ELECTRONIC INVENTORY BOARD

SYSTEM

NAME: MARTIN MUTHUI NZAU

REG NO: EDST1/05074/21

FACULTY: PHYSICAL SCIENCES, ENGINEERING AND TECHNOLOGY

DEPARTMENT: COMPUTER SCIENCE

PROGRAMME: EDT1

COURSE: COMPUTER SCIENCE

SUPERVISOR: EVAH NJERU

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 CERTIFICATION
This is to certify that this project Report titled “ELECTRONIC INVENTORY SYSTEM” was
carried out by MARTIN MUTHUI NZAU under the supervision of Madam EVAH NJERU.

……………………………………………………….. ………………………………………

EVAH NJERU DATE

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 ACKNOWLEDGEMENTS
I wish to thank the Almighty GOD for the far I have been with the project. I would also like to
thank THARAKA UNIVERSITY for the knowledge I have had so far and for granting me an
opportunity to pursue my course. I also acknowledge the department of computer science for the
effort made to ensure that we have gained the required knowledge and skills.

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Contents
CERTIFICATION……………………………………………………………………………………………………………………………………….2

ACKNOWLEDGEMENTS………………………………………………………………………………………………………………………….3

ABSTRACT………………………………………………………………………………………………………………………………………………6

CHAPTER 1: GENERAL INTRODUCTION........................................................................................................7

1.1: BACKGROUND OF THE STUDY…………………………………………………………………………………………7

1.2: PROBLEM STATEMENT……………………………………………………………………………………………………7

1.3: AIM AND OBJECTIVES……………………………………………………………………………………………………..7

1.4: JUSTIFICATION OF THE STUDY……………………………………………………………………………………….7

1.5: PURPOSE OF THE PROJECT……………………………………………………………………………………………..8

1.6: SCOPE OF THE PROJECT………………………………………………………………………………………………….8

CHAPTER 2: FEASIBILITY STUDY...................................................................................................................9

2.1: PROJECT RELEVANCE AND FEASIBILITY RELEVANCE………………………………………………………..9

2.1.1: TECHNICAL FEASIBILITY…………………………………………………………………………………………9

2.1.2: OPERABILITY FEASIBILITY……………………………………………………………………………………..9

2.1.3: ECONOMIC FEASIBILITY……………………………………………………………………………………….9

CHAPTER 3: METHODOLOGY.....................................................................................................................10
3.1: INTRODUCTION………………………………………………………………………………………………………………10

3.2: DATA COLLECTION TECHNIQUES……………………………………………………………………………………10

3.2.1: OBSERVATION………………………………………………………………………………………………………10

3.2.2: INTERVIEWS…………………………………………………………………………………………………………10

3.2.3: DATA SOURCE………………………………………………………………………………………………………10

CHAPTER 4: SYSTEM ANALYSIS AND DESIGN.............................................................................................11

4.1: INTRODUCTION………………………………………………………………………………………………………………11

4.2: SYSTEM ANALYSIS AND SPECIFICATION………………………………………………………………………….11

4.2.1: USER REQUIREMENTS…………………………………………………………………………………………..11

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 4.2.2: FUNCTIONAL REQUIREMENTS………………………………………………………………………..11

4.2.3: NON- FUNCTIONAL REQUIREMENTS……………………………………………………………….11

4.3: SYSTEM REQUIREMENTS………………………………………………………………………………………………11

4.3.1: SOFTWARE REQUIREMENTS……………………………………………………………………………11

4.3.2: HARDWARE REQUIREMENTS…………………………………………………………………………..12

4.4: EXISTING SYSTEM…………………………………………………………………………………………………………12

4.5: SYSTEM DESIGN…………………………………………………………………………………………………………..12

4.5.1: CONCEPTUAL DESIGN…………………………………………………………………………………..12

4.5.2: LOGICAL DESIGN………………………………………………………………………………………….13

CHAPTER 5: IMPLEMENTATION, TESTING AND CODING...........................................................................16

5.1: IMPLEMENTATION………………………………………………………………………………………………………..16

5.1.1: DIRECT IMPLEMENTATION………………………………………………………………………………16

5.1.2: PARALLEL IMPLEMENTATION…………………………………………………………………………..16

CHAPTER 6: RECOMMENDATION AND CONCLUSION................................................................................17

