PAMANTASAN NG LUNGSOD NG VALENZUELA Poblacion II, Malinta ,
Valenzuela City Chapter I
THE PROBLEM AND ITS BACKGROUND
Introduction
The Computer nowadays is a basic need for Companies and
Institution. It helps a lot in such a way that it is an important
thing that company should have to makes worked more progressive and
productive. It is important thing that a company should have
because it helps a lot in many ways such as organizing, storing and
manipulating data. Having computer programs may help a company grow
bigger and be competitive in the flow of the business world. The
companies nowadays uses computer literate and very competitive in
the business.Having recognized the importance of computer as a part
of business transactions, the proponents conducted a study to
develop a web-based application for the Foreign Service Institute.
This will improve the process of manual inventory keeping,
monitoring of IT equipment and providing technical services for the
said Institute. The propose system will use the device ID and name
of IT equipment. This will be use as part of audit trail records
for the condition monitoring of IT equipment. Inventory management
system for tracking inventory records of office supplies and
equipment distributed to different office. This will organize all
the inventoryrecordsof the Institute such as transaction request,
number of stocks and stocks replenishment that used to be stored in
spreadsheets. For the technical support services, the system will
also provide a message passing which can be use by the employee in
sending their technical assistance request and other related
computer problems.Background of the StudyThe Foreign Service
Institute under of Department of Foreign Affairs, since it started
to offer different trainings and courses, computers used by the
employee on the said Institute are issued by the General Services
Section and monitor by Management Information System Section headed
by Mr. Bienvenido S. Basal.
The General Service Section (GSS) is the office which provides
all the office supply and equipment needs of the Institute. All IT
equipment that was distributed to all offices is being monitored
and recorded by the Management Information System Section. MISS
Head has there scheduled to visit all offices such as division,
section and employee offices to check and monitor the condition of
IT equipment. They are also in charge in answering the questions
regards to the technical problems that are encountered by the
employees and other parts of the institute.
Setting of the Study The study took place in Foreign Service
Institute was established on December 9, 1976 under the
Presidential Decree 1060 as the career development arm of the
Department of Foreign Affairs. It is located at 5th Floor DFA
Building, Roxas Boulevard, Pasay City 1300. There are full time
employee to handle the institute.
Theoretical Framework
Inventory ManagementMany Establishments use Inventory for their
sales, expenses, financial records, record transactions and etc.
All of this is recorded on the inventory of every company to
monitor their needs. Until now Inventory is being studied by the
companies how to come up with better inventory records. Inventory
is formally a mathematical theory that is concerned with design of
production /inventory systems to minimize the costs of every
business establishments. This mathematical theory is being applied
to the technology. Until know there are programmers and developers
that creates a modern system for inventory. IBM produce a first
accounting System would add the total of sales from each sales
person. This system is the basis of many modern finance and
inventory system. From this basis the UPC (Universal Product Code)
was adopted by grocery industry. As the computer became more common
and affordable since then writing inventory data by hand on paper
was replaced by scanning products and inputting information into
computer by hand. Also cloud based business software adaptation by
the business establishment mark a new era for the inventory
management software.
Technology studiesTechnology is based on science that studied
formal or informal education about human innovation, change, or
modification of natural environment. Hewlett-Packard is founded in
a Palo Alto California Garage which is become a popular piece of
test equipment for engineers. Since then this work or discovered is
used to different studies to come up with better technology
innovation.
Technical ServiceTechnical Service or better known as Technical
Support, that provides support or assistance to users of technology
products such as televisions, mobile phones, computers, software
products and etc. Technical service may be delivered to phone
calls, email and live support. The First Technical support that
handled mobile phones is AT&T. The AT&T technical support
created for the wireless phones to support the needs of the mobile
users.
System MonitoringIn early years monitoring is rarely used in
business facilities or establishments. Monitoring is simply for
collecting information or data. In the past years monitoring is
manually conducted by the supervisor or technical staffs. First
monitoring system was first adopted by the European market for
luxury vehicles, and its a tire pressure monitoring using hollow
spoke wheel system developed by PSK in 1980s. The system uses
sensor s in the wheels and a driver display which can show tire
pressure at any wheel, and includes warnings for both high and low
pressure of tires. In the new era there are so many invented
devices that can monitor all informations and data.
