RIFT VALLLEY UNVERSITY

COLLEGE OF UNDERGRADUATE STUDY

DEPARTEMENT OF COMPUTER SCINCE

NEKMETE COMPUS
STOCK AND INVENTORY MANAGEMENT SYSTEM FOR NEKEMTE
TVET COLLEGE.

PREPARED BY TEAM OF :

No Name Of students ID
1 Iyasu Dasalegni

2 Hailu Jabesa
3 Bethelem Kidanu__
4 MinitamirAndualem
5 Kenenitu Ermias

THIS PROJECT WORK IS DONE AND SUBMITTED IN PARTIAL

FULFILLMENT FOR FINAL PROJECT SUBMISSION OF DGEREE IN
COMPUTER SCIENCE COMPUS WITH RELEVANT REWARD AND
RESULT.

May 18/2025

NEKEMTE , ETHIOPIA
 RIFT VALLLEY UNVERSITY
COLLEGE OF UNDERGRADUATE STUDY

DEPARTEMENT OF COMPUTER SCINCE

NEKMETE COMPUS

APPROVAL SHEET FOR SUBMITTING PROJECT PROPOSAL TITLED AS

STOCK AND INVENTORY MANAGEMENT SYSTEM

SUBMITTED BY:

SUPPER VISIORS AND EXAMINERS NAME AND SIGN

______________________ _____________ ______________

Name of main supervisors Approved by Signature Date

1. _____________ _____________ ___________

1st Examiner name Signature Date

2. ______________ _______________ ______________

2nd Examiner name Signature Date

3. ________________________ ________________

3rd Examiner Signature Date

May 18/2025

KEMTE , ETHIOPIA
DECLARATION
I declare that this technology proposal work titled as “stock and inventory
management system. ” is my own original work, and has not been submitted and worked
as a requirement for the award of any business in the market or any elsewhere.

ACKNOWLEDGEMENTS
i
This project work is prepared in the partial fulfillment of the requirement for the
Degree of bachelor of computer science. Trying for basic satisfaction and success of
completion of this task would be incomplete without heartfelt thanks to people whose
constant guidance, support and encouragement made this work successful. On doing this
undergraduate project we have been fortunate to have help, support and encouragement
from many people we would like to acknowledge them for their cooperation. Our first
thanks goes to Rift valley university Teachers for encouraging and giving necessary
document such a worthy make this future project. Our next batch of thanks goes to the Rift
valley university Teacher ,Stores Manager, finance manager, College dean and our project
advisor without his help our project would have been impossible to complete.

ii
 Abstract.
This system provides superior management over inventory by optimizing inventory stocking
levels for excellent customer service. It maintains all the information about Nekemte Tvet
college regarding employees, different stock levels etc.

Proposed Online Inventory Management System mainly provides effective and fast data
processing and controlling of stocks. This web based system of managing inventory in a college
setting is expected to help various services keep an updated data on the status of their tools and
equipment. In designing such a system, PHP has been employed as a development language and
MySQL as a back end database with CSS implemented for the interface. Generally, the main
goal of proposed online inventory management system is to shorten data-processing time, to
reduce errors, to improve the accuracy of input and to provide data reliability of the stock.

iii
 Table of Contents
DECLARATION..............................................................................................................................i

ACKNOWLEDGEMENTS............................................................................................................ii

Abstract........................................................................................................................................iii

LIST OF TABLE............................................................................................................................vi

LIST OF FIGURES.......................................................................................................................vii

1.1. Bag round of the system...........................................................................................................1

1.2. Motivation.................................................................................................................................2

1.3. Statement of the problem..........................................................................................................2

1.5. Objectives.................................................................................................................................2

1.5.1. General Objective..................................................................................................................2

1.5.2. Specific Objectives................................................................................................................2

1.5.2. Scope and limitation of the project........................................................................................3

1.7 Limitation of the project............................................................................................................3

1.8 Methodology for the project......................................................................................................4

1.8.1. Data collection method..........................................................................................................4

1.9 System analysis and design methodology.................................................................................4

1.10 Testing and deployment Methodology....................................................................................4

1.10.1 Black box testing..................................................................................................................5

1.10.2 White box testing..................................................................................................................5

1.10.3. Benefits of this project.........................................................................................................5

1.4. Significant of the project..........................................................................................................6

1.11 Development environment....................................................................................................6

1.11.1 Hardware tools......................................................................................................................6

1.11.2 Software tools.......................................................................................................................6

iv
1.12 Implementation Methodology..............................................................................................7

1.13.1 Operational Feasibility..........................................................................................................7

1.13.3 Economic feasibility.............................................................................................................7

1.14. Schedule Feasibility................................................................................................................8

1.14.1. Schedule Breakdown............................................................................................................8

Chapter 2..........................................................................................................................................1

OVERVIEW OF EXISTING SYSTEM..........................................................................................1

2.1. Description of the Existing System...........................................................................................1

2.2. Description of the Existing System...........................................................................................1

2.3. Player of the Existing System...................................................................................................1

2.4 Work Flow of the Existing System............................................................................................1

2.5 Report Generating in the Existing System.................................................................................1

2.7 Problem in the Existing System.................................................................................................2

2.8 Alternative Solution...................................................................................................................3

2.9 The Proposed System................................................................................................................3

2.10 Functional Requirement of the New System...........................................................................3

2.11 Non Functional Requirement of the New System...................................................................4

CHAPTER THREE.........................................................................................................................5

SYSTEM DESIGN..........................................................................................................................5

3.1. Overview of the Proposed System............................................................................................5

