. Technology helps businesses optimize

their inventory management and grow overall by offering automated inventory tracking

and data analytics. By using technology, businesses can avoid human error and provide

more precision, setting them up for long-term success in inventory management.

Implementing a good Inventory Management system in a business like Blue and Gold

Catering Services provides several key benefits, such as keeping the right amount of

inventory, restocking efficiently, having accurate visibility of inventory, streamlining

operations such as reservations, gaining valuable data insights by checking which stocks

are usually needs restocking more regularly, and being able to scale as needed. By taking

advantage of these benefits, Blue and Gold Catering Services can get better control over

their inventory, leading to improved efficiency and sustainable growth.

According to Rahmat Bee Abdul Aleem's September 2013 research, the goal of

proposing a new Sales and Inventory Management System to replace the store's old

manual processes is to provide more advanced and flexible functions. The goal is to

provide the store with a more efficient system for managing its inventory. To achieve

these objectives, the project scope will prioritize key components such as the database,

reporting capabilities, quality assurance, and point-of-sale system. Effective inventory

management explores the inventory levels, sales performance, and overall business

success even more. Experts recommend a comprehensive approach investigating the

9
relationship between these critical operational components. Exploring the mutual impact

of inventory management and sales has yielded valuable insights to help businesses

optimize resource utilization and improve customer satisfaction. In summary, the

proposed system seeks to modernize the store's inventory and sales management

processes by providing more advanced functionality and flexibility, resulting in increased

efficiency and effectiveness across all business operations.

Based on a study conducted by Team Tranzact (January , 5, 2023), An inventory

management system is a tool that helps businesses keep track of their inventory more

effectively. It enables them to manage their inventory, analyze stock levels, and ensure

that they have the appropriate number of products on hand. The primary goal of this

system is to digitize all of a company's stock operations and processes, making them

easier to manage and increasing overall efficiency. Small manufacturers and business

owners can use an inventory management system to track stock levels and determine

when to restock. This allows them to better control the movement of their products and

keep all relevant data in one place.

The proponents focus on the importance of keeping sufficient inventory levels to

meet customer demand while avoiding overstocking, which can result in unnecessary

costs and risks. The proponents emphasize the importance of inventory management

monitoring strategies. Businesses can proactively adjust their inventory levels by

analyzing sales data and forecasting customer demand to ensure they have the right

products in the right quantities to meet anticipated sales. In essence, the researchers

advocate for a collaborative approach that incorporates inventory management, allowing

businesses to achieve maximum efficiency and long-term growth. By striking a balance

10
in inventory management, businesses can leverage the power of this importance to

achieve their strategic objectives.

Background of the Study

The Blue & Gold Catering Services started 50 years ago as the fruit of love for

the work in the kitchen of Mrs. Angelita Espiritu-Tolentino. Using passed on family

recipes, Mrs. Angelita, also known as “Nanay Angie”, gave chicken pie, empanadita

supreme, kare-kare w homemade bagoong etc., as gifts or food for family and community

gatherings. Friends and family continuously showed acknowledgment of the good food

she provided and eventually, through word of mouth, food orders kept pouring in. This

propelled her to put up a small home bakeshop wherein orders are being delivered to

schools like St. James Academy in Malabon, Miriam College, La Salle University, U.P.

and Saint Pedro Poveda College 1992. Blue and Gold Grill and Restaurant in Tinajeros,

Malabon opened. Catering the events of different institutions. gave opportunities to open

in house cafeterias/canteens. Sadly, in 2009, Typhoon Ondoy caused heavy flooding and

damaged the restaurant beyond repair. In 2004, Blue and Gold was headed by General

Manager/ Owner, Rhowena E. Tolentino, and opened its main branch at the Ateneo de

Manila University Gonzaga building.

The food industry faces different issues when it comes to human error that can

occur during manual inventory management, which can result in stockouts, loss of

equipment and overstock. By reducing human error, inventory process automation

ensures increased precision and effectiveness. Therefore the employees can concentrate

11
on more strategic duties by automating inventory management chores, such as creating

purchase orders and maintaining stock levels, which save time and effort. The proponents

decided to create an inventory system that solves the discussed issues above.

Statement of the Problem

There are challenges that Blue and Gold Catering Services apprehend with the

use of traditional manual processes in inventory management which is prone to human

error and eats a lot of time to focus on other things. Overall, while manual traditional

processes may work for smaller businesses with simpler inventory needs, they can

become increasingly inefficient, error-prone, and difficult to manage as a business grows.

Implementing automated inventory management systems can help address these

disadvantages and improve efficiency, accuracy, and decision-making.

1. Blue and Gold Catering Services’ time consumption on their procedures

like enlisting of inventory. Whereas if BLue and Gold Catering Services

needs to backtrack their past inventory or transactions, it would be time

consuming to look at their records manually and one by one.

2. Blue and Gold Catering Services’ lack of security wherein their records

can be compromised anytime if not taken care of properly. Knowing that

physical documents or records can be lost, damaged, or accessed by

unauthorized individuals, compromising the integrity and confidentiality

of inventory data.

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 3. Blue and Gold Catering Services’ Inventory Management until this day is

also being recorded in the manual process, which again is prone to

stock-outs or overstock that is crucial knowing that every business needs a

detailed track on their inventory to determine if they need to do something

about it.

Objective of the Study

The proponents have set a list of objectives that will address the problems that

Blue and Gold Catering Services struggles with, and by creating an inventory

management system to enhance productivity, mitigate time consumption and efficiency

overall. Here are the following specific objectives to achieve such goals:

1. Implementation of an automated inventory management system: By

transitioning from manual processes to an automated inventory

management system, Blue and Gold Catering Services can significantly

reduce time consumption and improve efficiency. An inventory

management system can streamline procedures like enlisting inventory.

The proponents also wanted to implement inventory control techniques for

Blue and Gold Catering Services that should establish inventory control

techniques, such as overseeing the low stock, zero stock, overstocked

ingredients and total ingredients. These techniques help prevent stock outs

or overstocking by providing better visibility into inventory stocks.

13
2. Adopt a digital record-keeping system: Instead of relying on physical

documents, Blue and Gold Catering Services should consider

implementing a digital record-keeping system. Storing inventory records

digitally improves security and minimizes the risk of loss or damage.

