DIPLOMA SAINS KOMPUTER (KOMPUTERAN INTERNET)

Diploma in Computer Science (Internet Computing)

MKS1084 E192
PROJEK TAHUN AKHIR
Final Year Project

DOKUMEN KERTAS CADANGAN SISTEM (DKC)

System Idea Proposal Document (DKC)

Name Jeyapratha A/P Puspanathan

Matric E20181021809

FYP Title i-Inventory (Inventory Management System)

Supervisor Dr. Mohd Fadhil Harfiez Bin Abdul Muttalib

1
1. System Themes
“i-Inventory” is a web-based inventory management system for managing the
inventory system of any organization. It simplifies the work easier for a single
store, or to manage the distribution of stock between several branches of a
larger franchise as well as enhance the business process between their product
suppliers. The inventory management system merely records sales and
restocking data and provides notification of low stock at any location through
email at a specified interval. The goal is to reduce the strain of tracking rather
than to handle all store maintenance. Further features may include the ability
to generate reports of sales, update the inventory based on the sales details,
generate sales and inventory report daily, weekly or monthly based. In
addition, since theft does occasionally occur, the system provides solutions for
confirming the store inventory and for correcting stock quantities.
2. Background
Products are considered as the business resources for the organization. This
includes managing the product with appropriate way to review any time as per
the requirement. Therefore, it is important to have a computer-based
Inventory Management System (IMS) which has the ability to generate reports,
maintain the balance of the stock, details about the purchase and sales in the
organization. Existing benchmarked systems that available in the market have
been chosen as literature review by compare their features in three modules
which are notification, report generation and inventory/stock list stated below.

Module Problem
Notification module Suppliers always forget to supply the products specified
by the companies as they have a lot of product orders
every day. This is surely can decrease the productivity of
the companies as the quantity of their stocks is low.

Report It’s seems to be a burden for product suppliers to wait for

generation module too long to get their invoices. Also, sometimes the
suppliers might lose their invoices as it’s just in a form of

2
 paper and it will make extra troubles for the companies
to reprint the invoices from their numerous folders again.
Inventory/stock The unsystematic management of stocks in an
list module organization can lead to potential damage. Products
stored should be inspected in daily basis to ensure stock
outs and allow for ample lead-time to replenish the
stocks.

3. Scope Description
This project aims to develop an inventory management system for an
organization or larger firms that is still using the manual operation –
paperwork. It suits for any organizations no matter big or small as long as they
have products, they can proceed with this management system. The inventory
management system includes a combination of modules and most of the basic
modules already done in the available system in the market. In order to attract
the customer, 3 modules have been focused here which are:
i. Notification module – Suppliers is able to know the quantity of the stock
is low through an email notification and it will help the suppliers to
deliver the products to the respective companies at the right time.
ii. Report generation module – When a supplier delivers the products to
the distributor, they can easily get through the report in the online. The
suppliers also can reprint the ticket if they lost it by just entering the date
of the product supplied. The report will consist the logo of the supplier
and company, date issued, quantity of purchased products by the
company and amount to be paid.
iii. Inventory/stock list module – Suppliers and companies is able to update
the remaining stocks, quantity of the products that purchased by the
company side, and also payments made by the distributor. There will be
also billing system available for suppliers and clients to claim the money
from delivered products.