3.2 Use Case Diagram.....................................................................................................................5

3.3.1 Use Case Documentation........................................................................................................6

3.2 Analysis Level of Class Diagram............................................................................................18

3.3. Sequence Diagram..................................................................................................................20

3.4 Activity Diagram.....................................................................................................................26

v
CHAPTER FOUR.........................................................................................................................31

SYSTEM ANALYSIS AND DESIGN.........................................................................................31

4.1.Introduction..............................................................................................................................31

4.2 Design Class Diagram.............................................................................................................31

4.3 State Chart Diagram................................................................................................................32

4.4. Database Design.....................................................................................................................35

4.5 Normalization..........................................................................................................................36

4.5.1 First normal form (1NF).......................................................................................................37

4.5.2 Second normal form (2NF)...................................................................................................38

4.5.3 Second normal form (2NF)...................................................................................................39

CHAPTER FIVE...........................................................................................................................40

IMPLEMENTATION OF THE NEW SYSTEM..........................................................................40

5.1 Introduction..............................................................................................................................40

5.2 User Interface...........................................................................................................................40

Bibliography................................................................................................................................44

vi
LIST OF TABLE

Table 1the overall cost of the project............................................................................................15

Table 2 time and schedule of the project.......................................................................................16
Table 3 team responsibility of the project.....................................................................................17
Table 4use case of user wrong credintiality...................................................................................7
Table 5 Main Course of Action about Add New User Account......................................................8
Table 6 Main Course of Action about Update Account..................................................................9
Table 7 Main Course of Action about Inactivate Account...........................................................10
Table 8 Main Course of Action about Add Item...........................................................................11
Table 9 Main Course of Action about Update Item......................................................................12
Table 10 Main Course of Action about Delete Item......................................................................13
Table 11 Main Course of Action about View Report....................................................................14
Table 12 Main Course of Action about View Item.......................................................................15
Table 13 Main Course of Action about Take Item Request..........................................................16
Table 14 Main Course of Action about Return Item Requesting.................................................17
Table 15 Main Course of Action about Receive Response...........................................................18
Table 16 request for user login......................................................................................................37
Table 17 user data..........................................................................................................................38
Table 18 item table........................................................................................................................38
Table 19 returned table..................................................................................................................38
Table 20 normalized table.............................................................................................................39

vii
LIST OF FIGURES
Figure 11 Use Case of the Proposed Inventory Management System.............................................6
Figure 2 Class Diagram of our System..........................................................................................19
Figure 3 Sequence Diagram of Login............................................................................................20
Figure 4 Sequence Diagram of Add New User.............................................................................21
Figure 5 Sequence Diagram of Update User.................................................................................22
Figure 6 Sequence Diagram of Inactive User Account.................................................................23
Figure 7Sequence Diagram of Add Item.......................................................................................24
Figure 8 Sequence Diagram of View Report.................................................................................25
Figure 9 Sequence Diagram of Request Item................................................................................25
Figure 10 Activity Diagram of Add New User............................................................................26
Figure 11 Activity Diagram of Manage User...............................................................................27
Figure 12 Activity Diagram of Add Item......................................................................................28
Figure 13 Activity Diagram of View Report.................................................................................29
Figure 14 Activity Diagram of Take Request Item.......................................................................30
Figure 15 Design of Class Diagram...............................................................................................31
Figure 16 State Chart of Login......................................................................................................32
Figure 17 State Chart of Add User................................................................................................32
Figure 18 State Chart of Update Item...........................................................................................33
Figure 19 State Chart of Delete Item.............................................................................................33
Figure 20 State Chart of View Report...........................................................................................34
Figure 21 State Chart of View Item...............................................................................................34
Figure 22 State Chart of Request Item..........................................................................................35
Figure 23 Database Design of the Proposed Inventory Management System...............................36
Figure 24 well come to or login page of the system.....................................................................41
Figure 25 admin page of the system..............................................................................................42
Figure 26 user registration page of the system.............................................................................43

viii
1.1. Bag round of the system
This Inventory Management System is a Web based application; the main aim of the project is to
develop Inventory Management System for Nekemte Tvet college model software in which all the
information regarding the stock of the college is presented. It is an intranet web based application
which has admin component to manage the inventory and maintenance of the inventory system. This
web application is based on the management of stock of the college. The application contains generally
college stock details, Purchase details and the remaining stock that are presented in the organization.
There is a provision of updating the inventory also. This application also provides the remaining
balance of the stock as well as the details of the balance of transaction. Each new stock is created and
entitled with the name and the entry date of that stock and it can also be updated any time when
required as per the transaction is returned in case. It has login page created in order to protect the stock
management of organization preventing it from the threads and misuse of the inventory.

The importance of implementing a web based inventory system for Nekemte Tvet College has become
vital as most of the time the information are accessible directly, so making the details of the usage of
the equipment available, and improving the movement and anticipation of their demand as well as the
productivity of the system as a whole. The implementation of this web-based inventory system can
help Nekemte Tvet College to develop the skills to handle with its operational environments. Because
lack of system tool to be used for monitoring the availability and quantity of materials in the college.

Nekemte Tvet college was officially established in October 1993 and through times, a number of
departments and programs were opened and its admission capacity was also increased.

