Water Refilling Sales and Inventory System

A project like this is never the work of anyone alone. The contributions of many different people, in their different ways, have made this possible. We would like to extend our appreciation especially to the following. Thank God for the wisdom and perseverance that he has been bestowed upon us during this project, and indeed, throughout our life: “I can do everything through him who give me strength.” (Philippians 4: 13) My fellow brothers and sisters in Christ, for their continual support and encouragement throughout this year. Mr. Elizalde Javier Duran, for making this project possible. His support, guidance, advice throughout the project, as well as his pain-staking effort in proof reading the drafts, are greatly appreciated. Indeed, without his guidance, We would not be able to put the topic together. Thank You Sir! To MERIBAH Water Refilling Station owners and representatives, for accepting, trusting and supporting us all the way this project. We are grateful to work with you.

The experience has been an interesting and rewarding one. We are indebted to our friends who supported and cooperated. We thank you for sharing with us your knowledge and being always at our side while we’re all taking this journey together. Of course, this project would not have been possible without the participation and cooperation of one another. We are so proud of ourselves, with full dedication to succeed and the patience to overcome obstacles throughout this project. By always have the inspiration, love and willingness we believe that we can do it. Last but not the least, we would like to thank our parents for their unconditional support, both financially and emotionally throughout our degree. In particular, the patience and understanding shown by mom, dad, grandma and aunt during the year is greatly appreciated. Thank you for being with us in achieving the capstone of our career.

Abstract

In the modern age of technology, most of the establishments have evolved their daily sales and inventory in an automated way. Water Refilling establishments nowadays are getting in the level of a high percentage income in terms of their daily sales and would probably a lead to a complex inventory, and it would take a lot of time when they are always dependent on their manual process. In order to make their sales and inventory the lesser tasks it takes to process, we have proposed a system that will help them conveniently work out their sales and inventory. Sales and Inventory System was developed for the Meribah Water Refilling Station to conveniently monitor their daily sales and transactions. The focused is to help not just the users but the company itself. This was done through the Software Development Life Cycle. Every phases were achieved in developing the system. This system was able to answer the establishment’s manual transactions concerns. This was evaluated through a survey by two different users and got the average of 4.49 and it was interpreted as very acceptable based from the numerical scale interpretation. As the system was implemented, all the modules and functions used were shown. Meribah Water Refilling Station was not really in a level of the adaption to computer technologies. This was a perfect system to them in order to minimize their daily tasks. Water Refilling Sales and Inventory System had able to answer the establishment’s problems given the chance to make their transactions more safety, productive and convenient.

INTRODUCTION

This chapter presents the background of the project, objective and its significance, and the scope and limitation of the project.

1.1 Background of the Project
In today’s modern production, water refilling establishments’ sales and inventory on the odd occasion seen to become accustomed the modern world of technology. Small and Medium Enterprises were now so needy and dependable towards technologies. In order to help some Water Refilling establishments and help them out on their manual process of transactions and inventory, we proposed a system which will not just eliminate hassle but an essential system for them for the success and productivity of their business with the help of technology. We, Bachelor of Science in Information and Communications Technology 4th year students in cooperation with Meribah Water Refilling Station as our main company partner in making this system. We have decided to make a system which is Water Refilling Sales and Inventory System that can be very useful for them providing all the necessary things they want to make their business stress-free, time saving transactions and more productive. Meribah Water Refilling Station is one of the most valued water refilling establishments in Liloan, Cebu. They started last December 8, 2004.

This station was owned by Mr. Ricardo Anoos and Ms. Annie Anoos Alponso. They first targeted water dealers as their customers and sold their water by volume and the price was lesser compared to retailer buyers. They charged for every delivery. If the customer would not return their container(s), they gave penalty, it was either they will replace it a new container or pay for it. For ordering, the customer will call for them and take its order. Since then, they process every transaction manually recorded, tracked, and inventory. They have complete facilities and amenities in the production of their service. They have their own refilling station beside their house but for now they don’t have any branch. Since they process their transactions manually, they don’t have computers in their station but the management is very interested of the said system because they really believe that it could helped them. The current project is designed to improve the process of transactions of Meribah Water Refilling Station with the help of technology, this must be implemented. This system is proposed to improve their daily sales, easier tracking, updating their containers and customers.