Access controls should be implemented to ensure only authorized

personnel can view and modify the records. In addition, regularly backup

and secure digital records should be practiced. Blue and Gold Catering

Services should establish regular backup procedures to safeguard digital

inventory records. Implementing secure data storage methods, access

controls, and encryption techniques can help protect the integrity and

confidentiality of inventory data.

3. The proposed module for Inventory Management made by the proponents

consists of a function to manage goods in the business more efficiently.

Basic functions such as ‘add’, ‘delete’, and ‘update’ for Inventory

Management will be made available. Inorder to prevent possible

stock-outs or overstock in the inventory and enforce accuracy.

14
Significance of the study

First benefactor would be Blue & Gold Catering Services such as the owner,

wherein the owner could benefit with the help of Inventory Management, and which also

allows for storing and retrieving stocks, and as one of the benefactors in this study, the

owner can now use this system to foresee the operation that occurs within Blue & Gold

Catering Services. The implementation of this system is anticipated to bring about

improved efficiency by reducing the need for paperwork and less efficient inventory

management methods such as the traditional checking of inventory. It is expected to

reduce such inefficiencies by aligning inventory management that will lead to faster and

more effective work processes with reduced time and effort. By providing an user

friendly system that the business that has two key level access to inorder to monitor its

operation and inventory with ease.

Secondly would be its admins, since the proposed system will be made

specifically for Blue and Gold Catering Services which allows them to see orders,

inventory, reservations, and maintenance inorder to ensure no overstocking, therefore

they would benefit from it by being responsible to handle the inventory checking in terms

of productivity and punctuality.

Followed by managers that can access the system as well, wherein they can

manage the inventory like, ingredients, stocks, and equipment which is the key difference

from manager and admins. Hence the proponents have proposed creating a system

unique only to the company that addresses the business struggles.

15
 Followed by the future researchers, knowing that with this research, it can be used

as a foundation by other researchers to aid their research. Since this research is all about

the Inventory Management system and its benefits a lot of researchers, or business

owners that can relate to and can even improve this study.

Scope and Limitation

The scope of this study is to improve Blue & Gold Catering Services Inventory

Management System by implementing, Security Module wherein it enhances the overall

security of Blue and Gold Catering Services by implementing access controls,

encryption, and other measures to prevent unauthorized access and data breaches. It

enables the manager and administrator module to monitor the business operations and

safeguard critical data. The Log-in module controls and manages user access, limiting it

to the administrator and manager based on their roles and responsibilities. This ensures

the confidentiality and integrity of sensitive data, prevents unauthorized modifications to

inventory records, and reduces the risk of internal security breaches.

Followed by the Registration module, this is important for the administrator and

manager for Blue and Gold Catering Services because this module will make it possible

for them to enable them to use the system. In order for them to alter the reservation,

recipe, inventory (ingredient stocks and equipment), package, and then ingredients. The

proponents also proposed a Log-in module that has a level of access between admin and

manager, to enforce data security for Blue and Gold Catering Services. Forgot Password

16
module would also be beneficial for this system since the proponents had the idea to

propose this module in order to recover lost or wrong passwords.

Another part of the system would be its inventory starting with the packages

module, wherein it shows the packages Blue and Gold Catering Services offers.

Accompanied by reservation module wherein it also tallies the package type, client name,

date of order, with package details, and short description afterwards in order for the user

to have an overview of what that reservation is for. Followed by yet another module that

is related with inventory which is the recipe, as this provides a better list of more detailed

ingredients needed per meal and how many is consumed to build that certain meal. After

those, there would be this package module as it reserves the whole finished product of the

recipe. Lastly and certainly not the least would be the equipments’ maintenance since it

focuses more on the equipments’ well being there in order for Blue and Gold Catering

Services.

The proposed Inventory Module for Blue and Gold Catering Services provides a

system for monitoring inventory, accessible by both admins and managers. This module

allows managers to see orders, inventory, reservations, and maintenance inorder to ensure

no overstocking, while on the other hand admins can also access and manage what the

manager can but with more control like reports, and records. The system also provides a

detailed list of registered supplies, categorized by item type, making it easier to locate

and manage specific items, analyze sales by category, and plan for assortment

optimization. This ensures that Blue and Gold Catering Services maintain optimal

inventory levels, minimizing stockouts and overstocks, and ensuring efficient operations.

17
 The proposed Records Module is a crucial component for Blue and Gold Catering

Services, enabling the systematic storage and management of key business information.

The Records Module assists in streamlining the order fulfillment process by recording

customer orders, including order dates, items, and shipping details, facilitating efficient

order processing and timely shipment. Furthermore, the module helps maintain accurate

inventory levels by tracking physical inventory and comparing it with recorded data,

allowing the identification and resolution of any discrepancies, and preventing stock outs

or overstocks. Overall, the Records Module helps to enhance the overall efficiency of

Blue and Gold Catering Services by streamlining operations, improving order fulfillment,

and ensuring accurate inventory management.

The proposed reservation module aims to streamline the reservation process by

automating tasks such as checking availability, reserving items, and managing booking

details. This module can be used by the admin of Blue and Gold Catering Services to

view reservations, orders, and inventory, while the manager can edit, add, and delete

these details. In order for reservation to work, the recipe module is therefore included as

well in order for Blue and Gold Catering Services to fully benefit from this study, in

terms of indicating how many ingredients are needed that correspond to that particular

recipe.

While on the other hand, the study is only delimited into creating an Inventory

Management system that is exclusive for Blue and Gold Catering Services in order to

enforce what they currently have, meaning it cannot be accessed by other people outside

the company, and with this system it aims to bring convenience to the business. Another

limitation of this proposal is that it does not have an application or website. It can only be

18
accessed offline connected to a local database. And its last limitation is its assistance on

the business, since the proponents intend to focus on Blue and Gold Catering Services’

catering services.

