Subject: Database Management System

Branch: CO, AI, IF

Scheme: I and K Scheme

Board: MSBTE

Academic Year: 2023-2028

A product by MSBTE STORE

Title - Creating Inventory Management System in MS Access.

 Micro Project On Creating Inventory Management System in MS
Access

1.0 Introduction

The Inventory Management System (IMS) is a comprehensive solution designed to

streamline and optimize the tracking of inventory within a retail store or warehouse
environment. With the aim of enhancing operational efficiency and minimizing stock-related
challenges, this project leverages the power of Microsoft Access to create a robust
database-driven system. By meticulously organizing product information, supplier details,
sales records, and purchase history, the IMS empowers users to make informed decisions
about stock levels, procurement strategies, and customer interactions.

2.0 What is Microsoft Access ?

MS Access or Microsoft Access is Database Management System (DBMS) by Microsoft. In

Microsoft Access, Jet Database Engine is merged with the Graphical User Interface (GUI) and
Software development tools. You can create customizable database applications using MS
Access with many built-in functions like string, numeric, date, and information functions. MS
Access 2016 is a part of the MS Office suite. Here we will learn the basics of MS Access and
its designing and implementation

One of the main applications of DBMS is that it can also be used to manage an accounting
system. And MS Access is one of the popular DBMS tools that is used for the same. As
Microsoft’s primary database program MS Access has many applications in the economic
world.
3.0 Components of MS Access.

There are seven major components of Microsoft Access. When we create a component
in Access it is an object, and several similar objects grouped together will constitute a class.
Let us take a look at the components.

● Tables

In MS Access Tables store the data or the information that you feed the program. The
data table can be created with the required field names, properties etc as desired by the
user. If the table is not created correctly, the database may be slow in giving results or give
wrong results entirely. So it is essential the table be created properly and carefully.

● Relationships

Relationships are the connections that form between one or more table. So the
relationships can be one-on-one, one-to-many and then of course many-to-many.

● Queries

Queries are when the user or the programmer requests the database for information. The
objects help create a SQL compatible query, which can help store data and retrieve
information from the database. Queries can also sort and filter data as per the query
statement.

● Forms

This is an object class which allows the programmer/designer to create a user interface
for MS Access. A form is defined by tables and queries.

● Reports

Once all the data has been entered into the database, the user will want to view the
information. For this he can run reports which will allow him to view the information, or
summarize the information.
4.0 System Requirements.

Microsoft Access is a part of the Microsoft Office suite, and its system requirements
typically align with those of the Office suite. Here are the general system requirements for
running Microsoft Access:

For Office 365:

1. Processor: 1.6 gigahertz (GHz) or faster, 2-core

2. RAM: 4 GB (64-bit), 2 GB (32-bit)
3. Hard disk: 4 GB of available disk space
4. Display: 1280 x 768 screen resolution
5. Graphics: Graphics hardware acceleration requires DirectX 9 or later, with WDDM
2.0 or higher for Windows 10 (or WDDM 1.3 or higher for Windows 11).
6. Operating System: Windows 10 or Windows 11, macOS, or the three most recent
versions of iOS (for Office on iPad).

For older versions of Office (such as Office 2019, Office 2016, etc.) the requirements are
generally similar, but it's always recommended to check Microsoft's official documentation
for the most accurate and up-to-date information.

5.0 Aims/Benefits of the Micro-project

1. Developing Database Skills: This project aims to help you practice and develop your
database design and development skills using Microsoft Access.
2. Understanding Relational Databases: It aims to deepen your understanding of how
relational databases work, including designing tables, establishing relationships, and
creating queries.
3. Practical Application of Concepts: It provides a practical context for applying
concepts like primary keys, foreign keys, normalization, and data integrity.
4. Improving User Interface Design: Creating forms and reports helps you work on user
interface design, making it more user-friendly and intuitive for end-users.
5. Managing Student Information: The primary aim is to efficiently manage student
records, courses, and grades in a structured and organized manner.
6.0 Course outcome addressed.

Here are some potential course outcomes that could be addressed by working on a project
like the Inventory Management System:

1. Database Design and Management: This project involves designing and

implementing a database schema to efficiently store and manage inventory-
related information.
2. User Interface Design: Creating forms and reports in MS Access requires a
solid understanding of user interface design principles. This project
showcases the ability to design user-friendly interfaces.
3. Data Validation and Integrity: Implementing data validation rules ensures
that only accurate and valid information is entered into the system.
4. Querying and Reporting: Writing queries to retrieve specific information
from the database and generating meaningful reports is a key component of
this project. It demonstrates the ability to extract valuable insights from a
dataset.
5. Automation and Workflow Optimization: The optional implementation of
Macros or VBA for tasks like sending alerts and performing calculations
highlights the capability to automate processes for increased efficiency.
6. Systems Integration (if applicable): If the IMS interfaces with other systems
(e.g., Point of Sale, ERP), it addresses the skill of integrating disparate systems
to work together seamlessly.
7. Problem Solving and Decision Making: The IMS assists in making informed
decisions about stock levels, procurement strategies, and customer
interactions, showcasing the ability to analyze data.
8. Project Management and Documentation: Planning, designing,
implementing, and testing the IMS involves project management skills,
including task prioritization, time management, and documentation of the
development process.
9. Adaptability and Continuous Improvement: The project emphasizes the
importance of adapting to changing business requirements and maintaining
and updating the system based on user feedback and evolving needs.