The college has currently 70 male and 30 female totally 302 worers,who are employed based on
college statics. [ CITATION www22 \l 1033 ]

The Store office of the College of Teacher was established during this time and has developed from
time to time with the development of the College. As its capacity was developing from time to time,
the number of its workers staff was also increasing and presently has reached four which was only one
at the beginning. The Store of Nekemte Tvet College is the back bone of the college by managing any
activities related to materials available in the college. Now a days, Nekemte Tvet College store office
gives many services, including the following onces:

➢ Registering new materials : on manual based using model 19 receipt for recording new material

➢ Generate report periodically : every 6 month and yearly

1
➢ Offering materials to the users : when offering materials to user a record is kept in a document
called model 20

1.2. Motivation
It is important and interested job to develop web based Online Inventory
management system for enterprise or IMX in Nekemte city due to the expansion
of a number of faculties and market demand increased in Nekemte town which
faced difficulty in managing inventories, until this day computerized system
wasn’t developed, to provide a solution in complexity of the office by developing
web-based system.

1.3. Statement of the problem

Nekemte TVET college currently uses manual system of inventory management system to manage all
the properties of the college, this manual system has so many problems. In the manual system it is
difficult to handle reservation, because the stock clerk is forced to check manually the entire list of
materials which stored in the stock, and also the current system does not allow speed processing of
users request adjustment and cancellation of what has been reserved. In the current system, to generate
a report requires much effort and it is time consuming. The stock record keeping system is poor and
subjected to a number of problems such as files can be destroyed or stolen and it difficult to identify
the materials where they are stored because of the presence of different stores, In addition to this it is
also difficult to manage and control daily activities. So our project aim is to solve the above stated
problems. Difficult to manage and control daily activities of the organizations inventory flow.

1.5. Objectives

1.5.1. General Objective

The general objective of this project is to develop computerized system for
Inventory Management System in for Nekemte Tvet College .

1.5.2. Specific Objectives

 Gathering required information for proposed system.
 To Design the particular function of proposed system by UML
 To implement User friendly GUI for the proposed system.
 To create and implement a database for the proposed system.
 To Implement a report module.
 To Test and deploy the developed system.
 To document the system
2
1.5.2. Scope and limitation of the project
The scope of the stock and Inventory management system is to serve customers efficiently. This study aims to help
the staff/employees of NTVET college and enterprise working in various shop to make their work faster by using
the system where they can monitor the remaining products in the records where they can see in the database. The
system will provide a good service to the company like better transaction process that brings bigger profit.

This stocks and inventory management system are focused on sales and inventory system of IMX of Nekemte
Town and NTVT college. The store is located at various shop and supper market. Along the process, the sales
incurred by the said establishment will be updated automatically during every transaction. The transaction and
recording process will be made accurate, fast and reliable due to the reduction of human error. The system will also
provide computerized searching of inquired products; it will generate accurate records in the inventory, and it will
also provide system security to protect the business in the records. This study does not include the following
features: the use of barcode scanner technology, payroll for the establishment employees. It does not support the
online transaction and accepts payment through checks.
On other hand, the scope of this project is limited to developing a web based Inventory Management System for
the store office of Nekemte Tvet College. The project attempts only to develop computerized Inventory
Management System by means of which is store management tasks of the college will be carried out. It is also
limited to developing the system for only the store management office of Nekemte tevet college, and therefore, it
will not include other work units in the college. The reason why the scope of the project is limited to developing
the web based Inventory Management System in only a single work unit-the store and also in only a single College
is in one hand, due to time and budget constraints and on the other hand, it is to make the project manageable and
well attainable.

1.7 Limitation of the project

There are many constraints within our proposed system that limit its effectiveness of performance. Our system is
limited only in the process of inventory management system of the Nekemte Tvet College.

 Our application without intranet or internet it’s not functional

 Our application server requires sustainable electric power
 Information dependence on human entry
 Some of us have not laptop as an alternative during working the proposal of the project so, we has to work on
desktop and we lost data whenever power is off.

3
1.8 Methodology for the project
We use iterative model for our project. It is easy to manage due to flexibility of the model. The reason to choose
this model is that it allow us to can iterate back if error is occurring in one phase and we can return back to other
phase to fix errors at any phase of the project life cycle. The data collection methods, system development methods
and system development tools are described below.

1.8.1. Data collection method

There are different methods of data collection methods. From those we used the following methods to collect data
from the organization. [ CITATION FWi21 \l 1033 ].
Direct Observation: use this method to get the right information about the organization and also understand by
viewing how the existing system works.
Interview: through interviewing the department manager and another employee of the organization and we get
enough and reliable data which is important to do the project.
Document analysis: we analyzed the manual resources of the organization how the current system operates.

1.9 System analysis and design methodology

The method we have chosen to develop the system is object oriented system analysis methodologies (OOSAD).
The reason why we chose OOSAD are it is a popular technical approach to analysis and design the application. It
has two phase namely:

1.9.1 Object Oriented Analysis

In this stage, the problem is formulated, user requirements are identified, and then a model is built based upon real
world objects. During this phase, the team use this model the functions of the system (use case modeling), Find
and identify the business objects, will Organize the objects and identify the relationship between them and finally
model the behavior of the objects.

1.9.2 Object Oriented Design

In this stage, the complete architecture of the desired system is designed. The system is conceived as a set of
interacting subsystems that in turn is composed of a hierarchy of interacting objects, grouped into classes. System
design done according to both the system analysis model and the proposed system architecture

1.10 Testing and deployment Methodology

Testing procedure is the way to know the system functionality weather it is working according to the specification,
behavioral and performance requirements. Before directly deploying this system, the team perform two types of

4
testing procedures for its functionality and acceptance. These techniques are Black box testing and White box
testing.

