CENTRAL LUZON STATE UNIVERSITY

COLLEGE OF ENGINEERING
Department of Information Technology
& INFORMATION SYSTEMS INSTITUTE

Merchandize Inventory of
Roseville Gas Station
Dela Cruz, Maureen B.
Mactal, Ariel Christian
Valention, Liezl L.
Wageyen, Jeanny Rose
BSIT 3-2

This project is submitted to the Department of Information Technology, College of

Engineering in partial fulfilment of the requirements for the course, SYSTEM
ANALYSIS AND DESIGN, COMSCI 321.

April 19, 2017

 I. INTRODUCTION

Roseville Gas Station is a sole proprietorship business located at Maharlika

Highway Brgy. Sto. Tomas, San Jose City. The business was constructed for the citizens

living within the vicinity of the area for them to buy fuel without traveling far. Roseville

Gas Station uses Microsoft Excel as its database system. The business owner would like a

database system that is easy to manage since their current system is in a traditional way

of recording the stacks and disposed stacks by pen-to-paper transaction.

The business traditional way of transaction is prone from human error caused by

employees wrong recording of data by using their pen-to-paper transaction, resulting in

tediousness in recording data, inaccurate calculation of stock and sales, confusion in

stock checking, and loss in the percentage in daily sales. Thus, the team proposed a

merchandise inventory system to reduce human errors that can be troublesome to the

employees. Errors like these slow down transactions and causes inconvenience to both

the employees and customers when checking if their product still has stocks left.
II. PROBLEM DOMAIN

A. Statement of the Problem

The Roseville Gas Station current inventory system is currently using Microsoft

Excel and Pen-to-paper transaction as their means in data storage. They use MS Excel as

a database for storing, monitoring and checking their stocks. They also use pen-to-paper

way of storing and checking their products.

Problems in transactions include updating and storing of the data. Data stored by

means of Pen-to-paper transactions can be lost due to the table being lost, since the

business does not computerize their data, little mistakes can be a big disaster in

transactions; numbers or letters being illegible, erasures in the table also causing data to

be illegible, and the table being destroyed because their data is being written on paper. If

undesirable mistakes such has illegible handwriting and erasures in data transfer from the

paper to the MS Excel were to occur, the following day to day inventory will be affected.

Management and retrieval of information will be difficult and would take too much time.

The employee or the Officer-In-Charge check each types of stocks one by one to find out

the report for day by day.

The developers aim to improve the system of pen-to-paper way of data storing by

creating an automated inventory system for the Roseville Gas Station that will lessen the

use of time and avoid errors that slows down transaction. They can manage or monitor

their stacks easier than they current system. The system will give a more accurate results

based on the filter by the user and user-friendly interface for deletion, insertion and
update of records. The proposed system can benefit the business organization by easily

store information of the stocks more accurate and improve their transaction.

B. Issue
Anyone can alter the existing data.
Traditional way of recording the present stocks are manually using pen

and paper and then transfer those data into the MS Excel.
In creating daily reports the data to be printed is not filtered.
Consistency of record or data is difficult to manage.
Difficulty in searching the record.

C. Objectives

General Objectives

This project aims to provide an easy way of monitoring or managing the

business stocks and to create reports needed by the manager for monitoring of

stocks of the day.

Specific Objectives:

-To avoid human error caused by traditional transactions by automating their

traditional way of storing data.

-To provide security of the important records through verifying and authenticating

the user by logging in to the system.

-To develop a system that will provide the user correct report.
-To develop a system that will provide the user with the needed report.
-To maintain consistency of the stocks information that stored into the system

database.
-To develop a system with a searching algorithm that will filter all the information

or record of the stocks that the user specified.

 -To provide an easy way of monitoring the stocks from the storage and save user

time.

D. Scope and Significance (requirements)

Scope of the project

The Merchandize Inventory of Roseville Gas Station covers the process of

recording and updating the all transaction regarding stocks except fuel. The

system should perform several task such as view, edit, delete, save product

record and update daily transactions.

o The system must include the database to store a stocks record and secure

file from unauthorized people.

o User of the system will be restricted to customers and access of stocks

information.
o The user can delete, add and update the stacks information of the database

for the consistency of the stacks record.

The following are the constraints of the project:

o The limitations may include human error.

o The user may alter the database records.
o This XAMPP database cannot handle too much records.
1. Significance of the study
For the business
The significance of this system project is to lessen time and work for

inventory checking and for the owner easily to manage and monitor the

stocks. How will it work? The owner shall input the starting stocks and the

stocks at the end of the day. Reduce Human error cause by the employee in
 manual transaction and for faster transaction. Records of stacks are important

that why it has to be secured.

For the customer

This system will lead to the easy way of management and also, it

will be helpful for the customer for convenient transaction and saving

there time.

Tangible Benefits

Paperless. Can be environmentally friendly.

Less manpower. System can do tasks of multiple persons; work being done by 2
or more persons can be delegated to only one person.

Intangible Benefits

Additional savings derived from reduction of manpower doing the manual

inventory system. Few persons working means few people being paid.
Ease of access of data(merchandise inventory can be retrieved)

Expected Output and Beneficiaries

Ease of access of data

Prevention of data loss due to accidents
 When inputting or viewing data from the database, reduces errors being made by

illegible handwriting and erasures.