1.2 Project Objectives
1.2.1. General Objective
In this modern generation, to adapt the changes of technology in answering the company’s needs and improving the production of services, we aim to develop a system that will easily track water containers and conveniently monitor daily sales and transactions of water establishments. 1.2.2. Specific Objectives

In making this system possible, this will exist as a great solution to the water refilling establishment: * Create a unique system that will easily monitor water refilling establishments’ daily sales and inventory * Design a system that is user-friendly, realistic and helpful to water refilling establishments * Test that the system is reachable and helpful to the users * Evaluate that the system answers all the users needs

* Implement that all the objectives to this system really works and surely reduce the users’ tasks. 1.3. Scope and Limitations of the Project
The project will determine the various challenges of the Meribah Water Refilling Station. The implementation of the system that directed by these challenges will be tested, evaluated and implemented. Challenges and problems of the water refilling establishment particularly on their daily sales, tracking out their containers and monitoring or updating their transactions to various customers made easy. However, every study has its own limitations, since Meribah is a Small and Medium Enterprise, so we focused only on the improvement of its manual transactions such as tracking of their containers, records and orders of all customers’ transactions and the inventory.

In making this system, we identified and considered possible modules and functions to be part and use to the system: REGISTRATION – Registration is one of the primary modules in any data management system. The admin starts with registering an employee with its basic information provided to the system’s database. The employee is the main user of the system. When already registered, an employee will be given the account to access the system and will be the one to create/register customer’s account through new transaction, monitor every customer’s transactions and the capability of monitoring the company’s sales and inventory. This module also used for registering a container, done by the admin. ADD and DELETE – These functions are necessary for the admin and employee in many ways. This could be use in adding an employee(s) and deleting an employee(s), adding container(s) and deleting container(s) and adding customer(s) and deleting customer(s). VIEW and EDIT – These functions are for both the admin and the employee. The admin can view his/her information like name, address, contact number, username and password. The admin can also container’s size, quantity and price. The admin can edit his/her basic information.

The employee can also view his/her information like name, address, contact number but can only edit his/her password. The employee can only view containers. SEARCH – This function can be used by the admin and the employee. The employee can search if the existing customer wants to transact and a button provided for transact or delete customer. The admin can search an employee to view information and a button provided for edit and delete an employee. INVENTORY – This module contains add, view and delete functions for the containers of the company. This is only be performed by the admin. The add function will allow the admin to add containers available with its corresponding price, size and quantity. The view function will allow admin to view the number of containers and the price. The delete function will allow the admin to delete containers on its specified quantity in accordance to its size. The inventory of the containers based on its size and quantity and it will be done any time. SALES – This module contains the LOG(s) function which display the total sales of the product on its specified dates of transactions.

SECURITY – This module is also one of the most important in database management system. This system is provided a Log-in function for the admin and the employee which includes username and password. Since, the admin has the authority to create the employee’s account, the employee will be provided its username and password in order to access the system. The employee can change its password. The system also has a Log-out function to clear the user’s access. The Log(s) function is provided for the admin to determine the activities every user. 1.4. Significance of the Project

This study will be a significant endeavour in promoting good service environment to Meribah Water Refilling establishment and convenience of its users. This project will also be beneficial to the company and students in strategic management, corporate strategies and information technology when they employ effective learning in classroom and workplace setting particularly in different concepts related to the use of web-based system. By understanding the needs of the users and benefits of quality service, the company and the students will be assured of a competitive advantage. Moreover, this project will provide recommendations on how to evaluate the performance of a certain system in accordance to Meribah. CHAPTER II

REVIEW OF RELATED WORKS AND STUDIES

The review of related study for this project focuses on inventory, different functions needed and related studies will be analyzed and reviewed as an essential factor to consider accomplishing this project. Water Refilling System

Based from forums, an old age says ”if companies had instincts, its first instinct is to survive”. Based on this saying and also from deeper studies on the water refilling business, we have to develop a software product that enables owners to detect critical loopholes in its operations that could lead to substantial losses, if not total closure. Bottle inventory tracking is a major issue in the water refilling business while water systems loss is another component of potential problems not to mention pilferage and undocumented sales. Our new software product handles all of these issues. WATER REFILLING SYSTEM is a result of long interviews to experienced water station owners, water refillers, delivery boys, and our own experience in the business. It is also a result of or diligent search for solutions to water station problems. Functional Features

Some modules that is very essential in having this system. This includes the admin that monitors everything and everyone. As the users demand this depends on like the list of their transactions, backgrounds/history, and list of their bottles, daily sales, supplier database, daily inventory, etc. Ease of Use