1.10.1 Black box testing

The future project can be viewed only in terms of its input, output and transfer characteristics without any
knowledge of its internal workings. Black-box testing is a method of software testing that examines the
functionality of an application without peering into its internal structures or workings. This method of test can be
applied virtually to every level of software testing: unit, integration, system and acceptance. [ CITATION FWi \l
1033 ]
The team use this testing technique for the following reasons:
 Help to expose any ambiguities or inconsistencies in the specifications.
 Tests are done from a user's point of view.
 Tester and programmer are independent of each other.
 Tester needs no knowledge of implementation, including specific programming languages.

1.10.2 White box testing

We use this type of testing technique by observing the internal structures of our program. White- box testing (also
known as clear box testing, glass box testing, and transparent box testing, and structural testing) is a method of
testing software that tests internal structures or workings of an application. The team use this testing technique for
the following reasons:
It helps in removing the extra lines of code, which can bring in hidden defects. Early detection of errors during
software development.

1.10.3. Benefits of this project

First the stock manager is most benefited from the system because it creates easy
atmosphere to manage and control stock.

Secondly the customers are benefited since they save their time, energy and can simply
order items of their choice online just by visiting the site with their respective account. The
other benefited party is the shop worker itself because it simplifies the overall
management using involvement of Technology system.
This technology is beneficial and helpful for the following sectors including,
Customer : They will be given more quality service which will be more convenient for them. The new system
will reduce the time spent by customers in buying and paying process.

5
Manager : If the manager wants to check the status of their sale, he just needs to login into the system than to
check it manually.
Owner -: The owner will also benefit from the system because he or she can manage the system which provides
everything for the user, he can also benefit from the accurate records the system could produce.
Staff -: The staff will have an easy way of recording the orders. They will not have problems in product orders
since it’s now computerized. For optimal sales and inventory management processes, you need robust functionality
for managing your logistics facilities. Support for inventory management helps you record and track materials on
the basis of both quantity and value

1.4. Significant of the project

 The system will enhance the service offered by the store office.
 it Enables the store customers to get fast access and help to the organization in service
giving operations.
 Reduced labor costs
 Enhanced transparency
 The system will use to store the details of the inventory, stock maintenance, update the
inventory based on the sales details, generate sales and inventory report daily or
weekly based.

1.11 Development environment

Hardware and software tools are necessary for the development of the project. The following tools are used to
develop the proposed system:
1.11.1 Hardware tools
 Storage device like hard disk and flash disk.
 Internet cable.
 Personal computer:
 More than Core i5 processor 2.67 GHz.
 4GB RAM.
 Hard disk 500 GB

1.11.2Software tools
PHP programming language: -The team chose PHP Languages, because, PHP is an open source language and fast
prototyping language. This language is compatible with UNIX based OS as well as Windows OS The language can
be embedded in HTML directly. XAMPP Server: - XAMPP stands for x-os, apache, MYSQL, PHP, Perl. (X-os

6
means it can be used for any operating system.) . The team chose to use it because it is a preconfigured production
package and provides a good user interface which makes the development process much easier. Rational Rose, E
draw:-For designing UML diagrams associated with the project. They provide us good features and easy to use
over other tools. Microsoft office 2010:-to prepare documents and power points. Edit plus and notepad++:- for
writing code.
Browsers (Mozilla Firefox, UC browser, Baidu Browser, Chrome): because they are the widely used browsers.

1.12 Implementation Methodology

To produce high quality software that meets or exceeds user’s expectations, reaches completion within times and
cost estimates the team chooses iterative method. The basic idea behind this method is at each iteration, design
modifications are made and new functional capabilities are added. The reason why we choose iterative method:

 Testing and debugging during smaller iteration is easy.

 Risks are identified and resolved during iteration; and each iteration is an easily managed goal.
 Issues, challenges & risks identified from each increment can be applied to the next
 increment.

1.13 Feasibility study

A feasibility study is a preliminary study undertaken to determine and document a project practicality.it is essential
to evaluate the cost, operation, technical benefits of the proposed system. On the basis of the feasibility study
decision is taken on whether to proceed or to cancel the project.

1.13.1 Operational Feasibility

The developed system to provide accurate, active, secured service and decreases labor of inventory workers and as
well as registrar items. It is not limited to particular groups or body. It is a measure of how well a proposed system
solves the problems and takes advantage of the opportunities identified during scope definition and how it satisfies
the requirements identified in the requirements analysis phase of system development.

1.13.2 Technical feasibility

The programming languages and technologies to be used for developing the system are HTML, CSS, JavaScript,
PHP and MySQL and we can find this technology in open source and our team members have sufficient
knowledge of the listed programming language to develop and implement the system. Therefore, we can say our
project technically feasible. Because the customer has access privilege also compatible with modern technology.
This system was implemented based on computerized web based system.

7
1.13.3 Economic feasibility
This feasibility measure takes into consideration the cost benefit situation for a solution to be economically
feasible. Therefore, the benefit must outweigh the cost. The newly developing system provide many benefits to the
Nekemte Tvet College. The newly being developed system improve the organization efficiency, speed, security
and flexibility

Quantit
Type List item yy Total cost

Pen 6 6
0
Binder 2 3
0
Paper 1 packet 40
0
Hard ware
Flash 1, 4GB 30
required
0
Computer 1 16,000

Software Sublime text editor. 1 Fr

ee

Microsoft office Word 2010

1 Free

Antivirus 1 Free

SQL 2005 server 1 Free

requirement
Microsoft office Visio 2007
1 Free

XAMPP 1 Free

E-Drawmax 1 Free

Total 17 16,790

Table 1the overall cost of the project

1.14. Schedule Feasibility

We expect that the project must be completed within the time frame stated, so that the
system will be feasible regarding schedule.