Users can easily access the database for faster and more accurate data viewing.

II. Review of Related Literature

The whole world is changing rapidly towards progress that resulted of existence

of a modern technology. People must take advantage of the present technologies for

storing data and managing their business.

Current technologies may help in the automation and improvement of the process

of every business and provide good opportunity to show the skills of every student to

implement the knowledge on the current technologies inside and outside the CLSU.

According to Donald Reimer and Ravi Nayar, the disclosed that

maintaining the right inventory levels is tough challenge. If not properly managed, the

inventory can result in significant expense. Looking over the shoulder is the lender who

is concerned about the cost of carrying too much inventory which can affect

profitability.

Fortunately, there are management information systems that exists which use

microcomputers and variety of industry specific software. The cost of carrying inventory

today has become a major expenditure and requires immediate attention. The benefits of
inventory control far outweigh the costs. Any reduction in inventories, whether it is raw

material, work-in-process, finished goods or supplies, can have a dramatic impact on

your bottom line.

Industry averages suggest that a 20% reduction in inventory is achievable with an

online inventory control system. For a company with a yearly sales volume of $1 million,

such a reduction would result in savings of $14,400 per year and would free up $48,000

of new dollars for reinvestment. For a company with a yearly sales volume of $10

million, the figures a proportionately higher: $144,000 per year in savings and $480,000

in a new dollar for reinvestment.

According to Jeff Wourio, online sales and inventory system are designed to

immediately record any and all sales and inventory transactions. Not only does that mean

timely and accurate sales tracking, but his system also lets one readily identify inventory

levels, particularly when what you have on the books doesnt jibe with actual stock. Little

is more maddening to a business owner than watching his or her staff bogged down with

inefficient, unproductive responsibilities, from double-checking this inventory disparities

to seemingly endless cash-register reconciliation. Perhaps the greatest advantage to a

comprehensive point-of-sale network is the freedom it can afford on personnel to devote

their energy to what genuinely matters the most helping customers.

 According to the site www.ukessays.com, In todays world every business tries to

strike a balance in inventory between what is needed and what is demanded, considering

the major factor of cost cutting/reduction. This control is called Inventory management or

inventory control. Inventory is basically assets (goods and materials) which are stock of

any business. Inventory management focus on the capacity of the inventory, the place in

which it is located so that one can use it when needed, the supply chain management of

the raw materials and goods. Inventory management deals with the demand forecasting,

asset management of the raw materials and goods, inventory carry cost, forecast, pricing

of goods, validation of goods, to forecast the demand of future. This helps the top level

manger to understand and coordinate with the supply chain management or production

management, and quality management.

According to www.udatasolutions.com/lumbergear.asp that was founded in 2002,

Unique Data Solutions began consulting with hardwood lumbers companies to grasp the

unique requirements of the hardwood lumber industry, and after years of research and

development, Lumbergear software was rolled out. Despite the fact that we come from

modest beginnings and have come a long way, they continue to provide their customers

with quality service and innovative technology solutions.

Lumbergear sales and inventory software is a powerful, affordable and easy to use

lumber business management system that increases efficiency in the workplace. They

give control of hardwood lumber inventory and costs. The system also features a core set
of modules that make it possible to run lumber operations effectively, and get products to

customers on time.

The aforementioned lumber system specifically helps manage and maintain

inventory and costs for hardwood lumber and distribution, and wholesale operations.

Lumbergear is flexible system that can be used by wholesalers, kiln facilities, and

hardwood and softwood lumberyards, brokers, lumber sales and sawmills.

LumberCell is a new software add-on that works hand in hand with Lumbergear

in real-time. A mobile transaction processing system, and is compatible with the most

hand held devices such as Blackberry, Pocket PC, and others. LumberCell allows mobile

workers to be productive on the road. A Non-Parametric Asymptotic Analysis of

Inventory Planning with Censor and Demand of Columbia, School of Operations

Research and Information Engineering, Cornell University, Ithaca, NY 14853. They

conduct a stochastic inventory planning with lost sales and instantaneous replenishment,

where contrary to the classical inventory theory; the knowledge of the demand

distribution is not available. Furthermore, they observe that only the sales quantity in

each period and lost sales are unobservable, that is, demand data are censored.

The manager must make an ordering decision in each period based only on

historical sales data. Excess inventory is either perishable or carried over to the next

period. In this setting, they propose non-parametric adaptive policies that generate

ordering decisions over time. It shows that the T-period average expected cost of our
policy differs from the benchmark newsvendor cost the minimum expected cost that

would have incurred if the manager had known the underlying demand distribution.

Salvador P. Catelo denoted the importance of the Philippine Retail Food over the

past decade. The Philippines witnessed a substantial growth in the retail industry.

Although there is dearth of recent literature and statistics to support this observation, a

reconnaissance of places especially in the urban areas can attest to this. Growth is seen

not only in terms of numbers but more visible in terms of size, investment on structure

and modernization in operation.