Chapter 2
System Design

System Design

In this chapter, the proponents deal with the system design of the proposed system

for Blue and Gold Catering Services’ utilizing an Inventory Management system. During

the system design phase, the focus shifts from abstract thinking to concrete

implementation. The ideas and concepts that were introduced in the previous chapter or

earlier stages of development are further refined and shaped into a detailed arrangement

of diagrams and descriptions that will be discussed later on. This involves translating

high-level requirements and functionalities into specific technical components and

architectural designs. The primary objective of system design is to create a blueprint that

outlines how the software system will be structured and how its various components will

interact with each other. This includes defining the system's modules, interfaces, data

flow, algorithms, and the overall system architecture. The diagrams and descriptions

produced during this phase serve as a visual representation and documentation of the

planned system.

19
 During this stage, the proponents advocate several narrative reports regarding the

operation of the Blue and Gold Catering Services' current system and the suggested

system. This chapter also includes various input-output process representations, user case

diagrams, flowcharts, context diagrams, and data flow diagrams that illustrate the specific

steps of the suggested system. In summary, system design is a critical stage in software

development as it transforms conceptual ideas into a detailed plan. It involves creating

organized diagrams and descriptions that outline the structure, components, and

interactions of the software system. By undertaking thorough system design, Blue and

Gold Catering Services can enhance the efficiency, reliability, and maintainability of the

system.

Narrative Description of the Existing System

Registration of Products Module:

This module discusses how Blue and Gold Catering Services get their supplies from their

respective suppliers taking note that they are doing this in the traditional manual way

until they get the supplies to turn it into their goods to be sold to their customers.

1. Firstly they get their supplies by contacting them manually and as time passes a

bond between them forms, thus their regular order and price is maintained and

might get some discounts knowing that they are returning customers.

1.1 Blue and Gold Catering Services also have some payment terms between

them and to their suppliers as incentives for returning customers.

20
 1.2 Blue & Gold Catering Services has an agreement between its suppliers when

it comes to payments(pay ahead, pay later, depending if they have collection or

not) under any circumstances that may occur.

1.3 They will now cross check if the supplies are correct and to determine if their

transaction is as transparent as possible, before they turn it into their own goods

that will later be sold to possible customers.

Inventory Module:

This module showcases how Blue and Gold Catering Services check if their supplies are

looking before and after their operations depending on a time frame that they have set.

1. In order to double check if they need to restock their supplies, Blue and Gold

Catering Services will review their current inventory.

1.1 After getting the supplies and cross-checking that the inventory is correct,

Blue and Gold Catering Services will now continue their operation, which is to

create their goods in order to generate income and make sales for the business.

1.2 After cross-checking if something went wrong, Blue and Gold Catering

Services will contact their suppliers and request the missing supplies, since the

supplies have already been paid for.

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Sales and Report Module:

The module discusses how Blue and Gold Catering Services track their profit or loss

over a given time frame (per day, per month, or per week).

1. This module can only be accessed by the owner or admin who oversees the

business operations.

1.1 Blue and Gold Catering Services have been recording their sales and reports

manually, which has been working well as the business has seen noticeable

growth. However, the proponents want to provide improvements to the business's

record-keeping and reporting processes.

Narrative Description of the Proposed System

Security Module:

The proposed Inventory Management system provides an additional layer of security to

ensure the safety and protection of Blue and Gold Catering Services' operations. The

proposed Security Module allows Blue and Gold Catering Services to control and

manage user access, limiting it to the administrator or manager.

22
 1. The system features that allow the owner or administrator to access and control

the overall process of the Blue and Gold Catering System, helping to safeguard

critical business data.

1.1 The system enables the implementation of access controls and

encryption measures to prevent unauthorized access, data breaches, and

information leaks, ensuring the confidentiality and integrity of sensitive

data.

2. Access Control

2.1 This helps prevent unauthorized modifications to inventory records,

protects sensitive data, and reduces the risk of internal security breaches.

Registration Module:

In accordance with the Inventory Management system proposed by the proponents, this

proposed system is only delimited within the business.

1. The system has role-based access control, where the Manager,

Administrator, can only access the system with their respective roles.

1.1 The feature registration module would help this inventory management

system in many ways from the role-based access controls, by viewing and

adding of items that have been registered.

23
 1.2 There are separate usages and permissions for the Administrator and

Manager to enforce security and prevent data breaches, as discussed in a

previous module. The Registration Module can integrate with another

module like inventory, allowing for seamless data flow.

Inventory Module:

With the help of this proposed system, Blue and Gold Catering Services can now monitor

their inventory with ease and provide a comprehensive set of tools and functionalities to

manage and control inventory effectively.

1. The admin can monitor the inventory module to ensure all orders have

arrived and there is no overstock.

1.1 If there is an error, the admin can provide a detailed report with solid

proof of what went missing in the inventory.

1.2 The proposed system will provide a detailed list of all registered

supplies, sorted by categories based on the items Blue and Gold Catering

Services have registered.

24
 2. The manager on the other hand is responsible for manipulating the

inventory whereas the admin can only view them as stated a while back.

2.1 There would be a search function in order to be efficient in inventory

management, making it easier to locate and manage specific items.

Records Module:

It is responsible for monitoring how Blue and Gold Catering Services’ operation works.

Being able to see transaction logs, and inventory manipulation.

1. The admin with the only access plays a crucial role in monitoring

inventory. The records module enables systematic and organized storage

of inventory information.

1.1 The records module tracks transaction logs, allowing for editing,

adding, and removing data.

1.2 The records module helps streamline order fulfillment processes by

keeping records of customer orders and order items.

1.3 The records module accommodates inventory by maintaining recorded

inventory levels. Regular stock counts can be compared to inventory

records to identify any discrepancies, such as data entry errors.

25
Reservation Module:

In this module proposed by the proponents, this module aims to provide an efficient

reservation module that streamlines the reservation process by automating tasks such as

checking availability, reserving items, and managing booking details

1. Allowing the system to keep track of available inventory, resources, and

dates in real-time. This ensures that Blue and Gold Catering Services can

see what is available for booking, to avoid overbooking or

double-booking.

1.1 By managing reservations, the system can optimize the use of

ingredients, such as equipment, or venue spaces. This helps ensure that

everything is utilized efficiently and reduces the risk of idle or

underutilized assets.

1.2 By enforcing accuracy, availability information will make reservations

create a seamless and positive experience.