8
 1.14.1. Schedule Breakdown
NO. Task name
2017E.c
jan-10 Febu- June 30-
2017- 15 May 17- may 20 2017- 2017
jan 2017- 2017- june20 -2017
20 -2017 febu may20
25-2017 -2017
1 Requirement
gathering
2 System
requirement
specification

3 System
designin
g
4 System
implementation

5 Operation testing

Table 2 time and schedule of the project

Team Composition
9
 The following are the types of tasks and as well as the responsibility each of the team

Jobs Breakdown: -

Project Web baaed school management system for Nekemte

preparatory
title
No Student’s name Role & Responsibility

1. Project manager

2. Data collector

3. Coordinator

4 Data collector

5. Designer

6 System Analyst

Table 3 team responsibility of the project

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 Chapter 2
OVERVIEW OF EXISTING SYSTEM
2.1. Description of the Existing System
It is possible to develop a better system by understanding the existing system. Even if it is a
manual system; it is performing the following activities. Registering new items of the stock,
supply items from the stock, maintain and update records, prepare report and others

2.2. Description of the Existing System

The existing inventory management system performs the following function with semi manual
system and this leads to less security issues. Because of the manual system recording and posting
of materials is time consuming and boring. This is the result of lack of computerized system or
web based system.

2.3. Player of the Existing System

The main players of the existing system include the following:

 Stock manager
 Stock keeper
 Stock clerk
 Customer/staff members
2.4 Work Flow of the Existing System
The work flow in the existing system is performed starting from the top store head to the lower
or store kipper person. First the store clerk receives the material detail from the store head and
he/she assigns a code and record the information. Then the store keeper must get permission to
receive and give the materials to the staff members by the head of the store office and the store
keeper checks the incoming and outgoing materials by the related professionals. Then the store
keeper documents the information and reports those materials detail based on their type to the
officer.

2.5 Report Generating in the Existing System

The stock clerk generates report to the stock manager then the manager generates report
periodically according to the task of the organization what activities are performed. But at the
1
end of the year, the report must be within a total income and an item.
2.6 Business Rules Identified in the Existing System

A business rule is successfully an operating standard or polices that we have try to specify for
both the existing system and the proposed system of the store management must satisfy. We
mainly focus on the existing system business rules. The existing system has many business rules
or principles some of them are:

Business rule 1: New items are recorded and assigned a code by the stock clerks.

Business rule2: After recording and assigning code by the store clerk the items led to the store
keeper then he/she record, check and place them.

Business rule3: Only staff members of the university are allowed to take an authenticated
material.

Business rule4: When the users/staffs want to borrow any material he/she must register his id,
full name, email, status and other user details properly.

Business rule5: In order to get the item, he /she must get permission from the academic
president /president and the store officer have to put their signature.

Business rule6: The staff member has to put his/her signature while taking the item.

Business rule7: The staff member should not damage the item.

Business rule8: If the staff member has loss or damage the item he/she has to replace that item

or pay the cost with additional percent.

2.7 Problem in the Existing System

Nekemte Tvet college is currently using manual system of inventory management system to
manage all the properties of the college. This manual system have so many problems. In the
manual system it is difficult to handle reservation, because the stock clerk is forced to check
manually the entire list of materials which are stored in the stock, and also the current system
does not allow speed processing of users request adjustment and cancellation of what has been

2
reserved. In the current system to generate a report requires much effort and it is time
consuming. The stock record keeping system is poor and subjected to a number of problems such
as files can be destroyed or stolen and it is difficult to identify the materials where they are stored
because of the presence of different stores. In addition to this is it is difficult to manage and
control daily activities.

2.8 Alternative Solution

We try to put an alternative solution to the problems of the current existing system that are
described in the above section. The best alternative solution to the existing system is to change
the existing manual system and producing a computerized one for the inventory management
system.

2.9 The Proposed System

This is the new system that removes the existing problems which usually occurred in the
inventory system. The main purpose of the proposed system is to improve some activities
through computerized way that simplifies the workload of the existing system and speedup the
operation of the system. We all know the importance of automation. The application areas for the
computerization have been selected on the basis of the following factors: Minimizing the manual
records kept at different locations.

 There will be more data integrity.

 Facilitate desired information display very quickly by retrieving information from users.

 Facilitating various statistical information which helps in decision-making.

 To reduce manual efforts in activities that involved repetitive work.

 Updating and deletion of such a huge amount of data become easier.

2.10 Functional Requirement of the New System

Functional requirement is a description of the facility or feature required. It deals with what the

system should do or provide for the users. It includes description of required function and details

3
data to be held in the system.[ CITATION AGu \l 1033 ]The major and fundamental functional

requirement of the new system is the followings:-

 The stock clerk adds the new material’s information.

 The stock clerk updates the item information periodically.

 The users request item online.

 The system permits users to login according to their privilege.

 The manager views a report and the comment.

 The administrator manages (add, update, inactive) the user information.

 The users Search (view) an item.

 The staff members receive a response which is approved or disapproved

2.11 Non Functional Requirement of the New System

User interface: attractive, easy to use and user friendly window for the users.

Performance and Access time: The system is capable of carrying huge amount of data with one

database and provide fast access to the customer according to their privilege.

Security: the system should enable to task a backup at any time and able to restore from

backups. The users are allowed to do task only after the login process Based on their privileges.