Digal (2001) pointed out that the Philippine retail industrys performance

comprises about 11% of the Gross Domestic Product (GPD) in 1997. There are clear

indications that this magnitude has been more or less maintained in the past 3 years. Total

retail sales in 2002 increase by 11.1% and its GVA contributed 10.6% to GDP in the same

year. About 73.84% of this share was in the trade sub-sector while 25.43% was in the

service sector. From 1981-1997, the industry grew by 5.83% annually, outpacing the

average annual GDP growth rate of 2.27% over the same period.

Combined with the wholesale sector, the industry absorbed 15% of the countrys

employed in 1998 (Digal, 2001). The food, beverage and tobacco industry contributed

37% of the total employment in the wholesale and retail industry in the Philippines in

1995. Within the food sector, 87% of the total employment comes from small food

retailers with less than 10 employees (Digal, 2001).

 In the Philippines, food retailing industry involves a wide array of sellers from the

sidewalk vendors, wet and dry markets, sari-sari stores, groceries, supermarkets, hyper

marts, warehouse and discount clubs and convenience stores. Food means brisk business.

Food is intricately linked with its culture and traditions. In the family, food accounts for

43% of total expenditures. Outside the home, eating has become lucrative for the retail

business. Expenditures for dining out, excluding corporate representation registered an

average growth rate of 15% to 20% per annum in the last 10 years. In the quick service or

fast food segment, the total market in 2000 was over PHP30 billion (Palma, 2005).

According to the Family Income and Expenditure Survey (FIES) of the National

Statistics Office (NSO), household spending on food increased by 26% from 1997 to

2000. Personal consumption expenditure (PCE) on food and beverages in 2002 reached

about PHP448 billion from PHP401.7 billion in 1998, or an average annual growth rate

of about 3% (Omana, 2005).

Motor Image Pilipinas (MIP), exclusive distributor of Subaru in the Philippines

reported a year-end sales performance of 602 units, marking an increase of 100% from

2007. It also registered the biggest growth in performance in the Philippine automotive

industry based on the figures released by the Chamber of Automotive Manufacturers of

the Philippines (CAMPI). Subaru has been the fastest growing automotive brand since its

arrival in 2006 and Motor image has announced plans to expand its business in 2009.

"More efficient, less sweaty"

 "Ten years ago, the price points [of high-tech solutions for small retail] were a

concern," says Paula Rosenblum, research director for Boston-based AMR Research and

a veteran of specialty retailing. "Today it's a different story; the price of hardware is more

affordable as is software." In many respects, it's all about sweat how much of it do you

want to put into your store?

"Technology can empower small retailers, freeing them up from mundane chores

such as managing inventory and accounting systems manually," says Rosenblum, whose

father runs a small clothing store. "It can enable them to be a little more creative, a lot

more efficient and a lot less sweaty."

Adds Jeff Roster, senior retail analyst at Gartner, whose brother runs a small meat

market, "In any retailing format imaginable, you have competition coming at you from

Wal-Mart, Costco, whoever. So you'd better get a handle on what your organization can

do, from an efficiency and customer management standpoint. Technology can help . . .

even if you are the smallest of the small, and you do inventory ordering, why not

automate it?"

Why not, indeed. Here are 10 reasons to automate your retail business.

1 POS solutions are affordable. Point-of-Sale Systems.Com's, Make-It Yourself Kits

. (MIYKs), for example, can be purchased through a reseller for less than a $1,000 for a

single store with one cashier's lane. This is an investment that can be paid off over time
 in money saved on credit-card transactions. Why? Because all Point-of-Sale

Systems.com POS systems come with the Payment Processing Integrator, a

combination software and merchant account. Retail users can get significant savings in

lower card processing costs. "You're getting a payback on software just by the money

you will save in credit-card fees," says Rosenblum. Plus, Point-of-Sales Systems.Com's

Complete Retail Express offers a more detailed version of the program for the central

office of a retail chain, enabling the headquarters to keep track of sales and inventory

from multiple stores.) Best is a solution such as Point-of-Sale Systems.Com's CREST

system (an accromyn for Complete Retail Electronic Sales Terminal) a complete

hardware and software solution packaged in an attractive 16 x16 unit. All the

hardware you need is provided along with the Complete Retail Express Software,

options are available for database creation for Point-of-SaleSystems.com as well as

installation and training. However the installation is not much, with CREST all that is

necessary is to plug the unit into a 110 volt power source (CREST has its own surge

protector) and into a network connection / internet access point for processing credit

cards.

2 POS solutions are easy to use. Complete Retail Express software (CRE) is intended for

. use by store cashiers as well as store managers. No lengthy training sessions are

necessary. Built-in wizards and an intuitive user interface make learning easy. But

CRE/CREST is much more than a point-of-sale solution you'll also be able to

automate your inventory management, supplier management and purchasing, shipping

 and receiving processes, and integrate sales transactions with your accounting software.

CRE/CREST System easily integrates with QuickBooks' accounting software or

Microsoft Business Solutions Small Business Financials North America Edition.