These outcomes collectively demonstrate a comprehensive understanding and application

of database management, user interface design, automation, and problem-solving skills
within the context of inventory management.
7.0 Proposed methodology

To Here's a proposed methodology for developing the Inventory Management System (IMS)
using MS Access:

1. Requirement Analysis and Planning:

● Conduct meetings with stakeholders to gather detailed requirements for the IMS.
● Define project scope, objectives, and deliverables.
● Create a project plan outlining tasks, timelines, and resource allocation.

2. Database Design:

● Design the database schema based on the gathered requirements.

● Define tables, relationships, and data attributes (fields).
● Normalize the database to eliminate redundancy and ensure data integrity.

3. Form and Report Design:

● Design user-friendly data entry forms for adding and editing product details, supplier
information, sales records, and purchase history.
● Create insightful reports for viewing and analyzing inventory-related information,
such as sales summaries, low stock alerts, and purchase history.

4. Data Validation and Integrity:

● Implement data validation rules to ensure accurate and valid data entry.
● Define constraints to enforce rules, such as positive quantity values and correct date
formats.

5. Query Development:

● Write queries to extract specific information from the database, such as finding
products with low stock, calculating profits, and generating sales reports.

6. Macro and VBA Implementation (Optional):

● If automation is desired, develop Macros or VBA scripts for tasks like sending alerts
for low stock, calculating profits, and updating stock levels based on sales and
purchases.
7. Testing and Quality Assurance:

● Thoroughly test the IMS to ensure functionality, accuracy, and performance.

● Conduct user acceptance testing (UAT) with stakeholders to validate that the system
meets their requirements.

8. User Training and Documentation:

● Provide training to end-users on how to effectively use the IMS.

● Create user documentation, including guides and FAQs, for reference.

9. Deployment:

● Deploy the IMS to the production environment.

● Monitor the transition and ensure that all data is migrated correctly.

10. User Support and Maintenance:

● Provide ongoing support to end-users for any questions or issues.

● Establish a system for maintaining and updating the IMS based on user feedback and
changing business requirements.

11. Monitoring and Evaluation:

● Continuously monitor the performance and usage of the IMS.

● Evaluate the system's effectiveness in meeting business objectives and make
adjustments as needed.

12. Project Closure:

● Conduct a final review to ensure all requirements have been met.

● Document lessons learned and best practices for future reference.

Following this methodology will help ensure a structured and systematic approach to
developing the Inventory Management System, leading to a successful implementation that
meets the needs of the stakeholders.
8.0 Resources used

Sr. no. Name of resource material Specifications Quantity

1 textbook Database Management System 1

2 internet Wikipedia

3 PC windows 11 1
9.0 Brief Description:-

The Inventory Management System (IMS) is designed to be a versatile tool that caters to
the specific needs of retail stores and warehouses alike. One of the distinguishing features
of this system is its ability to seamlessly integrate with existing workflows, allowing for a
smooth transition into more efficient inventory management practices. By leveraging the
power of Microsoft Access, the IMS offers a user-friendly interface that empowers users to
easily input, track, and retrieve critical inventory data. The system's intuitive data validation
ensures that only accurate and reliable information is entered, further enhancing data
integrity. Additionally, the optional automation capabilities, achieved through Macros or
VBA scripts, enable the IMS to proactively address low stock situations, calculate profits, and
update stock levels in real-time.

Furthermore, the IMS places a strong emphasis on reporting, providing users with the
ability to generate insightful reports on sales trends, low stock alerts, and historical
purchasing data. With a robust foundation in place, this Inventory Management System is
poised to revolutionize the way businesses handle their inventory, ultimately leading to
improved customer satisfaction and increased profitability.
10.0 Actual Resources Used

Sr. no. Name of resource material Specifications Quantity

1 textbook Database management System 1

2 internet Wikipedia

3 PC windows 11 1

11.0 Steps to Create Database.

Creating an Inventory Management System (IMS) in MS Access involves several steps. I'll
guide you through the process.

Step 1: Define Requirements

Before you start building the IMS, it's important to gather requirements. Consider what
information you want to track, such as:

1. Product details (name, description, category, price, supplier, etc.).

2. Stock levels (quantity on hand, minimum stock level, reorder point, etc.).
3. Sales records (date, quantity sold, customer information, etc.).
4. Purchase records (date, quantity purchased, supplier information, etc.).
5. Reports and analytics (e.g., low stock alerts, sales reports, profit analysis, etc.).

