RITZ-RMF HARDWARE INVENTORY MANAGEMENT SYSTEM

A Information Assurance and Security Presented to

The Faculty of College of Arts and Sciences

Eulogio “Amang” Rodriguez

Institute of Science and Technology

Nagtahan, Sampaloc, Manila

In Partial Fulfillment

Of the Requirements for the Degree of

Bachelor of Science in Information Technology

by

Regie F. Claro, Jr.

Shekinah Joy N. Curitana

Jessica T. Sanita

Van Artjay R. Tagle

June 2022
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ABSTRACT

The main office of Ritz-Rmf Hardware is in Pampanga, and it sells

hardware materials. Services provided in the hardware, such as air

conditioning supplies, building tools and equipment, electrical wire and

other hardware materials are all based on compiled paperwork. The primary

objective of this study is to create an inventory system for RITZ-RMF Hardware

that will make the record process more efficient. Mrs. Falcon would be able

to more easily record the incoming supplies, eliminating a need for her to

utilize the manual writing method or just remember the incoming and existing

materials.

The researchers used the method of interviewing the beneficiaries to

come up with what solutions are possible, to help the beneficiary improve

the manual processes they are doing in their business. By collecting data

from the beneficiary and asking them every possible question, the researchers

proposed that they would help the beneficiary by developing an inventory

system. This study can help and make the beneficiary an inventory and Point

of sale (POS) system, because the process they are doing at the hardware

store is manual and time consuming.

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ACKNOWLEDGEMENT

This study would not have been possible without the constant support,

guidance, and assistance of our major advisors Prof. Merlita C. Latip and

Prof. Joevelyn Fajardo.

Their levels of patience, knowledge, and ingenuity is something we will

always keep aspiring to. We would also like to thank Mrs. Mariel Rollymae S.

Falcon for accepting to be a part of our study.

We would be amiss if we did not mention all our group mates who become

part of this study.

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DEDICATION

This study is wholeheartedly dedicated to our beneficiary, who until

the end of this study provides us help and open for us on their business.

This work is a fruit of countless and arduous sacrifices.

Through the researcher's effort, this work is heartily and proudly

dedicated to the people who serve as an inspiration. From parents

and guardians, to classmates and circle of friends who

extended their help in the midst of problems while doing this work.

To the faculty and staff of Eulogio “Amang” Rodriguez Institute of

Science and Technology, Nagtahan Sampaloc, Manila. Above all, to our God

Almighty who showed us His blessings in our everyday lives, especially for

the strength, courage, patience, wisdom,time, and guidance in realization of

this work.
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TABLE OF CONTENTS

Page

Approval Sheet………………………………………………………………………………………………………………………………………i

Abstract………………………………………………………………………………………………………………………………………………………ii

Acknowledgement……………………………………………………………………………………………………………………………………iii

Dedication…………………………………………………………………………………………………………………………………………………iv

Table of Contents………………………………………………………………………………………………………………………………v

Chapter

1 Introduction

Historical Background………………………………………………………………………………………………………1

Organizational Chart…………………………………………………………………………………………………………2

Statement of the Problem………………………………………………………………………………………………3

Scope and Delimitations…………………………………………………………………………………………………6

Chapter

2 System Analysis

System Name and Background…………………………………………………………………………………………7

System Analysis Tools………………………………………………………………………………………………………7

Chapter

3 General Design

General Objectives………………………………………………………………………………………………………………14

Specific Objectives……………………………………………………………………………………………………………14

Presentation of Alternatives……………………………………………………………………………………15
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Chapter

4 Methodology

Research and Systems Development Method………………………………………………………39

Data Collection Method……………………………………………………………………………………………………40

Ethical Issues…………………………………………………………………………………………………………………………41

Compliance Requirements…………………………………………………………………………………………………42

Analysis of data……………………………………………………………………………………………………………………43

Project Plan Deliverables……………………………………………………………………………………………44

Work Breakdown Structure(WBS)…………………………………………………………………………………45

Risk Analysis……………………………………………………………………………………………………………………………47

Duration…………………………………………………………………………………………………………………………………………48

List of Appendices………………………………………………………………………………………………………………49
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CHAPTER 1: INTRODUCTION

Historical Background

The establishment of Ritz-Rmf Hardware was in November 2020; it is known

for selling hardware materials and serving their customers by delivering

their orders. Services provided in the hardware, such as air condition

supplies, construction tools and equipment, electrical wire and other

hardware materials. The owner of the hardware is Mrs. Mariel Rollymae S.

Falcon. Ritz-Rmf Hardware is located in Barangay Sapa Sto. Tomas, Pampanga.