6.1: DISCUSSION…………………………………………………………………………………………………………………….17

6.2: LIMITATIONS………………………………………………………………………………………………………………..17

6.3: RECOMMENDATION……………………………………………………………………………………………………..17

6.4: CONCLUSION………………………………………………………………………………………………………………..17

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 ABSTRACT
This project is all about school inventory. This system maintains all the accounts for all the
resources owned by the school. Heads of departments and sections in the school are responsible
for making requisition orders using official requisition forms. When the orders are approved,
communication is made to the suppliers to deliver the items. Those orders which are not
approved are dropped all together or differed to the next order session.

When orders are received from a supplier, the store clerk verifies the quantities and quality of the
items delivered. The store clerk then records accurately the quality, type of items, supplier details
and date of delivery. The discrepancies in terms of quality and quantity or damage on the items
delivered are recorded for a follow up. Accepted goods are recorded in a general journal book
and items moved to the store.

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CHAPTER 1: GENERAL INTRODUCTION

1.1BACKGROUND OF THE STUDY

School electronic board system, is a system used to assist heads of department and officials in
the school to keep good organized records for all resources owned by the school.

Before this digital system come, records were stored manually. This made the work to be so
tedious. Data retrieval and stock control was so hard this could result to collapsing of many in
situations.

Electronic inventory board system will help the staffs and the heads of department keep well
maintained records for all the resources owned by the school. The records will be more efficient
and presentable.

1.2 PROBLEM STATEMENT

It is challenge to organizations that use manual system to operate an organization and the reform,
I saw it as a gap that needs to be fixed in our organizations. This project will help and enable
workers to save time and organize their files well for easier retrieval.

1.3 AIM AND OBJECTIVES.

The aim of this project is to develop a computerized system that can handle and manage
companies or school activities effectively and efficiently.

Objectives of this project are:

 To develop a computerized system that is easier than manual system.

 To enhance efficiency and order in the companies or schools through digitization e.g.,
creation of desktop application that is better than the manual system.
 To eliminate loss of personal information and data.

1.4 JUSTIFICATION OF THE STUDY

There is some of evidence that both workers in schools or companies are not satisfied with the
manual system of their organization. This is because of failure in retrieval of student information,

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school equipment’s or employee information when needed, file allocation also takes time
because every admission increases the population of students or workers thus increase each and
every year. There is a need to develop a computerized inventory system.

The above background, therefore, provides the necessary basis and justification for this research.

1.5 PURPOSE OF THE PROJECT

The main purpose of this project is to develop a computerized system that will manage the
activities in the school or company organizations, thereby providing easy access of school
activities by workers and students.

It will also help heads of department keep track of school inventory information.

1.6 SCOPE OF THE PROJECT

The system to be developed is ELECTRONIC INVENTORY SYSTEM which will automate

the major organization (schools or companies) operations. The inventory system contains the
Registration section and Login section of the users, Incoming and outgoing stock.

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CHAPTER 2: FEASIBILITY STUDY

2.1 PROJECT RELEVANCE AND FEASIBILITY RELEVANCE AND FEASIBILITY .

2.1.1 Technical feasibility

System will be easy to understand how it works and how one can be able to develop it as well as
maintenance. Material that will be used in designing it will be readily available and will not be
that expensive. In terms of labor the system will not require a lot of labor in making it and also
maintaining it. This system will be linked with mobile phones and any other devices that can be
connected into a network. This system is developed using python this is because python is a high
level and a general purpose scripting language with syntax that is simple and digestible
compared to other programming languages.

2.1.2. Operability feasibility

The system will be easily opera table as anyone can operate it. One only will be needed to read
manual or tutorials from the developers and he or she will understand how to operate the system.

2.1.3. Economic feasibility

Despite this system being technical feasible it is also economic feasible, as it does not require
more expenses because the materials are not expensive and also it will be using open source
software that will not be charging people who will be visiting our site. The only cost will incur is
during designing and maintaining the system.