3 Hardware requirements are minimal. All you need for a CRE Make-It-Yourself Kit

. system is a Windows-based computing device that accommodates Windows XP or a

later version. But it works effectively with common point-of-sale peripherals such as

printers, bar code readers, magnetic strip readers and cash drawers. CRE also can be

utilized with laptop PCs and Tablet PCs, as well as various PDA, mobile and wireless

solutions. Imagine taking your entire inventory report home each night simply by

unplugging the laptop and carrying it to the house. No more late nights at the store,

poring over inventory reports.

4 You can eliminate double-entry bookkeeping. By integrating credit-card transaction

. processing into your business operations with Payment Processing Integrator, you'll

help reduce data re-entry at the point of sale, and can facilitate easier reporting and

reconciliation of transactions at the end of the month. By integrating Complete Retail

Express with your accounting software, you eliminate the need for paper, cut down on

errors and streamline and improve your bookkeeping and tax record-keeping processes.

5 You can eliminate manual inventory tracking. Here's a "mundane" but very necessary

. chore that can be made easier and better through automation, says Rosenblum. "This is

what a computer is supposed to do for you," she says. With CRE/CREST Systems,
 unlike other point-of-sale solutions, you have the functionality to track your inventory

more closely and efficiently. As a result, you'll save time and be able to monitor trends

and buying patterns better, which can help you make better decisions in ordering,

buying and pricing. With a better handle on your inventory and how fast it takes to

"turn," you can increase sales.

6 You can reduce operating and labor costs. The ability to maintain tighter control over

. your inventory, the reduced need to re-enter information and an overall simplification

of associates' jobs will free your staff to focus on managing and selling more

effectively. You'll know better when to staff up or cut back to accommodate sales

demand. You'll also eliminate the need for separate point-of-sale terminals for credit

cards and the associated phone lines, freeing up valuable counter space.

7 You can serve customers and market products better and compete more

. effectively. While electronic cash registers automate individual transactions,

CRE/CREST Systems enables you to keep track of customers' entire purchasing

histories. You'll have a better sense of who your best customers are and why they are

buying, to focus more on their needs and to serve customers better in general. You also

can use this data for sales promotions and marketing campaigns. You'll be able to test-

market pricing concepts, sales promotions and new products better. In the end, you'll

put up a better fight against competitors, including the bigger retailers who are

completely automated but aren't as nimble or customer-focused as you.

8 You can more easily expand your number of stores and e-commerce

. options. CRE/CREST systems are scalable; you can keep the same software and

systems as you grow into multiple stores and retail channels. You have a trusted

provider, too. As your business adds customers and products, you can store and manage

unlimited amounts of data.

9 You can keep your business around longer. Want to be able to sell your business more

. easily or transfer it to someone from the next generation? Good luck, if you haven't

embraced technology, says Roster. "The next generation will require technology," he

says. "Otherwise, there won't be a way for someone new to come in and grow the

business model." As time goes on, he adds, retailers who rely on paper-based systems

will increasingly find themselves sticking out like a sore thumb in a supply chain where

most will be doing transactions online. "If you're someone who still wants to handle

paper, that may raise your costs."

lll. METHODOLOGY

A. Identifying Problems, Opportunities, and Objectives

The developers will visit the one branch of Mactals Gas Station named,

ROSEVILLE GAS STATION to conduct an interview for the gathering information that

will provides the result in this phase.

 These are the following steps in conducting an interview in ROSEVILLE GAS

STATION.

The developers will personal go to Roseville gas station for the schedule of

interview.
The developers will back on the exact date or schedule for the interview.
The developers will gather information about business transaction especially for

their inventory process.

The developers will prepare paper to record important things to consider that can

help in identifying problems, opportunities, and objectives of the business.

The developers will have an audio record of interview for the backup in case of

emergency such as undesirable loss of notes of important information from the

interview.
The developers will ask the problems that they encountered in their current

system and what are the things that the team can do to help them in their daily

activities.
The developers will ask recommendations for the function that would make the

system more helpful and convenient for the user.

The developers will ask for the files or documentation that can help in creating the

system.

B. Determining Human Information Requirements

The developers will conduct an interview by personally asking the people

who has authority or capable for answering our providing questions to know how
 the user will use the system and observe how they accomplish their work when

interact with the system.

The developers will gather data that will be subjected to generalization of

the specification and requirements of the users.

These are the provided questions for determining human requirements that

supports our data gathering for better output.

Who are the users of the current system.
What does the current system do?
How they used the current system?
C. Analyzing System Needs

The developers will determine the problems that the system encountered

and the needs of the user based on the data gathered by reviewing the answer of

the owner of ROSEVILLE GAS STATION. All the data and information gathered

are used to create data models and graphs for the ROSEVILLE GAS STATION

inventory system. The product consists of different data models (context diagram

and data flow diagram) and data dictionary. The diagram consists information of

ROSEVILLE GAS STATION every diagram discuss the different ROSEVILLE

GAS STATION processes.

D. Designing the Recommended System

The developers will design relational data model that will serve as a guide

for the programmer in designing and creating the database of the system, and the

entity relationship diagram that shows the logical representation of the database of

the chosen business (ROSEVILLE GAS STATION) that makes the developers
 job well done. Also, the graphical user interface describes as the interactive and

user-friendly will be design by the developers.