26
Package Module:

The package module showcases the suggested packages to have an option to pick from

that varies depending on food for how many people, and occasion.

1. The module can be accessed by the manager.

1.1 After verifying that the manager is the user, they can now add or edit

the package.

1.2 The changes made by the manager will simply update the package.

2. If the administrator logs on to this module, it will return nothing since they

cannot manipulate the data in the package module.

2.1 The Administrators of this system can only view what the manager

did.

27
 Admin Module:

This module ensures that the admin for Blue and Gold Catering Services have unique

roles in order for the administrators to maintain the system.

1. The administrator can only view information within these areas of the

system and does not have the ability to alter any of the data. Their role is

distinct from that of the managers, who may have additional permissions

and capabilities within the system.

1.1 The admin can only view Dashboard, Inventory, Ingredients,

Equipments, Recipes, Packages, Reservation, Need Help, About,

Maintenance, and Log Out.

Manager Module:

As the second user who can use this Inventory Management System, the manager is

responsible for the manipulation of data within the system.

1. Managers can view the dashboard, inventory, ingredients, recipes,

packages, need help, and about sections.

1.1 Responsible for editing the stocks and other information within the

system.

28
 1.2 Have a unique role that grants the managers a different level of access

compared to an administrator.

Forgot Password Module:

This proposed module is to recover lost or wrong passwords.

1. To enforce encryption security for Blue and Gold Catering Services.

1.1 The module first verifies the user's first and last name against the

database.

1.2 After the name verification, the module requests the user to provide a

unique key that they had upon creating their account/s.

1.3 If the unique key matches the user (whether an admin or manager), the

user is then allowed to enter a new password.

1.4 The new password must be at least 8 characters long. Once the new

password is entered, the module updates the password in the database.

Log-in Module:

The Log-in module controls and manages user access, limiting it to the administrator and

manager based on their roles and responsibilities.

1. This ensures the confidentiality and integrity of sensitive data, prevents

unauthorized modifications to inventory records, and reduces the risk of

internal security breaches.

29
 1.1 Before verifying the user's role, the module first checks if the user has

an existing account.

1.2 If the user does not have an existing account, the module prompts the

user to create a new account.

1.3 During account creation, the user is asked to provide a username and

password.

1.4 The module then verifies the new username and password against the

database.

Maintenance Module:

With their unique roles assigned to the users, they can manipulate user records, and data

maintenance that shows the actions made by the manager.

1. The system has a feature to update their username and password for

Managers. 1.1 Manager will be able to edit the username and password of

user accounts. This centralized control could be useful for account

management.

2. The system also has a feature for monitoring logs uniquely for

Administrators.

2.1 The Administrator can view record logs to monitor what the Manager

does inside the system.

30
Equipment Module:

The proposed module is designed for Managers to manipulate the equipment for Blue and

Gold Catering Services.

1. As the Manager, they can manipulate the equipment if there is in need of

adding, editing or removing.

1.1 If the user is a Manager, the system will allow them to proceed with

item registration, whether to add or edit the equipment.

2. The module is also accessible to Administrators, but they can only view

the information, not manipulate it.

2.1 When viewing the inventory list as the administrators, they can only

view the latest equipment that is reflected on the database.

Ingredient Stock Module:

This proposed module can only be accessed by the manager which will be verified before

they can, add, and update the ingredients.

1. As the Manager in the system

1.1 The first tab that the Manager can see is the menu followed by

obtaining the database

1.2 In order to project the updated ingredient stock the manager can add

or update the ingredient.

31
 2. In contrast, the administrators can also see this ingredient module but they

can not alter it.

2.1 Again as for the administrator of the system, they can only view what

is under Ingredient Stock.

Reservation Registration Module:

There would be a functionality to check the availability of such reservation details that

will later be answered depending on the content of the database.

1. If there is an available date

1.1 They can now book a reservation, which can be later saved and a

prompt will appear that the reservation was made successfully.

1.2 Only one reservation per date selected so it would come as a first come

first serve reservation booking.

Reservation Update Module:

After verifying reservation details and if such exists then the manager can select that

certain reservation, edit or remove which will update from the database once done.

1. There would be times that some reservations would need changes or

worse, cancellation

1.1 The Manager can edit and remove the reservation within Blue and

Gold Catering Services.

1.2 The Manager can also change the payment, if its Pending, Fully paid

or, did a downpayment.

32
Ingredient Module:

Another important module proposed by the proponents would be the ingredient module

since it will certainly help the majority of the system to function.

1. Adding of Ingredients

1.1 It is quite self explanatory since this is where the Manager would add

Ingredients with their respective name, quantity, unit of measure and

description.

2. Removing of Ingredients

2.1 In contrast with adding, this is for removing Ingredients whereas the

Manager can remove existing Ingredients.

3. Editing of Ingredients

3.1 In this part, the Manager can also only edit the ingredients that already

exist or already added in the system.

Recipe Module:

It shows a more detailed description by showing a list consisting of different recipes

depending on the product.

1. The Manager can view the recipe list, edit, and remove.

1.1 As the Manager who can only manipulate the Recipe module, they can

change its description, and ingredients.

33
Recipe Registration Module:

In this proposed module the managers can enter recipe details that contains recipe name,

recipe id, and recipe description and if there is none,

1. Managers can enter recipe details, including:

1.1 Recipe name

1.2 Recipe ID

1.3 Recipe description

2. If there are no recipe details entered, the system will continue to allow the

user to enter new ingredient details.

2.1 The system will verify the ingredient name

2.2 The user will be asked if they want to add more ingredients

2.3 If the user does not want to add more ingredients, the new recipe will

be saved

Recipe Update Module:

After registering the recipes successfully the first thing to do in this module is to update

the recipe details that have been registered, which would be verified coming from the

database.

1. In this module, the Manager will now be able to update the Recipe,

including:

1.1 Add Ingredients

1.2 Remove Ingredients

1.3 Change of description

34
Ingredient Registration Module:

In this proposed module the system requires the manager to input the ingredient name,

quantity (UOM) unit of measurement.