During the pandemic, before the establishment of Ritz-Rmf Hardware Mrs.

Falcon’s family house was in Manila and it was affected by fire. They decided

to move to the province of Pampanga to start a new living and they started

to build the hardware. The name Ritz-Rmf was derived from Mrs. Mariel's

parents.

Product Lines:

Daylight Bulbs: FSL lights

Bulbs: BSL lights

Elbow, PPR Fittings, Pipes: Biopipe

PPR Pipes and Fittings: Phildex

Cut off saw: Sunrise Saw

List of Suppliers:

FSL lights - Jose Abad Santos Avenue, City of San Fernando, Pampanga

BSL lights - Angeles, Pampanga

List of Major Clients:

Constructors

JBL Hospital
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Organizational Chart

Mariel Falcon
Owner

Roland Falcon Sab Falcon

Secretary Staff

Almer Cruz Arnold Catabian Gab Ramos

Worker Worker Worker

John Vincent Cayabyab Rey Morales

Worker Worker
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Statement of the Problem

Problem 1: The transactions/records are manually documented and not secure.

Documents Involved:

List of stocks - products supplies.

Scenario:

The secretary are writing manually on a paper all their transactions,

such as on buying the product they will sell and also they are listing the

incoming product and the product that have been sold, and each product that

has been sold are being checked manually on how many will come out based on

their record on inventory(manual).

Cause:

When the writing is not understandable, and if the papers are misplaced,

they have only one copy of inventory for the product.

Impact:

It's hard to understand if there's so much paper. Also, if all of it is

manual, it's time consuming and they don't have a backup record in case they

will need it.

Quantification:

Hardware receipts from transactions are mixed from (10 - 15) records.

Breakdown of time for receipts from transactions:

Time consumed finding the right receipts - 15 to 30 minutes.

Time consumed reading hard to read receipts - 15 to 20 minutes.

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Problem 2: The order management is insufficient

Scenario:

There are some cases that they can’t fulfill to effectively manage the

products on the hardware. Sometimes there are a few or too many products in

the company. There is no regular monitoring on their stocks if it is running

out or if it’s not.

Cause:

The products are not arranged or organized well.

Impact:

Possibility of losing profit, customers and sales.

Quantification:

The number of heavy materials is not less than 20 for a hardware store.

Re-writing the number of stocks in the hardware takes 1 to 2 hours.

Breakdown of time consumed:

Time consumed for monitoring stocks manually takes 2 to 3 hours.

Problem 3: No proper record of lists of items/materials in the hardware.

Scenario:

The owner uses the manual counting of the items that have been delivered

on the hardware. There are times that they check the items manually without

having proper lists of what has been delivered.

Cause:

Many materials are being delivered in the hardware and it will take

time to write what was the items that have been delivered.
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Impact:

There's a possibility that they won't have a backup record of items

they can use in an urgent situation. Also there will be no proper lists of

sales.

Quantification:

Transactions lists like incoming materials or sold materials, takes 2

to 3 hours to repeat.

Sales report takes 1 to 2 hours if there are no proper records.

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1.4 Scope and Delimitations

The study will focus on analyzing the manual method of the inventory on

Ritz-Rmf Hardware. Listed below are the entities that are involved in this

study.

Internal Entities are:

• Secretary

• Staff

• Workers

• Company Owner

External Entities are:

• Suppliers

• Clients

The following are the processes that we need to study about the inventory

management of the hardware.

Inventory process on monitoring, updating, and management.

Processing of obtained data and information through transactions of the

hardware.

This study will focus on analyzing the manual method of inventory of

the hardware. The system involves all product lists, suppliers, and

secretaries that are the ones who process the gathered data. The system will

focus on the management of the inventory regarding the needs of the hardware,

the numbers of stocks available, the updating of the products and records of

new supplies. Following the completion of the project, a summary report is

produced. Thus, the study will be limited to the management of inventory

systems only.
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CHAPTER 2: SYSTEM ANALYSIS

System Name and Background

The Ritz-Rmf Hardware has a main office located at Pampanga and it is selling

hardware materials. Services supplied in the hardware, such as air

conditioning supplies, building tools and equipment, electrical wire and

other hardware materials are all based on compiled paperwork. Inventory

management systems are becoming increasingly important in retail, wholesale,

and service delivery, since they assist companies and businesses in keeping

track of their manufactured assets and distributing them to all interested

clients. Secretary, Staff, Workers, and the Business Owner are the system's

internal entities.

System Analysis Tools

Systems Outline

Manual Process

When the supplies of products have been delivered to the hardware, the

items are being checked by the secretary. The secretary is checking the items

even without having a list or documents of it, it is done manually. Then the

items are being sold like how the other local business works.