Conceptual Framework This study focuses on the relationship
between the respondents, for the Administrator office supplies and
equipment for borrowing request approval, update inventory, send
technical support request which will act as the independent
variables and towards to produce inventory report, produce
condition report for IT equipment, notification for technical
service for the dependent variable for the admin side of the
system. MISS Head for the technical support side, monitor equipment
connected to the computer, update user for monitoring and send
office supplies or equipment request for the independent variables
and production report for IT equipment, monitor user, notify if
approved or sent about the item request for the dependent
variables.For the Section Head and Division Head to request for
technical support, send office supplies or equipment request for
the independent variables. And notify for technical service, notify
if approved for sent and view request for dependent variables.For
the employee is to send request for technical support for
independent variable and notify for technical service for the
dependent variable. Independent Variable Dependent Variable Produce
inventory report,Produce condition report for IT
equipmentNotification for technical service
GSS/ Admin AccountApprove request for office suppliesand
equipment for borrowingUpdate inventorySend technical support
request
Independent Variable Dependent Variable Production report for IT
equipmentMonitor equipment used by the userNotify if approved or
sent about the item requestMISS HeadTechnical support sideMonitor
equipment connected to the computerUpdate user for monitoring and
send office supplies or equipment request
Section Head/ Division HeadRequest for technical supportSend
office supplies or equipment request
Notify for technical service,Notify if approved for sent and
view request
Notify for technical serviceEmployeeSend request for technical
support
General problemsHow can Foreign Service Institute efficiently
manage inventory records of office supply and IT equipment
specially the General Service Section and the Management
Information Section?
Specific problem What is the amount creation of the existing
system inventory management, sending it in the following
inventories of the monitoring?a. Proximityb. Generate reportc.
Total amount of expensesd. Sorting of request2. What changes to the
existing system in cause of the following?a. Total expenses for the
monthb. Generate reportc. Audit traild. Record keeping of the
itemse. Redundancy of item request 3. How can the General Service
Section manage the large volume of office supply and IT equipment
request?4. How can the Management Information System Section track
offices with technical issues?
General ObjectivesThis study aimed to develop a system called
inventory management of supply and monitoring of IT equipment which
will use to efficiently manage the inventory system, large volume
of office supply and IT equipment request and also to monitor the
offices with technical issues?
Specific Objectives1. The propose thesis will have inventory
management system of supplies, this will have a record of stocks
which can be used to determine if the supply is insufficient and
needed to request.2. The propose thesis will have a supply request
system that can accept multiple request of a single user, list all
records of request and save the record of request sorted by the
date, only to find out what request is needed to approve first to
avoid mismanage of distribution of request.3. The propose system
will have an audit trail for all the office supplies and IT
equipment. This audit trail will provide all the records such as
the date of item was acquired, defected and replace so that it will
help to speed up the monitoring process done by the MIS head of the
FSI.
Hypothesis
The researchers formulated three hypotheses for this study.
These are as follows: a. The computerized sending of request for
office supplies and IT equipment helps the General Service Section
to record all request faster compared to the manual process they
consumed a lot of time to record all of it.
b. The system give significant differences in the time used to
finish the whole process of sending notifications compared to the
manual process.
c. In computerized system the General Service Section can easily
access all the information compared to it in the manual methods of
file storage.
Significance of the StudyThis study is significant to the
following:
To the CompanyForeign Service Institute will greatly benefit
with the proponents study because they dont need to hire any
programmers to do the work in their system. The proponents will
develop their system. So the proponents ask for the support of the
company. This will lead in lessening the expenses of the company
which can be used in their other expenses. They will also find it
easier to do task with the system like the computerized inventory
wherein they can assure that there have enough supplies for their
work.