1. Same with Recipe this module is for Registration of Ingredient, including:

1.1 Ingredient ID

1.2 Ingredient Name

1.3 Quantity

1.4 Unit of Measure

1.5 Description

Ingredients Update Module:

In this ingredients update module, the system requires the manager to enter ingredient

details in order to verify in the database if it exists and if such ingredients exist therefore

they can now progress to the system to project the updated ingredient.

1. The Manager can manipulate the existing Ingredients such as:

1.1 Add Ingredient

1.2 Remove Ingredient

1.3 Unit of Measure

1.4 Description

35
Package Registration Module:

To start with this proposed module, the manager needs to register a package consisting of

package id, name, quantity, description, and price, followed by entering a package detail

that would later be verified.

1. In this module the Manager would register a package which consists of:

1.1 Recipe/s

1.2 Number of People

1.3 Reservation Date

1.4 Reservation Time

1.5 Description

Package Update Module

If the manager ever wants to remove something they can do that so that particular data

would just be void and then reflect in the database.

1. The Manager can manipulate such items as follows:

1.1 Ingredient ID

1.2 Ingredient Name

1.3 Quantity

1.4 Unit of Measure

1.5 Description

36
Inventory Registration Module

This proposed module is just a continuation inventory module whereas this will make the

system accept inventory registration, starting with typing the type of item, and asking if

it's an ingredient or equipment.

1. System will provide to ask the following:

1.1 Id

1.2 Name

1.3 Description

1.4 Quantity

Inventory Update Module

After successfully implementing inventory update and register modules, it is a must to

have an inventory update module wherein it has a sole purpose of editing and removing

an inventory that can only be done by the manager once again if there are any changes

that needs to be made.

1. The Manager can manipulate the data of the following:

1.1 Id

1.2 Name

1.3 Description

1.4 Quantity

37
Critical Level Module

In this Module, with the help implementation of Rule Based Algorithm, the Manager can

set a certain critical level on a particular ingredient in order to notify if it needs

restocking.

1. The Algorithm Implementation will help this module to manipulate the

following:

1.1 Critical Stock Levels

User Maintenance Module:

With the help of this proposed module, the proponents wanted to help the users of this

system to provide a simple prompt that displays the user details that came from the

database. Afterwards the manager can now select what they want to edit which is

username or password wherein if the user said yes, they need to update the account and

user logs that will reflect onto the database.

1. Manager can do the following:

1.1 User Details

1.2 Change Username

1.3 Change Password

2. Administrator can do the following:

2.1 User Details

2.2 Change Username

2.3 Change Password

2.4 User Logs

38
Procedural Flowchart of the Proposed System

Figure 1. Security Module

39
Figure 2. Registration Module

40
Figure 3. Forgot Password Module

41
Figure 4. Manager

42
Figure 5. Admin

43
Figure 6. Reservation

44
Figure 7. Recipe Module

45
Figure 8. Package Module

46
Figure 9. Inventory Module

47
Figure 10. Maintenance Module

48
Figure 11. Records Module

49
Figure 12. Equipment Tab

50
Figure 13. Ingredient Tab

51
Figure 14. Ingredient Stocks

52
Figure 15. Reservation Registration

53
Figure 16. Reservation update

54
Figure 17. Recipe Registration

55
Figure 18. Recipe Update

56
Figure 19. Ingredient Registration

57
Figure 20. Ingredient Update

58
Figure 21. Package Registration

59
Figure 22. Package Update

60
Figure 23. Inventory Registration

61
Figure 24. Inventory Update

62
Figure 25. Critical Level

63
Figure 26. Backup and Restore

64
Figure 27 Backup

65
66
 Figure 28 Restore

Figure 29 User Maintenance

67
Context Diagram of the Proposed System

Figure 30 Context Diagram of the Proposed System

Data Flow Diagram of the Proposed System

Figure 31 DFD of Security

68
Figure 32 DFD of Registration

69
Figure 33 DFD of Inventory

Figure 34. DFD of Package

70
Figure 35. DFD of Reservation

Figure 36. DFD of Ingredients

Figure 37. DFD of Recipe

71
Figure 38. DFD of Maintenance

72
Use Case Diagrams

Figure 39. Use Case Diagram

73
Hierarchical Input Process, and Output

Figure 40. HIPO Modules

74
 Figure 41. HIPO of Security

Figure 42. HIPO of Registration

Figure 43. HIPO of Inventory, Reservation, Package

Figure 44. HIPO of Recipe, Ingredients, Maintenance

75
Input Process, and Output

1.0 Login Security

Figure 45. IPO of Security

2.0 Registration

2.1 Reservation Registration

2.2 Inventory Registration

76
2.3 Package Registration

2.4 Recipe Registration

Figure 46. IPO of Registration

77
3.0 Inventory

3.1 Equipment

3.1.1 Equipment Update

3.2 Ingredients

78
 3.2.1 Ingredients Update

Figure 47. IPO of Inventory

4.0 Recipe

4.1 Recipe Update

Figure 48. IPO of Recipe

5.0 Package

79
 5.1 Update Package

Figure 49. IPO of Package

6.0 Reservation

6.1 Reservation Update

Figure 50. IPO of Reservation

7.0 Maintenance

80
7.1 Edit Account Information

7.2 Backup & Restore

Figure 51. IPO of Maintenance

81
Entity Relationship Diagram

Figure 52. Entity Relationship Diagram

82
Screen Designs

Figure 53. Login

In this UI it shows the log-in page wherein the manager or administrator can only

log onto this Inventory Management System. If there is an instance that there is no

account yet then the possible Manager or Administrator can register an account.

83
 Figure 54. Register

As stated a while ago, if there is an instance that the possible Manager or

Administrator still does not have an account then the user will go to the registration page

whereas they need to fill up the basic credentials that will be put onto the database

inorder for the user to be remembered. A unique generated code will be provided since it

will be needed if the user ever wants to change password.

84
 Figure 55. Dashboard

In this Dashboard UI, the Manager or Administrator can view the clients,

packages consisting of recipes, and Stocks that reached their critical levels that need

restocking. Basically this UI is just an overview on what needs to be done.

85
 Figure 56. Inventory

In this segment in the system, as the Manager they can choose on what inventory

they want to see whether it's the ingredients or equipment, to check or manipulate the

data inside those said modules.