System Process

The employee will input the products that have been sold and delivered,

it will closely monitor the products that the hardware sells and the products

that do not sell much. It will speed up the process of their inventory.
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Proposed System Flowchart for Ritz-Rmf Hardware: Inventory Management System

Proposed System

Refer to INDEX A

A flowchart is a visual representation of a logic sequence, labour or

manufacturing process, organisational chart, or other organised structure.

A flowchart depicts the order of activities in a process as well as who is

responsible for them.

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Gantt Chart for Ritz-Rmf Hardware: Inventory Management System

WEEK 1 2 3 4 5 6

Finding

Company

Letter of

Approval

Interview

Planning

Title Proposal

Chapter 1

Chapter 2

Chapter 3

Chapter 4

Refer to INDEX B.

A Gantt chart is a graphical representation of the timeline for a

project. It's a type of bar chart that shows the beginning and ending dates

of various project elements like resources, milestones, tasks, and

dependencies.
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Context Diagram for Ritz-Rmf Hardware: Inventory Management System

Proposed System

Refer to INDEX C

The boundaries of a software system are defined and clarified using a

context diagram, also known as a level 0 data-flow diagram. It determines

the flow of data between the system and external entities. A single process

represents the entire software system.

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Data Flow Diagram for Ritz-Rmf Hardware: Inventory Management System

Proposed System

Supplier

-Product
-Brand
-Quantity
-Price
-Date and Time

-Name
-Contact and
Address
Clients Admin
-Product
-Quantity
-Total Price
-Date and Time
-Admin
Username
-Admin
Password
-Information
from Supplier

Inventory
Management
System

Refer to INDEX D

A data-flow diagram displays the flow of information through a system

or process. The DFD additionally includes details about each entity as well

as the process's outputs and inputs. Control flow, decision rules, and loops

are absent from a data-flow diagram.

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Data Dictionary of Ritz-Rmf Hardware Inventory Management System

Record of Inventory

Field Name Field Type Field Length Decimal Description

Product Name Alphanumeric 20 0 Name of

Product

Brand Alphanumeric 20 0 Product Brand

Code Alphanumeric 10 0 Product Code

Price Numeric 20 2 Product Price

Quantity Numeric 10 0 Number of

Product

User Requirements

Personnel:

OWNER

Head of the business.

Tracks the information about their supply and sales and makes the important

decisions about pricing and marketing strategies.

SECRETARY

In charge of updating the stocks in the inventory.

Answering phone calls for new orders.

Maintaining file system.

Hardware Specifications Processor Intel Core i5-7500

Graphics Card: MSI GeForce GTX1070

Motherboard ASUS Prime H270

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RAM-G.SKILL AEGIS 16gb DD4 Clocked

at 2133 Mhz

SSD SanDisk SD8SBAT-256G-1122Z400s

256GB SSD

HDD Seagate Desktop ST2000DM001

2 TB

Software Specifications OS Windows 10(64 bit)

Personnel Requirements Must be the owner, secretary, and

staff of the company.

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CHAPTER 3: GENERAL DESIGN

General Objectives

The primary goal of this research is to develop an inventory system

for the RITZ-RMF Hardware giving them less time consuming for the recording

process. This would also help Mrs. Falcon to record the incoming supplies

effortlessly so she will not use the method of manual writing or just

memorising the incoming and current supplies.

Specific Objectives

These are the specific objectives of the study based on the problems

stated:

● To provide a systematic record of inventory.

● To facilitate the Ritz-Rmf hardware data for short and long-term

planning with a controlled inventory.

● To eliminate duplication in ordering stocks.

● To ensure that the order management will be better when using a system

inventory.
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Presentation of Alternatives

Alternative No. 1: Computer-based Set-up (System)

A computer-based system consists of all components necessary to capture,

process, transfer, store, display, and manage information. Components include

software, processors, storage devices, and humans (who also process

information).

Therefore, a computer-based system is a system in which the data is

mostly collected, stored, and processed in digital format using computerized

processes. Similarly, the information is delivered in digital format via

computerized mechanisms.

Here are the advantages of this alternative:

● Get real-time inventory information - data can be saved and can be

updated online.

● Data security - in an online application service, data is well-

protected. Not well identified admin cannot enter the system.

● Convenient - the system is easy to use and user-friendly.

● Faster and it eliminates human error

● Lower cost with large amounts of transactions

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System Flowchart Computer-based Set-up (System)

Refer to INDEX E

The above image is a graphic representation of a program logic sequence,

manufacturing process, organising chart, or other defined structure.