To the EmployeesThe Employees will benefit in the system. They
will find it easier to monitor IT equipment since monitoring in the
system is faster than one by one visiting of offices to check the
condition of IT equipment. The inventory system will give them an
easier time in tracking the amount of supplies and they dont have
to worry for unexpected shortage because they can frequently
monitor the supplies.
Scope and LimitationsScopeThe proposed system Inventory
management of supplies and monitoring of IT equipment for Foreign
Service Institute covers many aspects of inventory and monitoring
process. This includes the office supplies and equipment
requesting, inventory, monitoring and technical support services
for all Divisions and Sections. The system will have computerized
inventory system where it covers all the records of office supplies
and equipment to the Sections and Division also cover the equipment
monitoring which include an audit trail of records. This audit
trail will provide all the records such as the date of item was
acquired, defected and replaced so that it will help to speed up
the monitoring process done by the MIS head of the FSI. The
proposed system will also cover the technical assistance request
for the IT department of the said Institute. The system aims to
help employees in a much better way of requesting of office
supplies, equipment and technical assistances.LimitationThe propose
system can only use though the local area network so that the
system cannot be access online and exclusively for all the
employees in Foreign Service Institute. For the device
compatibility concern the system is only tested to run smoothly in
the desktop or laptop computers with the minimum system requirement
of Windows XP (32 bit or 64 bit) other devices such as mobile
phones and tablets could encountered compatibility issues when try
to run it. The administrator of the system can only use or grant
the default user roles that available in the system therefore the
system cant generate another user having different user level
access.
Definition of Terms Application- is a set of one or more
programs designed to carry out operations for a specific
application. Application software cannot run on itself but is
dependent on system software to execute.AT&T- is an
Americanmultinationaltelecommunicationscorporation, headquartered
atWhitacre TowerindowntownDallas,Texas. is also the second largest
provider ofmobile telephoneand the largest provider offixed
telephone in the United States, and also
providesbroadbandsubscription televisionservices.Audit Trail- is a
security-relevant chronological record, set of records, and/or
destination and source of records that provide documentary evidence
of the sequence of activities that have affected at any time a
specific operation, procedure, or event.It also record typically
all the activities created inside the system.Computer- Is a general
purpose that can be programmed to carry out set of arithmetic or
operations automatically. It is most commonly used in business,
companies, and etc.Data- is distinct information that is formatted
in a special way.Itexists in a variety of forms, like text on paper
or bytes stored in electronic memory.IBM- TheInternational Business
Machines Corporation(commonly referred to asIBM) is an American
multinationaltechnologyandconsultingcorporation, with headquarters
inArmonk, New York, United States. IBM manufactures and markets
computerhardwareandsoftware, and offersinfrastructure,hostingand
consulting HYPERLINK
"http://en.wikipedia.org/wiki/Consultant"servicesin areas ranging
frommainframeHYPERLINK
"http://en.wikipedia.org/wiki/Mainframe_computer" computers to
nanotechnologyHYPERLINK
"http://en.wikipedia.org/wiki/Mainframe_computer"
computers.Inventory- It is a record of all stocks, equipment,
office supplies, money of the company. Inventory represents one of
the most important assets that most businesses possess, because the
turnover of inventory represents one of the primary sources of
revenue generation and subsequent earnings for the company's
shareholders/owners.LAN or Local Area Network- It is acomputer
networkthat interconnects computers within a limited area such as a
home, school, computer laboratory, or office building, using
network mediaMicrosoft Windows- is a series ofgraphical
interfaceoperating systemsdeveloped, marketed, and sold
byMicrosoft.Proximity- It means nearness, and it is often qualified
by the wordclose. It was hard not to see him cheating, when our
desks are in such closeproximityto one another.Sensor- It is a
device that detects events or changes in quantities and provides a
corresponding output, generally as an electrical or optical
signal.UPC(Universal Product Code)- is abarcode symbology that is
widely used in stores for trackingtrade itemsin stores. Its most
common form it consists of 12numerical digits, which are uniquely
assigned to each trade item.Wireless- is thetransfer of
informationbetween two or more points that are not connected by an
electrical conductor. Manipulated by airwaves.