A system should have a user friendly functions that even a grade school or a high school graduates can operate. It is a water station owner friendly software since it was designed to protect the hundreds of thousands peso investment in the water station equipment, vehicles, chemicals, workers, etc (http://epaniqui.com/homepage/interactive/forum-discussions/20-marketplace/1394-water-refilling-station-management-system.html) Inventory Management System

Inventory System – maintained within a database that ties an asset to its owner and defines the location where the asset resides. (Bronack, 2001) The company needs an inventory system that will make it easier for them to manage items that come in and go out of their stock room. This involves the daily process of buying and selling inventory and the periodical count of inventory because they must keep track of their products daily (http://princessitas.wikispaces.com/file/view/review+of+related+lit.pdf). Online Sales and Inventory Management System (SIMS)

(Aparanjitha, 2008)
This project is aimed at developing an online Sales and Inventory Management System (SIMS) for a departmental store. This system can be used to store the details of the inventory, update the inventory based on the sale details, produce receipts for sales, generate sales and inventory reports periodically etc. This is one integrated system that contains both the user component (used by salesperson, sales manager, inventory managers etc.) and the admin component (used by the administrators for performing admin level functions such as adding new items to the inventory, changing the price of an item etc). This system runs on multiple terminals, offers a GUI to its users and connects to a common database(s).

The proponents acquires knowledge on real time inventory, generation of receipts and security features where in restricted information are only accessible by employees, managers, administrators, etc. The proposed system can be accessible by employees, administrators and customers, making online transaction possible. SYSTEM ADVANTAGES:

Flexible, Highly Customizable
The system layout is made ready to be customized depending on the structural operation of the user company. This does not limit the systems efficiency regardless of the number of users and the size or scope of the business. It can be windows or we based, as per client’s preference.

Efficient Logistics
Thru this automated inventory assistance, logistics planning is set to be seamless with no interrupting delays. Inventory reports are available on time and it enables users to track stocks statuses in just a click of a button. It helps avoid shortages that would absolutely hamper operation. Properly Monitored Expenditure

Helps monitor cash movements and stock purchases on a real time basis. In additional to that, using the system would help lessen inventory maintenance and other expenses. Stock counts entered are set to be secured and human error can be easily determined. (http://zyramae.files.wordpress.com/2011/03/ok-bagsic-ch2.docx)

CHAPTER III
PROJECT METHODOLOGY

This chapter will cover the details explanation of methodology that is being used to make this project complete and working well. The method is use to achieve the objective of the project that will accomplish a perfect result. In order to evaluate this project, the methodology based on System Development Life Cycle (SDLC.

Figure 3. 1. SDLC Phase

All the methods used for finding and analyzing data regarding the project related. The methodology of this project realizes every phase of SDLC and represents the process from the beginning to the end of the project through an iterative waterfall model.

Figure 3.2. Iterative Waterfall Model

This is an iterative waterfall model. It is called so because here, we move to next phase(step) after getting input from previous phase, like in a waterfall, water flows down to from the upper steps. In this you can come back to previous phases, and make the changes accordingly. In this we revieved a final output product at the end of the SDLC.

Requirement
* Meribah has introduced the system with its detailed requirements. * The researchers/developers conducted an interview to the management for the necessary information about the system * The researchers/developers have decided and listed the specifications for the system to develop. * Every feature will be documented as an aid in developing the system. Design

* The company described the possible design of the system.
* The researchers had able to make the layout of the system with its functionalities. Construction (Coding)
* High-level programming languages will be used by the developers/researchers in developing the system such as PHP and HTML. * The user interface and functionalities must be designed according to the user’s requirements and standards. * Developers must have a coding standard to follow.

Integration
* Developers will integrate all the components or modules ensuring that it works as a system. Testing and Debugging
* Software testing like test case and use case will be applied in order to identify the system development especially on its functionalities. * Every function must be tested in order to detect the errors. * The system must run and ready to be used by the users.

* Every test, there is a software testing failure and debugging is very important in developing a system. * Debugging the system ensuring that the system will be ready to serve the user. * The documentation of the whole system must be achieved and ready for documentation testing and approval. Installation

* Once the project is done and ready to be used by the user, installation stage will go all the way through.
* The whole system must be installed and tested.
* Recommendations are open in this stage, for every functions work. Maintenance
* The developers must correct all the errors of the system. * The developers will implement the necessary enhancement of the system. * Functions or Details that are not included must be deleted and possible things to be added must be done.