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Physical Elements

Network Layout

Database/Tables Computer-based Set-up (System)

User account

Field Name Field Type Size Decimal

Username Alphanumeric 30 0

Password Alphanumeric 20 0
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Activity Log

Field Name Field Type Size Decimal

Activity Alphanumeric 30 0

Date and Time DateTimeField 10 0

Customer

FIELD NAME FIELD TYPE FIELD LENGTH DECIMAL DESCRIPTION

Full name Alphanumeric 30 0 Customer’s Name

Contact Numeric 11 0 Customer’s

Number

Address Alphanumeric 30 0 Customer’s

Address

Product Numeric 20 0 Name of Product

Quantity numeric 30 0 Number of Items

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Total Price numeric 30 2 Total of

Product

Price

Inventory-Stock

FIELD NAME FIELD TYPE FIELD LENGTH DECIMAL DESCRIPTION

Products Alphanumeric 30 0 Name of

Product

Brand Alphanumeric 30 0 Brand Name

Code Alphanumeric 10 0 Product’s Code

Price Numeric 20 0 Product Price

Quantity Numeric 20 0 Number of

Items

Reports Computer-based Set-up (System)

The following are the reports generated by the proposed system:

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1. Admin Account - contains a user that has a special authority to

perform tasks, to monitor and manage the inventory system.

2. In-Stock - report of all lists, containing product name, brand,

code, price and quantity that are imputed on the inventory system.

3. Customers - the clients information of the products they have

bought from the hardware.

4. Activity Log - activities being done are seen here for references.

5. POS - contains a report of sales

Manual Process Computer-based Set-up (System)

● Signature of the owner.

● Checking out receipts.

● Input product and materials price in the system.

● Physical Checking of products and materials.

● Manual Counting of products that have been delivered.

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Requirement Definition Computer-based Set-up (System)

ITEMS REQUIRED EXISTING NEEDED

Hardware:

Personal Computer Definition

Processor Intel Core i5-7500

Graphics Card: MSI GeForce GTX1070

Motherboard ASUS Prime H270

RAM-G.SKILL AEGIS 16gb DD4 Clocked 1 1 0

at 2133 Mhz

SSD SanDisk SD8SBAT-256G-1122Z400s

256GB SSD

HDD Seagate Desktop ST2000DM001

2 TB

Software:

OS Windows 10(64 bit)

Back up:

Seagate HDD 500 gb 1 0 1

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Converge Router 1 1 0

Cost and Benefit Analysis Computer-based Set-up (System)

COST

ITEMS COST

● (1) Personal Computer

Processor Intel Core i5-7500

Graphics Card: MSI GeForce GTX1070

Motherboard ASUS Prime H270

RAM-G.SKILL AEGIS 16gb DD4

Clocked at 2133 Mhz PHP 58,500

SSD SanDisk

SD8SBAT-256G-1122Z400s

256GB SSD

HDD Seagate Desktop ST2000DM001

2 TB
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● (1) OS Windows 10 PHP 1,680

● (1)Back up PHP 1,300

● (1) Converge Router PHP 2,000

TOTAL ONE TIME COST PHP 63,480

RECURRING COST

Maintenance

● I.T Personnel when computer PHP 5,000

software needs fixing.

Employee Cost

● Secretary
PHP 7,000

Electricity

● Monthly cost
PHP 1,800

Internet

● Converge (Monthly)
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PHP 2,000

TOTAL RECURRING COST PHP 15,800

TOTAL COST PHP 79,280

BENEFITS

ITEMS COSTS

Monitored critical points of PHP 5,000

stocks

TOTAL SAVINGS PHP 5,000

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Computation for Payback Period Computer-based Set-up (System)

COMPUTATION PAYBACK PERIOD

Total Costs PHP 79,280

Total PHP 5,000

Savings

Payback Period = Total Cost / Total savings

= PHP 79,280/ PHP 1,000

=15.86

Tangible and Intangible Benefits Computer-based Set-up (System)

● Faster product / service look-up and ordering saving time

● Accurate and faster access to data for timely decisions

● Saves enormous time and effort in data entry

● Improve Product Visibility in Recalls

● Reduced Risk of Overselling or Overstocking

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Graphical User Interface Computer-based Set-up (System)

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CHAPTER 4: METHODOLOGY

Research and Systems Development Method

Goals and principles

Information Systems Examples: RAD or Rapid
Development Approaches Application Development, fast,
and structured

Recommended phases, procedures,

tools and technique
Information Systems
Examples: Object-oriented, and
Development Methodologies
System Analysis