System Modification &Maintainability: the system that we develop easily maintainable and

modifiable for new features

4
 CHAPTER THREE

SYSTEM DESIGN

3.1. Overview of the Proposed System

This chapter focuses on developing the requirement and analysis models for the new system
using the use case model, sequence diagram, activity diagram and class diagram.

3.2 Use Case Diagram

We use a use case to identify a sequence of actions that provides a measurable value to the actor
which is participating in our system and our use case describes a way to which the environment
interacts with the system.

5
Figure 11 Use Case of the Proposed Inventory Management System

3.3.1 Use Case Documentation

It is a sequence event that describes what the proposed inventory system we develop does and
how it interacts with the environment mainly. This section describes the most important activates
that the user of inventory system do experience to make use of the system.

Name: Login UC_ID: UC_01

Actor: users (administrator, manager, stock Clerk and staffs) Description: this use case is used
to ensure security in system usage. Precondition: the user must have at least username and
password.

6
Post condition: the user get access to the system according to their predefined system privilege
and finally he/she logout or turn off the page

Main course of action:

Actor action System response

Step1: User has to activate the system. Step2: The System responses by
displaying the login interface and allow
the user for the user name and password.
Step3: User selects account type and fills
his or her username and password.
Step5: System verifies username and
Password.
Step4: he/she select login button.

Step7: System displays its main window.

Step6: the User get authentication and
access the system.
Step8: Use case ends.

Table 4use case of user wrong credintiality

Alternative course of action (if user enters wrong user ID and / or password)

Step6: System displays an incorrect username and password message.

Step7: System enables user to try again.
Name: Manage User
Table 3 Main Course of Action about Login
UC_ID: UC_02
Actor: Administrator
Description: This use case is done by the Administrator when they need to delete, edit and make
some modification.
Preconditions: The Administrator login to the system to manage users.
Post conditions: The user information will be managed by administrator. Main course of action:

7
About adding new user account

Actor action System response

Step1: the Administrator wants to add new user Step4: the system validates the new user
to the system and he/she login to the system. detail.

Step2: the Administrator enters the new user Step5: the system save the user detail to
name, account type, Password and reenter the database.
password to the system via adding new user
Step6: the system permits some
form.
operational tasks according to his/her
Step 3: the Administrator submits the new user category of the new user.
information.
Step8:the system ends
Step7:the Administrator tells the category, user
name and password to the user

Table 5 Main Course of Action about Add New User Account

Alternative course of action:

Step2: If the Administrator does not enter the username or the password or he/she entered which

does not match correctly, the system displays a message please enters the user name and

password correctly.

Step4: if not correct the system doesn’t save the entered information to the database.

Step5: the system displays a fill again message and allow him/her to fill again.

8
About updating an account:

Actor action System response

Step1: the Administrator wants to update Step4: the system checks the new account
an account and he/she login to the system. information with the existing account in the
database.
Step2: the Administrator inserts account
_type, user_name, password, and other Step5: the system saves the new account to
user information. the database.

Step3: he/she submits the data. Step6: the updating process ends
Table 6 Main Course of Action about Update Account

Alternate course action:

Step5: the system doesn’t save the new account to the system database and it displays a fill again
message

About inactivate the account

9
 Actor action System response

Step1: the administrator wants to Step5: the system checks the entered
inactivate the account. information with the existing account in
the database
Step2: he/she login to the system.
Step6: the system sends message “Do you
Step3: the administrator enters the
want to inactive?” to the administrator
account type, user_name of the user to be
inactivated in the form. Step8: the system in activated the account
from the system.
Step4: the administrator selects the
inactivate button.

Step7: the administrator selects the yes

option.

Table 7 Main Course of Action about Inactivate Account

Alternate course action:

Step3: the system displays fill again message to Administrator.

Step4: it does nothing.

Step5: the system sends a try again message. Step7: the system ends if he/she selects no. Name:
Manage Item

UC_ID: UC_03

Actor: Stock Clerk

Description: This use case is done by the stock clerk when items are needed to be managed.

Preconditions: The stock clerk has to login to the system when he/she wants to manage item to

the system.

10
Post conditions: The item information will be recorded to the database of the system.

Main course of action: About adding item:

Actor action System response

Step1: the stock clerk wants to add new Step4: the system checks the item detail.
item to the system.
Step5: the system saves the item input
Step2: the stock clerk inserts the item information to the database.
type, serial_no, brand, model and
Step6: the system check whether it have
quantity, to the system via add item form
saved successfully or not.
Step3:the stock clerk selects Add Item
Step7: the system displays a message
button
“successfully added”.

Step8: end the system.

Table 8 Main Course of Action about Add Item

Alternative course of action:

Step 3: the system does nothing.

Step4: the system displays “fill again” message.

Step5: does not save the entered data.

Step6: the system displays “not added” message.

Main course of action:

About updating the item detail:

11
 Actor action System response

Step1: the stock clerk wants to update the Step5: the system checks the entered
item from the system. information with the existing item deail in
the database
Step2: he/she login to the system.
Step6: the system sends message “Do you
Step3: the stock clerk enters the item type,
want to update?” To the stock clerk.
item name, item code to be updated in the
update form. Step8: the system updates the item from
the system.
Step4: the stock clerk selects the update
button.

Step7: the stock clerk selects the yes

option.
Table 9 Main Course of Action about Update Item
Alternate course action:

Step5: displays “try again” message.