86
 Figure 57. Ingredient Stocks

As the Manager, after selecting the Ingredient under Inventory, the Manager can

see the available stocks and has the option to update stocks whereas the can add or

remove joint together into a single button, and the Manager also has the capability to set a

critical level for each ingredient depending on how often that certain ingredient is

frequently getting restocked. Another feature on this tab is the Sorting whereas the

Manager can search for a particular Ingredient depending on the name that is given to it.

87
,

Figure 58. Update Stocks

If the Manager ever wants to update the stock of Ingredients, take note that the

Manager can only update existing Ingredients and after choosing one, this prompt will

pop-up whether the Manager wants to add or remove the quantity of that particular

ingredient.

88
 Figure 59. Set Critical Level

In this UI, the Manager can also set a critical level on an existing Ingredient and

whenever that stock quantity goes down the critical limit that was set, it will go to the

Dashboard screen wherein that particular Ingredient that is for restocking will appear.

TO FOLLOW TESTITS
Figure 60. Equipment

Now that we are done going through the Ingredients, let us now discuss the

Equipment UI under Inventory, so same with the Ingredients, the Manager can add,

remove, or update the available Equipment.

89
 Figure 61. Add Equipment

In this UI, if the Manager ever wants to add an Equipment there will be a prompt

whereas they can select the Equipment type, name, quantity of it and a description to

determine if there is a particular theme to depict that Equipment from the rest.

90
 Figure 62. Edit Equipment

In this UI, after successfully adding a Equipment, the Manager can now edit since

they can only choose from existing Equipment that is reflected from the database. The

Manager can add more description or correct the quantity inorder to enforce transparency

within Blue and Gold Catering Services.

91
 Figure 63. Ingredient

In the perspective of the manager again, they have an option which is to add, remove,

update, sort the contents by searching the Ingredient Name or ID depending on what the

Manager prefers as long as it is within the ingredients list.

92
 Figure 64. Add Ingredient

This UI is simple, whereas the manager would just fill up this form that must correspond

to the item that will be used in the system. Since it will be used on other parts of the

system.

93
 Figure 65. Edit Ingredient

In this UI, the manager will choose from the ingredient type depending on what

category it falls on, then it would ask the manager to put a corresponding name to it, a

quantity, and especially the (UOM) Unit of Measure. The sole purpose of this module is

to update the existing ingredient there is.

94
 Figure 66. Add Recipe

In this UI, the manager will add a recipe by filling up this form on the left side.

By asking a recipe name and description, it would now create that said recipe and now

the manager can edit it or remove it depending on what they intend to do.

95
 Figure 67. Edit Recipe

Under Edit Recipe UI, it is already self explanatory whereas the manager can add,

remove and insert recipes. The manager can edit a recipe that already exists so there is an

insert function, same with remove since if there are any errors or changes of mind then

the manager can remove that particular recipe.

96
 Figure 68. About

In this UI under About, it shows the background of the company profile and also shows

basic information also about the proponents. In order to have an idea on how Blue and

Gold Catering Services originated and also to the proponents who proposed this

Inventory Management System.

97
 Chapter 3
Methodology

The proposed systems that the proponents utilize in this research follow certain

research methods that can be found later in this chapter. This chapter is a significant

component of the documentation since it deals with the processes, process model, data

collection and instruments, process time table (gantt chart), and cost and benefit analysis

of the study.

In this phase, the proponents use the Agile software model to illustrate the flow of

the proposed system and further understand the formal process of the study. This phase

also illustrates the different procedures related to the proposed system which is Inventory

Management for Blue and Gold Catering Services, with the aim to implement the

transparency and reproducibility of the research process, allowing the proponents as well

as the future researchers to understand and provide aid for future purposes

98
Software Process Model

Figure 69. Agile Model

Agile Development Model, Agile approach in project management involves

incremental, iterative steps with a focus on quick delivery, adaptability, and collaboration.

It emphasizes continuous feedback for real-time adjustments and is now applied beyond

software development (What Is Agile? And When to Use It, 2023).

In the Requirement gathering, the group gathered requirements by interviewing

the business owner and observing the conversation. It involves identifying the scope,

goals, and requirements of the proposed system.

99
 In Designing the requirements, the proponents plan how Inventory management

will be utilized for inventory tracking, product identification, and data entry. The group

uses different system models such as procedural flowchart, context diagram, data flow

diagram, use case diagram, HIPO, and IPO that shows the working flow of the system.

The group designed an User Interface of the system to show the design of the system. In

the Development of the proposed system, the process starts with the security module as it

deals with the log in process of the system, serving as the security layer of the product

management system. After the security module, the system then determines if the user is

an admin or manager. Manager would be the main handler of the system and has a lot of

access including the registration, records maintenance and report module, on the other

hand, the administrator can still view the modules but cannot manipulate them. The

registration module is the part where the registration, update, modifying of products

happens. The records module serves as the records of the owner to keep the business

intact and provides a daily journal for the business development. Lastly, the maintenance

module is the module that updates and modifies the system accounts that Blue and Gold

Catering Services has. The about module is the module that provides a brief history

about Blue and Gold Catering Services. In creating and implementing the proposed

system, the proponents used programming languages such as Java for the development of

the proposed system, and mysql for the database of the proposed system which involves

inventory management.

In the Testing, the group employed a comprehensive approach comprising unit

testing, integration testing, and system testing. Unit testing focused on interesting

100
individual components, data entry accuracy, and error handling mechanisms. Integration

testing verified the seamless interaction between the inventory management system and

other system modules, ensuring smooth data flow and compatibility. System testing

evaluated the system thoroughly, conducting end-to-end scenarios to simulate real-world

usage, assessing performance under various conditions, and engaging users to confirm

that the barcode technology integration met their expectations while functioning

effectively within the product management system.

In the Deployment, once the system, with satisfactory proper inventory

management functionality, whereas the data is saved and connected through the database,

which is deployed for the end users who are in this case are the manager and

administrator. This phase involves a careful rollout strategy, user training, effective

communication, and a smooth transition to the new or updated system.

In the Review, the group gathers feedback from Blue and Gold Catering Services

about the system's performance and the effectiveness of inventory management

integration. This feedback is crucial for identifying areas of improvement, iterating on the

system, and ensuring its continued alignment with user needs and organizational goals.