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CHAPTER 3: METHODOLOGY

3.1 INTRODUCTION

This chapter focuses on the techniques and tools which were used to carry out the study. It
contains the research methods that were used during the development of ELECTRONIC
INVENTORY SYSTEM. The chapter also provides information about investigation of
existing system and includes the requirement specification and system design tools.

3.2 DATA COLLECTION TECHNIQUES.

The data collection techniques used during this research was observation, interviews.

3.2.1 OBSERVATIONS.

This involved going to some companies and schools physically and witnessing the daily
operation for a week. Also, the research group had to investigate on the time aspect by looking
for several operations of the current system. The research team also identified the data collection
method which was done manually when some clients make orders was so tedious and hard and a
lot of time was wasted during the data collection and the stock control. This method was the best
in identifying the user requirements which could not be easily expressed by the staff at the
institution.

3.2.2 INTERVIEWS

The group of researchers conducted oral interviews with the students, workers and staffs within
the organization and we found that the manual system has both advantages and disadvantages as
discussed. This was a motivation to developing the system.

3.3 DATA SOURCES

Data was gathered from both primary and secondary sources. The primary source includes the
information gathered from the respondent at the organization. Also, from the books of records
and the Microsoft Office document. The secondary data was obtained through journals,
newspapers, and other relevant document.

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CHAPTER 4: SYSTEM ANALYSIS AND DESIGN

4.1. INTRODUCTION

In this section, the operational document of ELECTRONIC INVENTORY SYSTEM and the
design structure are put forward. We will also be discussing on the analysis of the current
system. We will discuss on existing systems challenges, requirements, system development and
system design.

The major goal in this design phase is to find the best design that meets all the user requirements
for effectiveness and is better than the previous system.

4.2. SYSTEM ANALYSIS AND SPECIFICATION

4.2.1 USER REQUIREMENTS

Under this section we look at the user requirements, functional requirements, Nonfunctional
requirements and system requirements.

This includes the capturing of data, manipulation of data and maintenance and updating of data.
For validation the user is required to have fed his or her information in the system for it to be
stored in the database.

4.2.2 FUNCTIONAL REQUIREMENTS.

The system was analyzed in order to make sure that it met the user requirements for it to be
effective. The system supports the capturing of data, storing of data, validation and verification
of user and updating of data.

4.2.3 NON- FUNCTIONAL REQUIREMENTS

The non- functional requirements include: Only the authorized users access the system and only
the superior users perform the necessary functions on the system. Users were trained to acquire
skills to operate the system. The system allows centralized processing of information instead of
various paper works.

4.3. SYSTEM REQUIREMENTS

The system requirement includes the hardware and software tools that were used to develop the
ELECTRONIC INVENTORY BOARD SYSTEM.

4.3.1 SOFTWARE REQUIREMENTS

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For the ELECTRONIC INVENTORY BOARD SYSTEM, the software requirements were:

 Microsoft windows operating system.

 XAMPP MYSQL database for storage system’s data.
 Any python editor for coding and simulation of the project e.g. PyCharm.

4.3.2 HARDWARE REQUIREMENTS

The hardware requirements of this system include:

 A laptop – this is because of its higher processing speed.

 Modem or WIFI for internet connection
 An 8 GB flash disk for storage of the files and system
 Peripherals like printer and projector for simulation

4.4. EXISTING SYSTEM

Currently, most companies or institutions use manual system of paper work in most cases. The
incoming and outgoing stock is recorded in hardcover office books and to some extent the client
information is recorded on the Microsoft office applications e.g. Ms Excel

4.5. SYSTEM DESIGN

After analyzing data collected from the field and deducing conclusions based on what the users
want, an architectural overlay of the systems to be developed was implemented.