3
4. System Functionalities
The main objectives of inventory management system are to computerized and
centralized all the information in order to reduce the time in retrieving all the
data and information and also to promote eco-friendly software that will
reduce the usage of paper. Other than this, this system automates each and
every activity of the manual system and increases its throughput. Thus, the
response time of the system is very less and it works very fast. This system also
has a very user-friendly interface. Thus, the users will feel very easy to work on
it. The system provides accuracy along with a pleasant interface. Make the
present manual system more interactive, speedy and user friendly. Lastly, the
transaction reports of the system can be retried as and when required. Thus,
there is no delay in the availability of any information, whatever needed, can
be captured very quickly and easily. This entire project is mainly consisting of
three types of users, which are:
i. Admin – Admin has unrestricted access to all the modules. Usually this
role is assigned to owners, partners and store supervisors only. Admin
can view all the activities made by the users. Admin can manage the
activities of suppliers and clients. For example, admin can add the
quantity of suppliers and clients. Admin also can view queries sent by
users about the management of the inventory. Admin also can view the
login and logout time of a user.
ii. Suppliers – Suppliers are the one who supply products or services to the
company. Suppliers can view the total products they have sold to the
company and they can know the total profit earned by them. Suppliers
can edit their details which is like their name, contact number, and
address. Suppliers also can add new products if they want to and they
are able to upload the picture of every product they want sell to.
iii. Clients – Clients are the one who will be purchasing products sold by
the company. Clients can get access to their account by firstly
registering into it, after the registration they can login as a normal user.
Clients able to notify the company if they wanted a product, this
message will be sent to the company as they can provide the products
to them. Clients also can-do online transaction to the respective
company after the purchasing process.
4
5. Platform
Inventory management system used web server which is using the
client/server model and the World Wide Web's Hypertext Transfer Protocol
(HTTP), serves the files that form Web pages to Web users (whose computers
contain HTTP clients that forward their requests). Every computer on the
Internet that contains a Web site must have a Web server program.
Considerations in choosing a Web server include how well it works with the
operating system and other servers, its ability to handle server-side
programming, security characteristics, and publishing, search engine, and site
building tools that may come with it.
6. Target Users
The target users of this inventory management system will be suppliers who
supplying their products to a company, clients who will be purchasing the
products sell by the suppliers and lastly an administrator who will be in the
middle of this business process and manages all the activities. By having this
system, clients can pay the money for the purchased products through online
without wasting the time. This system is able to decrease the time of a client
waiting in the company and also reduce the workloads for the workers to
prepare the products earlier and be prepared every time before the client
arrived. In addition, with the notification module, it also helps to prevent the
company from stock outs as it alerted the company through an email message.
Through this feature, companies no need to worry about their stock outs as it
can update when the quantity of the stock is low.
7. Current Analysis
Analysis have been conducted on two inventory management systems which
are Websys Infotech and Nitso Technologies Pvt Ltd. As a result of analyzation,
I have found out that two inventory management systems have their strengths
and weaknesses equally, which are:

5
 Existing Weakness Problem solving ways
management
systems

Websys Infotech Their display way is not
that user-friendly. The
modules with a list of
black and white colors in
each row is quite
unprofessional.
The modules with a list of
black and white colors in
each row is quite
unprofessional. Design is
another way that we need
to take note because too
colorful design may bring
unprofessional look.

Nitso They only have three Report generation module

Technologies Pvt modules in their system is needed to add in the
Ltd which is the purchase system as it will be useful for
order module, receiving suppliers or distributors to
module and vendor print their purchased
module. Report product report anytime and
generation modules is not anywhere.
available in the system, so
the suppliers or
distributors need to take
down the purchased
product details using
paperwork.

8. Risks
The risks of this system are that the system needs large disk space in the future
if it is running few years as system is keeping the photo of each people,
therefore it may take up little amount of the disk space. But this risk can be
prevented by using Cloud Storage as an alternative. Another consideration is
the system needs internet connection since the system is using email services
to get in touch with the suppliers. If there is problem for the internet
connection, such as can’t connect to the internet service provider, then the
6
system may fail to send the email to the respective person. Then, most of the
organizations all over in Malaysia are used to paper based management as the
cost is low and they think that system like this will cost more as it should be
maintained yearly. Next, special training sessions and manuals should be
adhered to, to successfully operate the system. Learning how to operate the
system can be lengthy, cumbersome as well as complex. But once successfully
installed and training completed, it can prove to be a blessing for the business
and it helps a great deal in the smooth operation. Extremely beneficial in many
aspects, this management software is available in the market at a high cost.
Lastly, although the system provides such great features and makes the entire
business a lot better and efficient, all this comes at a cost. Big time businesses
can cover up the cost or the one-time investment in some time but in the case
of small or medium-sized businesses, it is at times not feasible to maintain such
software.
9. Others
Software Requirements:
i-Inventory will be developed using the following software:
i. phpMyAdmin
ii. Win SCP
iii. Notepad++
iv. Pixabay

Schedule of activities (Gantt Chart):

TASK NAME WEEK 1 WEEK 2 WEEK 3 WEEK 4 WEEK 5 WEEK 6 WEEK 7 WEEK 8 WEEK 9 WEEK 10 WEEK 11 WEEK 12 WEEK 13 WEEK 14

Briefing Session & Project Title Selection

Selection & Meeting with Supervisor
Proposal Preparation
Planning Phase
Pitching Session
Designing Phase
Development Phase
Evaluation Phase
Implementation Phase
Report Preparation

7
KRITERIA PENILAIAN DAN PEMARKAHAN |
ASSESSMENT CRITERIA AND MARKS (15%)

Item Kriteria | Criteria Markah |

Marks
1 Idea yang jelas berkenaan skop sIstem
Clear idea about the system scope
/2
2 Idea sistem yang menarik dan praktikal
Interesting and practical idea of the system /3
3 Modul bakal dibina adalah menarik
The details explanation about future development /3
module is interesting
4 Penulisan DKC membayangkan keupayaan pelajar
mensintesis
DKC writing shows students ability to synthesize /4

5 Penulisan kreatif dan kritis

Creative and Critical writing /3

Jumlah | Total /15

Supervisor’s Signature and Stamp

Date