101
System Architecture

102
 Figure 70. System Architecture

The System Architecture shows a multi-layer design. The top layer is for users to

interact with, including features like security, registration, inventory, and reservations.

The middle layer handles the main functions of the system with the help of Java

language, the proponents also tried using specific algorithms such as (FIFO) First In First

Out and Rule Based algorithm. The bottom layer is a MySQL database that stores the

application's data since the study is focused on Inventory Management. This layered

approach separates the different parts of the system, making it easier to maintain, expand,

and update the application over time.

Data Gathering Instruments and Procedures

One type of qualitative research method is the interview, which is intended to

gather data by means of direct discussion and engagement with individuals. This

approach typically involves one-on-one or group discussions that allow the interviewer to

focus on particular topics of interest in order to gather information. During the

investigation, the proponents conducted interviews the business stakeholders using the

following techniques:

The researchers conducted unstructured interviews, which allowed for a more

authentic and spontaneous flow of information. The interview does not consist of a list of

hard questions, but rather let the interviewees' responses guide the conversation. This

open-ended approach allowed the participants to investigate areas of interest in the

interview. In addition to unstructured interviews, the researchers used a semi-structured

interview guide. This provided a basic framework to ensure that all important topics were

103
covered while also giving the flexibility to deviate from the script as needed. These types

of approaches enabled a more thorough examination on this research. To capture the flow

of the interview data, the proponents used audio recordings. Since this technique ensures

that the conversations were accurately documented, allowing for detailed analysis at a

later date. Beyond the interview, the researchers also utilize different tools such as

observational methods to gain a better understanding of the company's operations. By

looking at factors like the company's stability, location, and the demographics of the

surrounding area to get a complete picture of the organization. Lastly, the researchers

used the internet to inform the design of their proposed system. With the help of such

methods that the proponents did, they were able to formulate a list of strategies on how

the implementation of the proposed system will help improve Blue and Gold Catering

Services.

Feasibility Study

The goal of the suggested Inventory Management System for Blue and Gold

Catering Services is to improve the company's operational effectiveness. In order to

assess the technical and financial feasibility of putting such a system into place, this

feasibility study will give a thorough overview of the project, including its goals and

scope. The current inventory management procedure presents difficulties for our catering

services-focused business. This part will examine the complexities of the current system,

pointing out its drawbacks and emphasizing the necessity for a more sophisticated and

efficient method.

104
 The section on technical feasibility will evaluate the system's hardware and

software needs. It will assess the network infrastructure's compatibility, point out updates

that are required, and determine which development tools are best for effective

implementation. There will be a thorough examination of the economic viability, along

with a labor, software, and hardware cost estimate. In addition, the study will determine

the return on investment (ROI) by taking prospective income generation, cost savings,

and efficiency gains into account. In addition, the payback period will be computed to

determine how long it will take the business to recover its investment. This section will

concentrate on how effectively the suggested solution works with the operational

procedures that are in place now. To guarantee smooth integration and continued

operating efficacy, it will evaluate the need for user training and specify what has to be

done for continuing maintenance. It is essential to address legal and regulatory issues.

This section will assess how well the system complies with applicable laws and rules,

with a focus on privacy and data security issues.

105
 Cost Benefit Analysis

I. Hardware
Recommended Specifications Quantity Cost
Requirements

IDEAPAD 3 14IGL05 N100 8GB DDR4 256SSD Shared W11 14" HD 1 22,999.00

Total:₱22,999

Table 1 - Hardware Cost

source:
https://cdn.shopify.com/s/files/1/0217/5985/2608/files/Lenovo_NOTEBOOKS_1121202
3.pdf?v=1700538794

II. Software Development Cost

Personnel No. Cost

Programmer 1 25, 474.00/month

System Analyst 1 28, 956.00/month

Database Administrator 1 50,285.00/month

Total:₱104,715.00

Table 2 - Software Development Cost

Source: ph.indeed.com

106
III. Operational Cost

A. System Cost
Items Specification Costs

Operating System Windows 10 Home 5,999.00

Front End Java Free

Back End Java 18 and MySQL Free

Total:₱5,999.00

Table 3 - Software Development Cost

source:

https://villman.com/

B. Utility and Expenses

Particulars Cost

Electricity 1, 280.00

Internet 1, 299.00

Total:₱2,579.00

Table 4 - Utility and Expenses

source:

www.meralco.com.ph

globe.com.ph

Computer Usage 32.00/day for 16 hours in a month

107
 C. Training Cost

Personnel Amount per Days Hours Total

day

Admin 200.00 1 4 200.00

Employee 200.00 1 4 200.00

Total:₱400.00

Table 5 - Training Cost

(50.00 / hour * 4 Hours) * 1 Day = 200.00

Description Amount

I. Hardware Cost 22,999.00

II. Software Development Cost 104,715.00

III A. System Cost 5,999.00

III B. Utility Expense 2,579.00

III C. Training Cost 400.00

Total Costs: ₱136,692.00

Table 6 - Summary Cost

108
Estimated Benefits:

Accuracy and efficiency of the software at approximately 80%

Total estimated Benefits = 136,692.00 * 80%

Total = ₱109,353.60

Payback Period:

Payback Period = (Total Cost / Total Estimated Benefits) * 12

= (₱136,692.00 / ₱109,353.60) *12

Total = 15 months or 1 year and 3 months

Return of Investment (ROI):

Return of Investment = (Total Estimated Benefits / Total Cost) * 100

= (₱109,353.60 / ₱136,692.00) * 100

Total = 80%

109
Materials

Testing and Operating Procedure

Blue and Gold Catering is a Inventory Management System which aims to give its

users to opt into an inventory management system rather than the traditional manual

procedure. The Inventory Management System ensures that it is secure, accurate, and

efficient when it comes to maintaining stock levels, checking of inventory to prevent

stockouts.

Unit Testing

● Security Function: Test functions for user authentication, and proper authorization

of levels of access of the user.

● Inventory Management Function: Check if “Add”, “Update stocks”, and “Set

Critical Level” are working as intended for the equipment and the ingredient

stocks.

● Reservation Function: Test after adding the “Client name”, “Reservation Date”,

“Description”, “Package Name”, “Equipment List”, and “PAX” will work as

intended.