E. Developing and Documenting Software

The developer will start coding and developing the proposed system aside

from coding the documentation of the system will be started. The development of

the system will be documented so that can be used or guidelines in case

modification of the system in case of developing team is not available. This phase

will produce the system and its documentation.

The following are the materials that the team use to develop the system:

IDE Netbeans The programming language that the team use to

create the inventory system.

XAMPP- is a free and open source database local server that the

team use to store the records of the inventory of ROSEVILLE

GAS STATION.
Microsoft Word - the software that the developer team use to

create data flow diagrams, use cases, context diagram and to

document the whole system.

F. Testing and Maintaining the System

This phase takes at least two weeks to check all the missed bugs of

the developers so when the program gets to the last phase which is the

implementing, the user can fast use it. The developers go to the
 ROSEVILLE GAS STATION to show and test the system by the database

manager, the database manager tells the developer the bugs and glitches so

that the developer can fix it.

G. Implementing and Evaluating the System

The final phase will be the installation or implementation of the

system proposed by the team to the business. Developers must teach or

train the staff assigned to this task which is the Database Manager. He/she

must learn or familiarize all the features of the new system to fulfil the

whole capability of the system.

IV. RESULTS AND DISCUSSIONS

A. Identifying Problems, Opportunities and Objectives

The developers conduct an interview to our target company which is the Roseville

Gas Sation located at Maharlika Highway Brgy. Sto. Tomas, San Jose City. The

researchers gather information or knowledge about their business and existing system.

They are only using pen and paper to write down all the present data to be recorded data

to be recorded.
 The business owner entertained all of our questions. They individually record

each kind of products, a lot of time wasted just recording/writing it down one-by-one.

How about the delivery of goods? They buy all products available to the store, while they

dont encounter any problems about incomplete delivery of products. The developers also

asked when the staff can submit their report to her (owner). The staff submit a daily

report that sum up all the sales and inventory of the business with that day.

The team also noted the troubles they already encountered to the existing business.it cost

a lot of time just writing all the data in the paper. Difficulty search the needed data or

information requested. Inaccurate writing or reading of recorded data. Lastly, the

security of the recorded data in the paper where anyone can read and alter the existing

data by writing down in the recording paper.

The team discussed some upgrade and tips for them to prevent the existing

problem of the available resources of the company. The feasibility study below shows of

the preferred upgrade and tips by the developers for the company.

The developers conclude that the system they are using have lots of loopholes or

problems to be encountered. The system aims the security that only permits the

authorized user to do a certain things and save halfway of the time they consumed by

searching the desired information and writing down all the data using the traditional

method (pen and paper).

Here are the rows of the table that the researcher gathered from the business that needed

data.
 Figure 1.0 Daily Report

Operational Feasibility

Operational feasibility is a measure on how well a proposed system solves the

problems and take advantage of the opportunities identified during the scope definition

and how it satisfies the requirements identified in the requirements analysis phase of the

system development. Operational feasibility reviews the willingness of the organization

to support the proposed system. In order to determine this feasibility, it is important to

understand the management commitment of the proposed system. In the stage of

development of the system, the team conducted an interview to our target business which

is Roseville as Station business located at Maharlika Highway Brgy. Sto. Tomas, San Jose

City. The researcher gathered information about their existing system. The owner of the

business entertained all of our questions. The proposed system also does not require any

operating expenses. It will be done by simply installing the proposed system which is a

standalone application. The development schedule does not have any conflict with other

business priorities.

The management approved the proposed project. The user of the system will need

a little adjustment because he/she will adopt a new user interface. The developers will

gladly train the user on how the new system works.

Manpower user who will handle the current system has knowledge about (EXCEL)

which needs complicated formula for the output of the records. If the system is

implemented the database manager can handle all the transactions and record because of

the solutions provided by the proposed system such as to develop a system that filters the

information and records of the system that the user specified. The proposed system has

also a good user interface that a database manager can handle. The result will be for staff

to be more productive.

The PIECES framework helps in identifying the operational problems to be solved:

Performance the process of the current system provide a time consuming and

error prone process because it takes time to create the transaction from logbooks
 and transfer those records into Excel. The proposed system provide records a

totally computerized thus leading to easy modification and retrieval of data.

Information the proposed system provides users with timely and usefully

formatted information.

The information handling in the current system is done manually while in the

information handling in the proposed system will be computerized and will

automatically update.
The human errors will be minimal.

Input input information are recorded using paper which may create errors due

to inaccurate recording and calculations of the data and more time consumption.

In the proposed system the inputted information is recorded in database which is

accessible and can be rechecked to have minimum error. Information can be

regenerated easily which avoid redundancy of information.

Output records have to be searched in files which consume a lot of time and

effort. It is difficult to obtain necessary and accurate data for generating reports.

Economy - even if the software they use is free they are still using paper and

pens, and the benefits of the organization in the current system are not good

enough because there are still number of the problems to be solve.

 Control their current system is vulnerable because anyone can alter the existing

data in paper. In the proposed system the information are secured because data

can be stored in database to protect from unauthorized access.