Hardware and Software Requirement

Hardware Requirement
Below is the list of the entire electronic components and the other material
that will support to complete this project. * Computer Set
* CPU
* Mouse
* Monitor
* Keyboard
* Laptop
Software Requirement
For software requirement, we have chosen XAMPP and NOTEPAD++. XAMPP is a free and open source cross-platform web server solution stack package, consisting mainly of the Apache HTTP Server, MySQL database, and interpreters for scripts written in the PHP and Perl programming languages. XAMPP requires only one zip, tar, 7z, or exe file to be downloaded and run, and little or no configuration of the various components that make up the web server is required. XAMPP is regularly updated to incorporate the latest releases of Apache/MySQL/PHP and Perl. It also comes with a number of other modules including OpenSSL and phpMyAdmin. Self-contained, multiple instances of XAMPP can exist on a single computer, and any given instance can be copied from one computer to another. It is offered in both a full, standard version and a smaller version.

Officially, XAMPP’s designers intended it for use only as a development tool, to allow website designers and programmers to test their work on their own computers without any access to the Internet. To make this as easy as possible, many important security features are disabled by default. In practice, however, XAMPP is sometimes used to actually serve web pages on the World Wide Web. A special tool is provided to password-protect the most important parts of the package.

Notepad++ is a text editor and source code editor for Windows. It aims to be a lightweight and robust editor for a variety of programming and scripting languages. One advantage of Notepad++ over the built-in Windows text editor Notepad, is that Notepad++ supports tabbed editing, which allows working with multiple open files.

Evaluation
In determining substantial compliance, users should assess the system by different software qualities in order to realize the objectives of the project. These software qualities are ISO Software Qualities 9126 that will be used to evaluate the system. Functionality:

Accurateness – This refers to the correctness of the functions, an ATM may provide a cash dispensing function but is the amount correct?
Security – This subcharacteristic relates unauthorized access to the software functions.

Realibility
Data Validity – The ability of the system to check and validate user input and to avoid erroneous data entry.
Recoverability – Ability to bring back a failed system to full operation, including data and network connections. Usability
Understandability – Determines the ease of which the systems functions can be understood, relates to the user mental models in Human Computer Interaction methods.
Learnability – Learning effort for different users, i.e. beginner, expert, chance etc.
Operability – Ability of the software to be easily operated by a given user in a given environment.
Attractiveness – The physical feature of the system or the user interface is visually pleasing Efficiency
Time Behavior – Characterizes response times for a given thru put, i.e. transaction rate.
Resource Behavior – Characterizes resources used i.e. memory, cpu, disk and network usage. Ease of Start-up – The ability of the system to start-up as soon as it will be used.

Maintainability
Installability – Characterizes the effort required to install the software.
Testability – Characterizes the effort needed to verify (test) a system change. Support and Manuals
Understandability – Provide manuals in clear and concise instructions on how to operate the hardware/software.
Visual References – Provide manuals the proper usage of the system and provides images or screenshots of every action to the system. Training Module
The developers will conduct a training to one of the employees of the Meribah Water Refilling Station, so that that the trainee will be the one to endorse or train the rest of the employees. This training will take a day to completely introduce how the system will work or what the system all about. A user manual will also be provided to the establishment.

Maintenance Plan
The Meribah Water Refilling Sales and Inventory System Maintenance Plan has been developed to assure that the Sales and Inventory System of Meribah Water Refilling Station is adequately inspected and maintained to assure that the system still meet their design functions. Outlined below are the various inspection and maintenance activities the developers intend to undertake in regard to achieving these goals:

1. Meribah Water Refilling Station’s Water Refilling Sales and Inventory System shall be inspected every month to determine if the system’s technical and software performances are adequate to meet its design functions. Based on this inspection, errors and possible improvements that are identified for maintenance will be prioritized.

2. System’s performance will be monthly inspected. During these inspections, unnecessary functions/modules will be removed and necessary information/modules that to be added so as to provide reasonable assurances that the system will operate in an unobstructed manner during software or events errors.

3. Hardware’s performance will be monthly inspected. Materials that are in need to be replaced will be noted and any users concerns on hardware’s performance will be prioritized.

CHAPTER IV
RESULTS AND ANALYSIS

In this chapter the results of the data analysis are presented. This starts by presenting the findings obtained from the evaluation, by setting out the results of the Meribah Water Refilling Sales and Inventory System evaluation. The data were collected from the software qualities used to evaluate the system and then processed in response to the objectives of developing the Sales and Inventory System. This chapter discusses the result and analysis of the structured evaluation checklist software and quality assurance responded by two chosen users of the system during the implementation of the system. The evaluation based on the software quality assurance defined in the previous chapter and every result will be interpreted by a numerical scale interpretation.