● Package Function: Test add “Add Recipe”, “Remove Recipe”, will work as

intended.

● Recipe Function: Test if “Add Ingredient”, “Remove Ingredient”, and “Add

Recipe” for recipe adding

110
 ● Ingredients Function: Testing of “Add”, “Update”, “Remove” Ingredients.

Integration Testing

● Ensure that the UI is aligned with their corresponding levels of access. Like how

an Admin can only do certain actions, the same goes with manager.

● Verify if the Registering of the reservation, packages, recipe, and ingredients

works well with each other modules.

● Ingredients cannot be removed from the recipe if it is in the recipe.

System Testing

● Check if from logging in, up to reserving works as intended. If the manager is

able to Register an ingredient, register the recipe with the ingredients needed,

register the package with the recipes required, and can reserve with the package.

● Make sure that in the admin’s view, logs and backups & restore can be done.

Acceptance Testing

● Test if both the admins and employees meet the requirements and satisfies their

expectations of what the software provides.

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Performance Testing

● Make sure that the reservation, inventory management, and registration of the

ingredients, recipes, and packages are working when data is large in low-spec

computers.

Security Testing

● Test the login module's security to guarantee reliable authentication and keep out

unwanted access.

Software Evaluation

A software system's effectiveness is determined by several key quality attributes.

Functionality ensures the system can perform its intended tasks flawlessly across a

variety of operating environments and conditions. Security measures protect the system's

data integrity and confidentiality, preventing unauthorized access or tampering, and

ensuring regulatory compliance. Reliability is essential, as the system must execute its

duties consistently without failures or interruptions over time, providing stability and

predictability for users. Finally, an intuitive, user-friendly design enables easier

navigation and access, improving the overall user experience and satisfaction. By

prioritizing these critical quality attributes, software systems can effectively meet

specified requirements and user needs, delivering desired outcomes efficiently.

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 The user experience of the proposed Inventory Management system for Blue and

Gold Catering Services will be evaluated in accordance with ISO 25010 standards. To

gather user feedback on key aspects of the software system, an initial survey using a

5-point Likert scale would be an effective approach. This type of scale allows participants

consisting of 10 IT professionals and 10 non IT professionals to indicate their level of

agreement or disagreement with various statements, providing quantifiable data that can

be used to comprehensively assess user perception and satisfaction. The Likert scale

would cover important topics such as the system's usability, functionality, and overall

user satisfaction. By collecting this quantitative feedback, the development team can gain

valuable insights into how users perceive the software's performance and identify areas

for potential improvement.

Software Evaluation Criteria

Criteria Rating
Reliability - Performs specific functions under specified conditions for 5 4 3 2 1
a specified period of time.
1. The systems’ ability to operate despite software or hardware issues.
2. The software handles concurrent users and transactions efficiently.
3. The degree to which users can access, create and open their accounts
in the system anytime.

Security – Measures and mechanisms in place to protect data, ensure 5 4 3 2 1

privacy and prevent unauthorized access.
1. The product ensures data accessibility only to authorize
Administrator or Manager, to enforce confidentiality.
2. The system prevents unauthorized access or manipulation of data,
with respect to the roles provided.

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 3. The system implements a unique username, password with identified
parameters and level of access.

Performance - Ensures capabilities to deliver a precise inventory 5 4 3 2 1

management that precisely addresses both explicit and implicit user
requirements.
1. The system can handle large volumes of inventory data and
transactions without significant delays.
2. The system can provide real-time updates on inventory levels and
usage.
3. The system meets user's expectations for responsiveness.

Usability - Degree to which the system can be used by specified users 5 4 3 2 1

to achieve specific goals with effectiveness, efficiency and satisfaction
in a specified context of use.
1. The system can provide an interface that can enhance the user
satisfaction when they navigate various system’s features.
2. The degree to which a system can be used by specified users to
achieve specific goals of learning to use the product or services of the
system effectively.
3. The degree to which a system has attributes that make it easy to
operate and control is operability.

User-friendly – The ease with which users can learn, navigate, and use 5 4 3 2 1
the system to complete their inventory management better.
1. The software's user interface (UI) is easy to interpret.
2. The users can easily grasp the run through of the system and its
functionalities.
3. The software's menus and navigation paths are well-organized and
avoid misleading buttons or functionality.

Table 7 Criteria

Work Plan (Work Breakdown Structure)

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 Figure 71. Gantt Chart

This diagram shows the work breakdown structure made by the proponents in the

span of 5 weeks. The progress began mid May 3rd to 4th week, as the proponents started

to do some revisions in the program, they also started to do start on other parts in

Software Engineering in order to progress little by little. The development of this

Inventory Management will greatly impact Blue and Gold Catering Services.

Algorithm Implementation

The proponents have chosen to utilize (FIFO) First in First out algorithm for this

system that can be useful due to a certain module, same with Rule Based algorithm, the

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importance of knowing the use of such algorithms is vital inorder to make an inventory

system for Blue and Gold Catering Services.

First In First Out Algorithm

This Algorithm can be of use in the reservation module since for every

reservation the first one that is reserved would be the first one out respectively. Knowing

that such an idea can be applied in this module, therefore the algorithm simply enforces

the reservation module. This FIFO method aligns with the natural flow of inventory,

where the oldest items are expected to be sold or used first. The FIFO algorithm is

straightforward to implement and maintain, making it a widely adopted inventory

valuation method across various industries.

Rule Based Algorithm

The key benefit of a rule-based inventory management algorithm is its ability to

consistently apply expert knowledge and operational best practices, leading to improved

inventory availability, reduced costs, and better alignment with business objectives. The

rules-based approach is particularly effective when the number of supply chain choices is

limited, making it a suitable option for medium-term tactical planning. Therefore by

setting a certain critical level on stock that can be set by the manager, then that rule

would be strictly followed making this algorithm work well with the stocks module. The

system also checks for available reservations by setting a certain date. Another one is an

ingredient that exists within the recipe module, it cannot be removed, but can still add or

edit since it will have a conflict. With these rules set by the proponents, this system

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would really help Blue and Gold Catering Services become more efficient and refrain

from any human error.

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