CHAPTER 1

INTRODUCTION

BACKGROUND OF THE STUDY

The fast growing of innovation of advance technology is one the most important factors

of a modern society due to the reason of dissatisfaction and consciousness of humans by

discovering and exploring for more effective way of living. Dealing with the triumphant

advancement, every institution like University of Eastern Philippines uses the advance

technology as an effective tool in improving in quality and efficient services to be more

competitive with other institutions.

Computerization of daily transaction of in every institutions nowadays are widely used by

many type of institutions. It makes the monitoring of logging of attendance and information of

equipment easy to supervise especially when an institution uses a computerized system of

whatever transaction it is.

The University of Eastern Philippines takes pride and honor for being the lone

comprehensive and the biggest state university in the entire Eastern Visayas region, catering to

human resources and socio-economic development of its service through the years.

The machinery department of the university is located at the back of UEP

registrar office. This department is tasked with the safe keeping and maintenance of the vehicles,

and keeping travel records every time those vehicles are used. They used the old-fashion way of

storing their files. The manual storing and retrieving of their files are burden for the staffs, they

used file cabinet as their database.

 There is a corresponding form for every incoming and outgoing item (from the stock

room), maintenance, and travels which utilizes the University’s vehicles. These forms serve as

the basis of comparison when inspecting; that is, the amount of item that goes in or out must tally

with those written in the forms. Afterwards, all the forms and records used in the transactions

will then be kept for future reference. Besides, the equipment are being computed every day

without any tally or documentation for everyday transactions. Their inventory of equipment is

being done once a week in a month. In addition to the complexity of the process, the employee is

responsible on this task also needs to check the stocks once in a while so as to monitor which

items are already getting below the allowable minimum quantity. Because of draining work,

there were circumstances when the inventory record in the office does not tally with the actual

amount of the available items.

Another thing to consider in manual inventory and usage of vehicle is prone of errors

since it is inevitable that the employee assigned to do the inventory would commit mistakes. For

now, the department operations are manual in terms of processing and handling data in their

overall operations. Personnel are just recording data and important information in numerous

papers and store files at their basement.

The data were collected and tabulated and it was found out that the performance,

information, efficiency and service of the current system take a lot of time retrieving, updating

records, and giving information to the authorized personnel. It is because, the records of the

equipment’s are not organized, and the personnel’s in-charge takes time and effort finding the

records.
 The security and control in the current system based on the data gathered found out – that

the records of the department were not safe because it can be altered, misplaced or it can be lost

for a long period of time.

Being the age of computer, the researchers come up with the idea to develop a system to

resolve personnel’s problem. This system will be called UEP Machinery Department Information

System for the machinery department of UEP in University Town, Northern Samar. The

proposed system tasks is to lessen the time and effort of the personnel in keeping and retrieving

records, making reports, inventory of stocked items, keeping track of information and expenses

made during the travels regarding the vehicle in use.

The implementation of this system, UEP Machinery Department Information System for

machinery department of will lessen time and effort of personnel during retrieval of records and

making reports.

State of the Problem

This study seek to answer the following questions:

1. How to Create and Design a UEP Machinery Department Information System in

University of Eastern Philippines, in terms of the following aspects:

1.1 Process,

1.1 Data and

1.1 Programming language?

2. What is the level of acceptability by the University of Eastern Philippines for the

proposed system in terms of:

2.1 Performance,

2.1 Information,

2.1 Control or Security,

2.1 Efficiency, and

Service?
Objective of the Study

1. To Create and Design the UEP Machinery Department Information System in terms

of the following:

Process,

Data and

Programming Language.

2. To determine the existing problems encountered by the University of Eastern

Philippines of the proposed system in terms of the following:

Performance,

Information,

Control or Security,

Efficiency, and

Service.
Significance of the Study

The UEP Machinery Department Information System are significant to the following:

University of Eastern Philippines (UEP). By providing fast and reliable information,

this will play an important role in information retrieval process.

Employees. This study will help the personnel in-charge of the office lessen the burden

of work in record keeping and organization of records, most especially it will ensure the security

of data and the accuracy of processing the reports needed based on the documents stored.

Researcher and Developers. The outcome of this study will be helpful to those who will

be involved in this kind of research for future references and to be able for them to know a lot

better regarding data procedures and program structures based on this research.
Scope and limitation of the Study

The Machinery Department Information System focus and cover only the University of

Eastern Philippines on providing them the most efficient way of recording, retrieving, and

keeping track of vehicle usages, availability, and maintenance, and the inventory of items used in

maintaining the vehicles.

This system will also provide satisfaction that has become increasingly an important issue

to service operation management. It will include the following features: save, update and retrieve

the machine information, inventory of the maintenance items from the database and the most

important feature: the retrieval of vehicle usages and maintenance cost.

The UEP Machinery Department Information System is designed for major concerns of

staffs of this department by giving them comfortable and fast access to data in making reports of

the services given by the machinery department.

Definition of Terms

To provide and understanding of the scripts, the following terms are operationally

and conceptually defined to facilitate better understanding of this work.

Computerized - Conceptually, to control, perform, process or store (a system, operation

or information) by means of or in an electronic computers.1 Operationally, to install or start using

a computer system to organize.

 Database – Conceptually, it is a collection of data that is organize so that contents can

easily be accessed, managed, and updated. The most prevalent type of data is the relational

database, a tabular in which data is defined so that it recognized and accessed in a number of

different. A distributed data is one that can be dispersed or replicated among different point in a

network.2

Information – Conceptually a complete listing of merchandise or stock on hand, made

each year by a business or institution concern. Operationally, refers to an itemized list of current

assets.

Manual – Conceptually, defined as operated, done or used by hand. Operationally,

involving or using human effort, skill, power, energy, etc.

System – Conceptually, any formulated, regular, or special method or plan of procedure,

any collection or set correlated members.3 Operationally, it is used as principles of the study.