Basic course action:

About deleting item detail:

12
 Actor action System response

Step 1: the stock clerk wants deletes the Step 4: the system checks the entered
item from the database. item_code with the existing item_code in
the database.
Step 2: the stock clerk enters item_code
to the form. Step 5: the system sends confirmation
option message to the stock clerk.
Step 3: the stock clerk clicks on delete
button. Step 7: the system deletes the item from
the database.
Step6: the stock clerk selects the yes
option. Step 8: the deleting process ends.

Table 10 Main Course of Action about Delete Item

Alternative course of action:

Step5: the system displays fill again message to the stock clerk.

Step7: the system ends if he/she selects no.

Name: View Report

UC_ID: UC_04

Actor: Managers

Description: This use case is seen by manager and the stock clerk when they want to view about

the item report, employee report, scheduling report.

Preconditions: The manager and stock clerk login to the system and the staffs and the items are

already in database.

13
Post conditions: the manager and the stock clerk views a report of some activities based on their

task.

Main course of action:

Actor action System response

Step 1: the manager wants to view the Step3: the system displays the selected
report. report automatically.

Step2: The manager selects a report type. Step 4: the report process end

Table 11 Main Course of Action about View Report

Alternative course action:
Step2: the system does not display the report.
Name: View Item UC_ID: UC_05
Actor: Manager, Stock Clerk, Staff Members
Description: This use case is seen by all system users except the Administrator about the item
detail.
Preconditions: The users login to the system and the items were already registered.
Post conditions: the staff views all the information that is available.

14
Main course of action:

Actor action System response

Step 1: the manager, staff or stock clerk Step 4: the system validates the item detail.
wants to see the item detail. Step5: the system displays the item detail.
Step 7: the process end
Step2: they enter the item code.

Step3: they click on view item.

Step 6: the staff will see the item

information.

Table 12 Main Course of Action about View Item

Alternative course action:

Step2: displays please fill the form.

Step5: the system displays a fill again.

Name: Request Item UC_ID: UC_06

Actor: Staff Members

Description: this process is done by the staff members when they need to request to take or

return an item.

Preconditions: The staff members have to login to the system and they have to fill the request

item form correctly.

Post conditions: The staff member will have sent take or return item request.

Main course of action about taking Item Request:

15
 Actor action System response

Step1: the staff wants to request the Step 4: the system validates the item
item. detail.

Step2: the staff member enters the item Step5: the system sends the request.
description (item type, item name, brand,
Step6: the process ends.
quantity, model, serial_no etc.) he/she
wants.

Step3: the staff member clicks on

request item.

Table 13 Main Course of Action about Take Item Request.

Alternative course of action:

Step5: system displays a try again message.

About returning item request:

Actor action System response

Step1: the staff wants to request the item. Step 4: the system validates the item detail.

Step2: the staff member enters the item Step5: the system sends the request to the
description (item type, item code, name, manager and the manager approves the
brand, quantity, model, serial_no and other return request.
specifications based on the item type)
he/she want to return. Step6: the process ends.

16
 Step3: the staff member clicks on return
Item request.

Table 14 Main Course of Action about Return Item Requesting.

Alternative course of action:
Step4: the system displays try again message.
Name: Receive Response Actor: Staff Members UC_ID: UC_07
Description: this use case is done by the staff members when the manager sends a response to
them.
Precondition: the staff members have to send a request and the manager is interested to give a
response to them.
Post condition: the staff members receive an approval response or disapproval message.

Main course of action:

Actor Action System Response

17
 Step1: the staff member’s login to the Step 3: the system displays the response
system. information either approval or not; if the
response is an approval, then the message
Step2: the staff member selects the receive
should contain an item detail he/she
response menu.
requested and its item code and the quantity
allowed to him/her.
Step4: the staff member views the
response. Step5: the process ends.

Table 15 Main Course of Action about Receive Response

3.2 Analysis Level of Class Diagram

Diagrams are used to represent the structure of the system in terms of objects, their notes and
nature of relationship between classes. It shows the static features of the objects and do not
represent any particular processing. [ CITATION Onl \l 1033 ] Our system has the following
classes:
Manager: is the representation of the real world class of manager which interacts with system to
accomplish the managerial activity such as view report, approve request.
Staff members: is the representation of the real world user.
Administrator: is an administrator which uses the automated system to manage users.
Item: it is the representation of the real world class of materials.
Stock clerk: the representation of the real world class which interacts with system to accomplish
the activity such as managing items.

18
Figure 2 Class Diagram of our System

19
3.3. Sequence Diagram
A sequence diagram is a kind of interaction diagram that shows how processes of the proposed
system of inventory management system operate and in what order. A sequence diagram shows
object interactions arranged in time sequence. It depicts the objects and classes involved in the
scenario and the sequence of messages exchanged between the objects needed to carry out the
functionality of the scenario of the proposed system. Sequence diagrams typically are associated
with use case realization in the logical view of the proposed system under development. The
main sequence diagrams of the new system of inventory management system are listed below

Figure 3 Sequence Diagram of Login

20
Figure 4 Sequence Diagram of Add New User

21
Figure 5 Sequence Diagram of Update User

22
Figure 6 Sequence Diagram of Inactive User Account

23
Figure 7Sequence Diagram of Add Item

24
Figure 8 Sequence Diagram of View Report

Figure 9 Sequence Diagram of Request Item

25
3.4 Activity Diagram
As we have seen, a sequence diagram shows how objects interact over time to accomplish
specific system functions or activity of inventory management system. Activity diagram shows
also the conditional logic for the sequence of system activities needed to accomplish a business
process of proposed system in a good way.