Efficiency the staff are the one that will use the current system, writing of the

data/records are very time consuming.

Services - their current services are not reliable but it is flexible, their current

system meets the basic needs of the business like storage of data, but it is flexible

and easily adopt.

Technical Feasibility

Determining the resources has a lot to do with the accessing technical feasibility.

It considers the technical requirements are then compared to the technical capability of

the organization. The systems project is considered technically feasible if the internal

technical capability is sufficient to support the project requirements. The performance

and reliability of the system depends from the provided computer hardware and software.

The current hardware use in their process has a good specification that it can

handle the proposed software requirements.

The current system that they use to store their data or record to provide reports on

Excel is free in Microsoft Office. It has disadvantages such as consume most of the users
time since excel need formula to compute the total cost of the stacks. Also, it is hard to

provide reports because the expected output is not filtered by the system.

The team discussed about the specs to be used in the system.

Processor Intel Core i3-5157U Processor

RAM 2 GB
Operating System Windows XP
Hard Drive 500 GB
Table 1.0 Minimum System Requirements
Processor Intel(R) Core(TM) i7-4510U CPU @
2.00GHz (4 CPUs), ~2.6GHz
RAM 8 GB
Operation System Windows 8.1
Hard Drive 1 TB

Table 1.1 Recommended System Requirements

Economic Feasibility

Economic feasibility when the system is implemented, tangible benefits shall include

less time consumed, reducing error rates, cost reduction and avoidance, less man power

needed and easier management of records. While the intangible benefits are improves

users satisfaction and understanding and learning of the user.

The establishment already had laptop so this cause zero cost will be used

for devices.

The system require a large amount of money in one moment in time but it

is worth it enough and it can save time and provide good works for the

business.
Cost and Benefit Analysis

This contain the Estimated Annual Profit which shows the annual income or gain

of the company; The Cost of Current System in the Inventory Processes of the company

that shows the companys current expenses annually; The Cost of Proposed System that

shows the different costs in price by the team to handle the development process or the

proposed system for the Roseville Gas Station.

Months Sales ( in Pesos )

January 24,564
February 42,736
March 34,873
April 13,467
May 23,674
June 36,678
July 21,762
August 33,624
September 24,213
October 12,614
November 21,321
December 42,614

Annual Total Sales 332,140

Table 1.2 Estimated Annual Profit of Roseville Gas Station of 2015

Table 1.2 above shows the Estimated Annual Profit of the company based on their

2015 sales record tabulated per month. The company had the ability to gain an annual

total cash sales P 332,140.00 by selling oil products.

The company already has a computer and a printer, which is why the team did not

insert data of these particular system components on the table above.

 The table 1.3 below shows the company having an HP Laptop with a licensed

Microsoft Office 2013 with a price of P 41,999.00. The laptop is used by the manager and

staff to input day to day data apart from manually recording of data in bond papers. The

company has pens, which the company uses to record the inventory data. The company

uses 3 pens per month or 36 pens per year that has a total value of P 252.00. Bond

papers which cost P 350.00 that contains 500 sheets, using 2 bundles yearly, costs an

annual amount of P700.00. The annual cost of the company is P 42,951.00.

Content Estimated Cost Total

(Inventory
Management/Recording)
Laptop (HP) P 41,999.00 P 41,999.00
(Inventory Materials)
Pen P 7.00( 3 pcs/year ) P 252.00
Bond Paper A4 500 Sheets P 350.00 (2 bundles) P 700.00
(White)

Annual Total Cost P 42,951.00

Table 1.3 Cost of Current System in Inventory Process of the Company

Cause and effect Diagram

Figure 1.2 below shows the problem of the current system, the possible cause and

effect or problems that they encountered in their existing system. The main bones

represent the main problem in which the records are inaccurate and unsecured. The sub-

bones represent the possible causes of the problem encountered. Meanwhile, the
 horizontal sub-bones represents the possible causes of the main problems. These

problems include the method used for processing, that holds all the records of the stocks.

Figure 1.2 Ishikawa Diagram

Less
B.
Effective
Production

Determining Human Information Requirements

The team conducted an interview at the Roseville Gas Station and the developers

analysed on how they manage their files or inventory and how they interact with the

system they are using. The developers gather information by asking the following

questions:
 Who are the users of the current system?

There are two persons authorized to handle or use the system: the

Staff-In-Charge and the Manager. The Staff-In-Charge is the one in-charge

in the checking and writing of the data in the paper. The business Manager

on the other hand has full access in the system for adding, editing,

updating, deleting, and generating reports.

What was the current system do?

The Roseville Gas Station uses the system for recording or sorting

their inventory, generating a report for the daily requirement of the

Manager.

Where does the current system used?

The system is used by the Roseville Gas Station. The station will

be found at Maharlika Highway Brgy. Sto. Tomas, San Jose City.

How is the current system being used?

A. Customer Buying Products

The customer will go to the cashier/staff and tell the

product/s he/she needs. The staff will get the needed product/s and
 the cashier will then compute the amount of the product/s. after

computing, the cashier will give the customers receipt.