Information Systems Specific concepts and notations

Development Techniques Examples:DFD, and Use Cases
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Data Collection Method

Questionnaires

Interview
Focus Group
Discussion Data
Collection

Documents and
Social Media
Records
Monitoring
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Ethical Issues

This Inventory System will benefit our beneficiary in terms of keeping

track of transactions from supplier to customer, identify sales and evaluate

the previous sales so that they know what product is on demand, they will

also know what products they will add to their store based on the product in

demand. The researchers are eager to gather details, data and information

from the beneficiary even though they lack experience or it is enough only

to gather all the data that is needed. The owner (Mariel Falcon) is

participating with the researchers freely, the researchers ask for consent

to participate before every interview. The only risk of harm in our study is

that the owner hesitates to give the information about their specific past

transactions, name, address, and contact number of their supplier and their

exact sales.
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Compliance Requirements

TOP DOWN BOTTOM UP

SUPPLIER CUSTOMER
PRODUCTS SOLD PRODUCT

HARDWARE RITZ-RMF INVENTORY SYSTEM

STORAGE TRANSACTIONS AND RECORDS ORDER
MANUAL DETAILS AND SALES
INVENTORY

ADMIN LOGIN
CASHIER Using MySQL Authentication to
TRANSACTION DETAILS process or verify the identity of
the user like OTP

CUSTOMER SUPPLIER
SOLD PRODUCT PRODUCTS

OLD WAY NEW WAY

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Analysis of data

Interviews
Documents
and Record
Data
Social Media
Monitoring Collection
Focus group
discussion

Planning
Data Modelling
Reduction Abstracting
Transforming

Chart
Diagram Data
Table Display
Mock-up

Testing
Conclusion Verifying
Drawing Authenticate
Maintenance

We find a beneficiary for this study and we give them a proposal to

start our analysis on our beneficiary's company. We conduct our study using

interviews to collect data from the beneficiaries to pinpoint what problems

they are facing so that we will be able to plan what possible solutions we

can offer them. The response of our beneficiary helps us to construct our

plans and we start modelling our proposed system. Using a chart, diagram,

table and mockup we proposed our system proposal. The gathered data from the

beneficiary through our interviews are used to start and implement our

proposed system.
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Project Plan Deliverables

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Work Breakdown Structure(WBS)

Step 1: Our system is a hardware inventory management system. The

administrator will enter the username, password, repeat password for

confirmation, and phone number before clicking the register button. If the

admin is already registered in the system, enter the username and the password

and click "log in". After that, the POS system will appear. It will include

the transaction number, transaction date, and barcode. The total includes

the product description, price, quantity, discount, and total. After

inputting the product, the total amount will be automatically computed in

the system and it will print out the receipt of the product that the customer

bought. The system includes the product's stock, the records, and the sale

history.

Step 2: Needed to include on the proposed system are products sold or

cancelled, products date and time after being sold, Name of the one who sold

the product (cashier/ admin), include the find/ search button, the POS to

control the availability of products on stocks and to identify the sales.

Step 3: Determine the appropriate quantity and kind of input materials,

in-process products, and completed products, easing production and sales

activities while saving costs.

Step 4: By automating daily manual operations, inventory management

system allow us to boost production and efficiency. This will assist you in

maximizing your company's growth. The software allows you to print shipping

labels, handle and dispatch orders, manage inventories, and create and update

listings on the system, saving you countless hours.

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Work Breakdown Structure Process

INVENTORY
MANAGEMENT
SYSTEM

Project Transition
System Implementa
Manageme Definition to Steady
Design tion
nt State

Project Project Defining Physic Develo Testing Deploy

Local
Planni Execut Requirem al ping the the the
Design
ng ion ents Design system system System
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Risk Analysis
 48

Duration
 49

List of Appendices

Appendix A ………………………………………………………………………………………………Proposal Letter

Appendix B ………………………………………………………………………………………………Prototype System / Design

Appendix C ………………………………………………………………………………………………Architectural Models

Appendix D ………………………………………………………Methodology in quality assurance and security.

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BSIT 3A

Tagle, Van Artjay

Claro, Regie

Curitana, Shekinah Joy

Sanita, Jessica

System Integration and Architecture & Information Assurance and Security

Title: Ritz-Rmf Hardware Inventory Management System

Recommendations:

Needed to include on the proposed system

• products sold or cancelled

• Products date and time after being sold

• Name of the one who sold the product (cashier/admin)

• Include overall

• Include find/search button

• Include POS to control the availability of products on stocks

o Identify sales

Hideyuki Centeno

Professor/Panelist

Joevelyn Fajardo

Professor/Panelist