Figure 10 Activity Diagram of Add New User

26
Figure 11 Activity Diagram of Manage User

27
Figure 12 Activity Diagram of Add Item

28
Figure 13 Activity Diagram of View Report

29
Figure 14 Activity Diagram of Take Request Item

30
 CHAPTER FOUR
SYSTEM ANALYSIS AND DESIGN
4.1.Introduction
The purpose of designing is to show the direction how the web page is built and to obtain clear
and enough information needed to drive the actual implementation of web page. It is based on
understanding of the model the web page built on system design also focuses on decomposing
the system in to manageable parts. During system design we concentrate on the process of data
structures and software and hard ware components necessary to implement it.

4.2 Design Class Diagram

Figure 15 Design of Class Diagram

31
4.3 State Chart Diagram
State chart diagram describes the flow of control of the inventory management proposed system
from one state to another state to describe the system dynamically. States are defined as a
condition in which an object exists and it changes when some event is triggered. So the most
important purpose of State chart diagram is to model life time of an object from creation to
termination.

Figure 16 State Chart of Login

Figure 17 State Chart of Add User

32
Figure 18 State Chart of Update Item

Figure 19 State Chart of Delete Item

33
Figure 20 State Chart of View Report

Figure 21 State Chart of View Item

34
Figure 22 State Chart of Request Item

4.4. Database Design

Database design is a visual representation of different table using agreements that describe how

these tables are related to each other on our proposed system. The proposed inventory systems

have the following tables.

35
Figur
e

Figure 23 Database Design of the Proposed Inventory Management System

4.5 Normalization

Normalization is a process of organizing data in a database. The first goal during data
normalization is to detect and remove all duplicate data by logically grouping data redundancies
together. Whenever a piece of data is dependent on another, the two should be stored in

36
proximity within that data set. By getting rid of all anomalies and organizing unstructured data
into a structured form, normalization greatly improves the usability of a data set. Data can be
visualized more easily, insights could be extracted more efficiently, and information can be
updated more quickly. As redundancies are merged together, the risk of errors and duplicates
further making data even more disorganized is reduced. On top of all that, a normalized database
takes less space, getting rid of many disk space problems, and increasing its overall performance
significantly.[ CITATION htt \l 1033 ]

4.5.1 First normal form (1NF)

Tables in 1NF must adhere to some rules:
Each cell must contain only a single (atomic) value. Every column in the table must be uniquely
named.
All values in a column must pertain to the same domain.

Request Table

Item code Req_Date Useremp_id

pc001 5/20/2024 Sum/006/08

Table 16 request for user login

User Table

admin Sum/006/08 123432 Abrha Mesele abrsh122@ gmail.com 0916343533 1 23 5/20/202

m 2

manage Sum/076/0 bino@1 Bino Biramo bino1@ gmail.com 0916252547 1 24 5/20/202

2
r 8 23 4

admin Sum/034/0 1212113 Bezabi Bantula bizabihb@ gmail.com 0910432567 1 20 5/20/202

h 2
8

37
 user Sum/046/0 1234512 Ejigu Kamiso Ejkamiso02@ 0935254581 1 13 5/20/202
gmail.com 2
8

Data Sum/022/0 134567 Ayalew Assefa ayalewasefa34@ 0913585882 1 7 5/20/202

gmail.com 2
clerk 8

Data Sum/120/0 653455 Tamrat Tafese Tame234@ gmail.com 0910258356 1 11 5/20/202

2
clerk 8

Table 17 user data

Item Table
Item Item type Item Item Item Item status item category Req_Date
nam code bran mode serial
e d l

pc Electroni Pc001 hp 3100 Ryc5353 active compute permean 5/21/202

r
c t 2

Table 18 item table

Item code Req_date Useremp_id
Pc001 5/21/2022 Sum/006/08
Table 19 returned table

Returned item Table

Return Date Useremp_id Item code
5/23/2022 Sum/006/08 Pc001
4.5.2 Second normal form (2NF)
 Rule 1- Be in 1NF
 Rule 2- Single Column Primary Key
A primary is a single or Collection of columns used to uniquely identify a database record. It has
following attributes:

 A primary key cannot be NULL

38
  A primary key value must be unique

ID(PK) Item Item Item Item Item Item statu item cate Req_
s
ID(FK) nameItemtyp Itecmode smtatuodsel serial gory Date
e Itebmrand
mode serial
1 Pc Electr
l
onic
1 Ryc53 active
hp 3100 nt
53
2 Hard Electr HD0 2080 Tv12 active HD Per 6/21
Dis WD 2080 WD /
2 k oni c 1 active 3 ma
n

Table 20 normalized table

4.5.3 Second normal form (2NF)

 Rule 1- Be in 2NF
 Rule 2- Has no transitive functional dependencies

39
 CHAPTER FIVE
IMPLEMENTATION OF THE NEW SYSTEM
5.1 Introduction
Implementation is an understanding of a technical specification or algorithm as a program,
software component, or other computer system through computer programming and deployment.
In our project, implementation exist for a given specification or standard. So the team is in a
position of converting all documents gathered and designed into the code so that the system will
be implemented for the user to be used for the purpose it developed. To implement it, the
organization must have a server on which the system will be hosted because this system can run
on intranet site with connection available or on internet connection.

5.2 User Interface

In this system, users will interact with the system through the following user interfaces.

Login Page: This form appears on the site in which the system deployed is opened and contains
some links which lead the user to other page according to his/her privilege, and if the user is
authorized user or has an account, he/she will directly go to the page that he/she wants by
entering correct category, User ID and password.

40
Figure 24 well come to or login page of the system
41
Figure 25 admin page of the system

42
Figure 26 user registration page of the system

43
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