B. Cashier Remitting the Receipt

The cashier will submit the copy of the receipt of the

transaction to the staff.

C. Staff Recording Remitted Receipt to the Paper

The staff will record all the receipts he/she has received

from the cashier to the paper.

D. Creating A Daily Report

Every day, the Roseville Gas Station generates a report to be

submitted to the Manager.

Why is the system used?

The current system used in the Roseville Gas Station is for saving

the transaction made day by day. They used the data they saved for

generating reports to be remitted to the Manager.

Initial User Profile

User Characteristics Business Professional
Age 30-50 years old
Occupation Role 1 Staff in Charge
1 Manager
Tasks Staff in Charge and Manager

Table 1.4 Initial User Profile

Analysis of the Data

The Staff in Charge is responsible for managing the stocks. He/she makes sure

products is good/stocks is good and data recorded is right.

The Manager Mrs. Mactal handles the storage and the retrieval of the data. He works

on Excel and paper as recorded information, typically she prints the paper where the

staff will put the record, the paper is used for easily recording of data.

User Profile

Focus of Investigation Information Gathered

User: Staff in Charge
Age: No particular age
Sex: No particular gender
Educational Backgroud/Specialization: Atleast highschool graduate
Motivation: Experience, Family and God
Tasks: Staff in Charge
Physical Environment: Environment is Noisy

Table 1.5 Information of Staff-In-Charge

Focus of Investigation Information Gathered

User: Manager
Age: 45
Sex: Female
Educational Background/Specialization: Bachelor of Science in Business
Administration
Motivation Family, money and God
Tasks: Manager
Physical Environment Environment is noisy

Table 1.6 Information of Manager

Process Description Model

A decision tree is a decision support tool that uses a tree-like graph or model of

decisions and their possible consequences, including chance event outcomes, resource

costs, and utility. It is one way to display an algorithm.

Decision trees are commonly used in operations research, specifically in decision

analysis, to help identify a strategy most likely to reach a goal, but are also a popular tool

in machine learning.
 Have you filled up the New account
new details for the added to the
database
Is there a
staff that No new
needs a new account

No process

Figure 1.3 Creating Account

Have you filled up the New item

detail form for the added to the

Is there a
new item toNo new item
be added?

No process

Figure 1.4 Adding Item

 New
Have you filled up the
transaction
form for the new
added to the
Is there a transaction?
new No new
transaction transaction
needed to be created
added?

No process

Figure 1.5 Adding Transaction

Is the new staff New staff added

description is set? to the database

Is there a No new staff

new hired
staff?

No process

Figure 1.6 Adding Staff

 Have you selected the Account
account to be
Is there an
account that
is needed to No account
be deleted?

No process

Figure 1.7 Deleting Account

Have you selected the

Item deleted
item to be deleted?

Is there an
item that is No item
needs to be

No process

Figure 1.8 Deleting Item

 Have you selected the
staffs details that Staffs details
needs to be deleted?
Is there a
staff that No staff
was recently
fired?

No process

Figure 1.9 Deleting Staff

 Have you selected the Transaction
Is there a transaction to be
transaction deleted?
that is No transaction
needed to be deleted
deleted?

No process

Figure2.0 Deleting Transaction

Have you filtered the Report

report to be
Is it the end generated?
of the day
and a report No action done
is needed?

No process

Figure 2.1 Printing of Report

Is there
a staff Have you Have you
that selected the filled up the
Staffs
wants to staffs account new accounts
account
change that needs details?
updated
his/her updating?
No new
account update done
details?
No new
update done

No new
update done

Figure 2.2 Updating Account

Have you
filled up the
new items
description? Items
description
Is there Have you updated
an selected the
itemss item to be
descripti
on that
needs
 No new
update done
No new
update done

No new
update done

Figure 2.3 Updating Item

Staffs Have you

description filled up the
updated new staffs
Have you description?
Is there selected the
a staffs staff to be
descripti updated?
on thatNo new
needs update done
updating No new
update done

No new
update done

Figure 2.4 Updating Staff

Have you Have you

updated the filled the
delivered current
stock to the stock?
 New stocks
updated

Is there No new
a new update done
stock No new
update done

No new
update done

Figure 2.5 Updating Stock

Have you
filled up the
new
Have you transaction
Is there selected the Transaction
a transactions updated
transacti
No new
on that
update done
needs to
No new
update done

No new
update done

Figure 2.6 Updating Transaction

References:
https://en.wikipedia.org/wiki/Decision_tree

C. Analysing System Needs

Context Diagram (Current)

Figure 2.4 below show the Context Diagram of the current Roseville gasoline

Staion System. The Rosville Manual POS is the sale counter of Roseville gasoline station

. it computes the items being bought by the customer and creates two receipts. One is

given to the cutomer and the other is given to the staff for recording purposes, it also

identifies if fuel is needed, and record how much fuel is available. The process Saves the

transation requires the list of purchases gathered by the staff over the day. The process

saves the data storages printed paper of Ms Excel. The management explained that the

reason that they have to save the data to the data store printed Ms Excel serves as the data

storage of all the data gathered throughout the day. The process Generate Report

creates a detailed report of all the transactions made through out the day for the manager

to asses.
Figure2.7 Context Diagram (Current)
Use Case Diagram

The Use Case Diagram represents the system used by the Roseville Gas Station.