Step 2: Design Database Schema

In MS Access, create a database to hold the tables that will store your data. Here's an
example of a basic schema:

1. Products Table
● ProductID (Primary Key)
● ProductName
● Description
● Category
● Price
● QuantityInStock
● ReorderPoint
● DateAdded.

2. Suppliers Table
● SupplierID (Primary Key)
● SupplierName
● ContactInfo

3. Sales Table
● SaleID (Primary Key)
● ProductID (Foreign Key)
● QuantitySold
● SaleDate
● CustomerName

4. Purchases Table
● PurchaseID (Primary Key)
● ProductID (Foreign Key)
● QuantityPurchased

Step 3: Create Forms

Create forms for data entry and manipulation. You'll need forms to add, edit, and view
products, suppliers, sales, and purchases. MS Access has a user-friendly form designer.

Step 4: Create Queries

Write queries to retrieve and manipulate data. Examples of queries include finding products
with low stock, calculating profits, and generating sales reports.

Step 5: Generate Reports

Design reports to present information in a structured format. Reports could include sales
summaries, low stock alerts, and purchase history.

Step 6: Implement Data Validation and Integrity

Set up data validation rules to ensure that only valid data is entered. For example, enforce
that quantity values are positive integers, and dates are in the correct format.

Step 7: Test the System

Thoroughly test the system to ensure that it works as expected. Test different scenarios to
uncover any potential issues.

Step 8: Deploy and Train Users

Once you're confident in the system's functionality, deploy it to the users. Provide training
to ensure they know how to use the IMS effectively.

Remember to continuously maintain and update the system based on user feedback and
changing business requirements. This will help ensure that the IMS remains a valuable tool
for managing your inventory.
12.0 Output of project.
13.0 Skill Developed / Learning outcomes of this Micro-Project
The development of the Inventory Management System (IMS) in MS Access encompasses a
range of valuable skills and learning outcomes for individuals involved in the project:

1. Database Design and Management: Participants gain proficiency in designing and

implementing a database schema, including creating tables, defining relationships,
and organizing data efficiently.
2. User Interface Design: Designing intuitive data entry forms and informative reports
hones skills in creating user-friendly interfaces that enhance data input and retrieval.
3. Data Validation and Integrity: Implementing data validation rules reinforces the
importance of maintaining data accuracy and integrity within a database application.
4. Querying and Reporting: Writing queries to extract specific information and
generating meaningful reports highlights the ability to extract actionable insights
from a dataset.
5. Automation and Workflow Optimization: The optional implementation of Macros or
VBA scripts demonstrates proficiency in automating tasks, streamlining processes,
and increasing operational efficiency.
6. Systems Integration (if applicable): If the IMS interfaces with other systems,
participants learn the skill of integrating disparate systems, fostering interoperability
between applications.

14.0 Applications of this Micro-Project

The Inventory Management System (IMS) developed in MS Access has several practical
applications across various industries and business contexts:

1. Retail Stores: Retailers can utilize the IMS to track and manage product inventory,
monitor sales trends, and generate reports on popular items.
2. Warehousing and Logistics: Warehouses can use the IMS to efficiently manage stock
levels, monitor incoming and outgoing shipments, and optimize storage space.
3. Manufacturing Companies: Manufacturing firms can implement the IMS to keep
track of raw materials, work-in-progress, and finished goods inventory.
4. E-commerce Platforms: E-commerce businesses can benefit from the IMS to manage
product listings, monitor order fulfillment, and track sales and returns.
5. Wholesale Distributors: Wholesale distributors can employ the IMS to manage a
wide range of products, including different categories and brands, while optimizing
procurement processes.
6. Healthcare Facilities: Hospitals and clinics can use the IMS to manage medical
supplies, track medication usage, and ensure essential items are always available for
patient care.
 7. Food and Beverage Industry: Restaurants, bars, and catering companies can employ
the IMS to track food and beverage inventory, manage perishables, and optimize
purchasing.
8. Construction and Engineering: Construction companies can use the IMS to manage
tools, equipment, and materials on-site, ensuring that projects have the necessary
resources.

Conclusion

In conclusion, the development of the Inventory Management System (IMS) in MS Access

represents a significant milestone in revolutionizing how inventory is managed within retail
stores and warehouses. This project has successfully demonstrated the integration of robust
database design principles, user-friendly interface design, and efficient data validation
techniques to create a versatile tool that addresses the specific needs of various industries.
The optional implementation of automation through Macros or VBA scripts further
enhances operational efficiency, reducing manual intervention and potential errors. With its
capability to generate insightful reports and provide real-time updates on stock levels, the
IMS empowers businesses to make informed decisions and strategically plan for the future.
Overall, this project not only showcases technical proficiency but also highlights the
potential for tangible business impact through improved inventory management practices.
The IMS stands as a testament to the effectiveness of utilizing technology to optimize
operational processes and drive organizational success.
Reference
1. https://msbtestore.com/

2. https://www.wikipedia.org/

3. https://www.google.com/

4. https://www.youtube.com/