4.5.1 CONCEPTUAL DESIGN

Conceptual designs refers to the idea construction or concepts that a user needs to learn about
what the product is, what it can do, and how it is intended to be used. It involves various entities
and attributes identification. The entities that are included in the system are:

1. PLACING ORDER: contains Customer ID No.,Customer’s Name and phone No

ATTRIBUTES DATATYPES COMMENTS

ID NO Varchar Primary key

NAME String
PHONE NO Varchar

2. PROCESSING ORDER: contains customer’s ID NO

ATTRIBUTES DATATYPES COMMENTS

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ID NO Varchar Primary key

3. DELIVERY: contains customer’s ID NO, Name and Phone Number

ATTRIBUTES DATATYPES COMMENTS

ID No Varchar Primary key
Name String
Phone No Varchar

4.5.2 LOGICAL DESIGN

The logical design of ELECTRONIC INVENTORY BOARD SYSTEM consisted description of

the conceptual presentation of data flow, inputs and outputs of the system, this was conducted
via modeling, involving theoretical and graphical representation of an actual system’s design. On
which the modeling undertook the following:

DATA FLOW DIAGRAM

This refers to a diagrammatic representation of information flow in the system between the
different entities and processes. Data flow diagram shows how data moves through the system
but does not show program processing steps. However it provides a logical model that shows
what the system does. This diagram was used to exhibit the transactional processes, inputs and
outputs of each process, and the flow of between the process, and the flow of data between the
processes plus the data stores. The basic data flow diagram for this system is shown below:

Process
Place Deliver orders
order
order

Incoming
stock

View
goods/services
ELECTRONIC BOARD Outgoing
SYSTEM stock

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USE CASE DIAGRAM

PLACE ORDER

PROCESS ORDER

DELIVER ORDER ADMIN

CLIENT

INCOMING STOCK

OUTGOING STOCK

VIEW GOODS/SERVICES

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DATA FLOW DIAGRAMS

PROCESS
ORDER DISPLAY
GOODS/SERVICE
DELIVER
ELECTRONIC
ORDERS
ADMIN INVENTORY PLACE ORDER
BOARD SYSTEM
INCOMING
STOCK
VIEW
GOODS/SERVICE
OUTGOIN
G STOCK

CLIENT LOGIN

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CHAPTER 5: IMPLEMENTATION, TESTING AND CODING

This chapter illustrates how the designed software system works to solving problems to archive
its objectives.

5.1 IMPLEMENTATION

There are mainly two forms of new systems implementation which comprises of:

i. Direct implementation.
ii. Parallel implementation. The parallel form of implementation was used.

5.1.1 DIRECT IMPLEMENTATION

Under this form of implementation, there is a direct cut over of the old inventory system while
the new system takes its course. In direct implementation, the user stops using the manual system
and start using the computer system immediately. The advantages of this method are that it does
not need more man power hence making it less costly. However, on its depressing point of view
if the new system fails to operate effectively either due to an expected error this can lead to loss
of data since it was implemented. Therefore, my recommendation to some companies and
institutions is that this method is not highly advisable to use.

5.1.2 PARALLEL IMPLEMENTATION

In parallel implementation, the new system is used alongside the manual system. This means that
the both systems will be running simultaneously until the new system proves its integrity over
the old system. Parallel method of implementation is highly recommended over the direct
implementation method due to its advantages.

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CHAPTER 6: RECOMMENDATION AND CONCLUSION

This chapter gives a summary of ELECTRONIC INVENTORY BOARD SYSTEM with

emphasis on its achievements and limitations. There are also suggestions on possible areas of
improvement.

6.1 DISCUSSIONS.

The electronic inventory board system was designed to fulfill the basic aim and specific
objectives that were proposed at the earlier stage of the system development. The system
comprises of people, equipment, space and procedure. The researchers were mindful of the input,
processing, storing and retrieving requirements necessary for an effective system.

6.2 LIMITATIONS

The project was quite limited since the project entails some components that required to be
delivered on time with full functionality.

Biased response from some of the people interviewed. Some of the people gave wrong
information.

6.3 RECOMMENDATION

First of all, it’s important that companies should continue using the old manual system alongside
the new system as companies or institutions has many users and the system users have to be
trained to the new system as they may lose important information for the institution.

The user need to be trained on how best they can use the New computerized automated system.
Users with the basic computer skills are required in order for them to appreciate the functionality
of the program.

The system has a lot more room for further improvement though as it stands. It can be
developed, and more advanced features added as required by company failure.

6.4 CONCLUSIONS.

The ELECTRONIC INVENTORY BOARD SYSTEM has become an essential technology for
companies and institutions in part, because of the information management challenges faced by
both the management and the workers of some companies. Through technology, the challenges
faced have been solved and the system will be of great impact to the users in an organization.

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