The actors are the customer who purchase the product which includes the payment for the

product. The Staff who is responsible for saving the purchase transactions, update Item

Purchase Data, check Item Purchase Data. Lastly, the Manager is responsible for

generating report including the daily inventory data and daily transaction data, Add

Inventory including Inventory Records, and Updating item including item description

data. Use Case model describe interaction between Customer and management.
Custo Sta
mer f

Manag

Figure 2.8 Use Case Diagram

Use Case Name: Purchase Product
Primary Actor: Customer
Actors Goal: To Purchase Products from Roseville Gas Station
Relationships:
Include
Product Payment
Extends:
Typical Flow of Events:
The Customer will purchase the product from Roseville Gas Station.
Include: Product Payments.

Use Case Name: Save Purchase Transaction

Primary Actors: Staff
Actors Goal: To Save Product Purchase Transactions.
Typical Flow of Events:
The Staff will save the List of items Purchase.
The Transaction Data will be stored on Transaction Database.

Use Case Name: Update Inventory Stock

Primary Actors: Staff
Actors Goal: To Update or deduct the items in Inventory Stock
Typical Flow of Events:
The Staff will deduct the purchase items in the Stock.
The Item Details will be stored on Roseville Gas Station Inventory Database.

Use Case Name: Check Inventory Stock

Primary Actors: Staff
Actors Goal: To Check the Inventory Stock
Typical Flow of Events:
The Staff will check the Inventory if there are sufficient stocks.
The Item Barcode will be stored on Roseville Gas Station Inventory
Database.

Use Case Name: Generate Daily Report

Primary Actors: Management
Actors Goal: To Create or Generate Daily Reports
Relationships:
Include:
Daily Inventory Data
Daily Transaction Data
Extends:
Typical Flow of Events:
All the Transaction Details and Prices from Roseville Gas Station Transaction
Database will generate a Daily Reports.
Include: Daily Transaction Data.
All the Item Descriptions from Roseville Gas Station Inventory Database will
generate a Daily Reports.
Include: Daily Inventory Data.
The Management is allowed to preview the documents and summary of the
data set used to populate the document.

Use Case Name: Add Inventory Items

Primary Actors: Management
Actors Goal: To Add new Item Details in the database
Relationships:
Include:
Inventory Records
Typical Flow of Events:
The item details and prices will be added on the Roseville Gas Station
Inventory Database.
Include: Inventory Records.

Use Case Name: Update Inventory items

Primary Actors: Management
Actors Goal: To Change the Item in the Database
Typical Flow of Events:
The management will select the items id/ Barcode
The management will change the details/description of the selected item
 D. Designing the Recommended System

Context Diagram (Proposed)

Figure 2.9 below shows the Context Diagram of output proposed system. The central

process Merchandize Inventory of Roseville Gas Station serves as the two entities

(Staff and Manager).

The interaction among the central process involves eight different data flows

namely as Purchase List, New Item, Report, Data, Update and Check Inventory. Purchase

Transaction, Gather Report Data, Data, and New Item Description. The Staff saves all

accumulated purchase/transaction list through the data flow Purchase List then the

central process saves it to the system Database through the data flow Purchase

Transaction. The system automatically updates and checks the inventory database every

time the staff inserts a transaction, the system will check the system database by returning

the data needed through the data flow DATA and comparing it to the transactions. If

there is enough stock for the transaction, the system will update the stock in the system

database. The Manager can provide new items for the system by using the data flow

New Item which contains all the specific data about the item to be added and then the
system will add the new item in the database through the data flow New Item

Description. The system also has the function to provide reports to the manager by

gathering all the data necessary for the report in the system database through the dataflow

Data then sending the report to the Manager.

Figure 2.9 Context Diagram (Proposed System)

Data Flow Diagram (Logical)

 Figure 3.0 below shows the logical Data Flow Diagram of the proposed system.

This Diagram shows the logical flow of the data of the system, it shows where the

data came from, where the data will be used, where the data will be stored and who

uses the data.

There are 6 processes used. First is the Save the Transaction wherein the

staff will store all the transaction data to the Transaction Database. Second is the

Check Inventory wherein the staff will check the Inventory Database if there are

still items in stock. Third is the Update Inventory Stock wherein as the staff saves

the transaction the system will automatically deduct the items purchased in the stock.

Fourth is the Generate Report wherein it provides reports of the transaction and the

inventory of the system. Fifth is the Add Item in Inventory wherein the Manager

provides new item data and then saves it to the database. Sixth is the Update

Inventory Item wherein the Manager alter the existing items description.
 Figure 3.0 Data Flow Diagram (Logical)

Data Flow Diagram (Physical)

Figure 3.1 below shows the physical Data Flow Diagram of the proposed

system. This diagram shows the physical flow of the data, and the physical interaction
of the entities that uses the system. For example, the staff will enter the data recorded

in the paper to the system.

Figure 3.1 Data Flow Diagram (Physical)