Assets Records Managements and Inventory System for the Cold Kitchen

Restaurant of COBE-JMCFI

An Information System Presented to the Faculty of the

College of Information Technology Education
Jose Maria College Foundation, Inc.
Philippine-Japan Friendship Highway,
Davao City, 8000 Davao Del Sur

__________________

In Partial Fulfillment Of The

Academic Requirements For The Subject

IT PROJECT MANAGEMENT

Arnel P. Bajao Jr.

Joshua C Solito

February 2024
 TABLE OF CONTENTS

CHAPTER 1: Introduction ……………………………………

I. Background of the Study ……………………………………

II. Statement of Objective ……………………………………

A. General Problem ……………………………………

B. Specific Problem ……………………………………

C. General Objective ……………………………………

D. Specific Objective ...…………………………………

III. Significance of the Study ……………………………………

IV. Scope and Limitations ….…………………………………

 CHAPTER 1

INTRODUCTION

I. Background of the Study

Human Resource Management (HRM) is a critical function within organizations

dedicated to managing and maximizing the potential of an organization's most valuable

asset. HRM involves a strategic approach to acquiring, developing, and retaining

employees, aligning their skills and abilities with the organization's goals and objectives.

Inventory management is critical to many firms' success and sustainability. Therefore, it

requires management priority and scrutiny. Golas (2020) states, "based on panel

regression models, one study demonstrated that an improvement in inventory

management efficiency is positively correlated with financial performance, measured as

the return on operating assets." (ROA) [1]. An efficient inventory management system

helps to ensure the efficient and smooth flow of goods and other services. An Inventory

Management System (IMS) is the backbone of efficient business operations, playing a

pivotal role in maintaining the delicate balance between supply and demand. The

primary purpose of an IMS is to optimize the management of a company's inventory,

ensuring that the right products are available in the right quantities at the right time.

Effective Inventory management and control systems are critical to many

companies' profitability and overall performance. Many Adventist institutions need help

because of operating losses and cash flow problems. This could be because of low

income, poor management of inventory systems, and lack of financial discipline. This
study aimed to investigate the effects of the management of warehousing inventory

systems on Seventh-day Adventist institution's financial performance in Kenya. [2]

Nowadays, inventory management is no longer confined to the manual process.

Computerizing processes in today's offices is already a mandate for every organization.

In the Philippine setting, using Information Technology products and applications are

sought-after by government institutions. This was even mentioned as early as the year

2000 when former President Joseph Ejercito Estrada addressed his keynote speech at

the Knowledge Economy Conference that he would especially want to see the broader,

effective, widespread, and extensive use of information and communications technology

in all sectors of government specifically in making sure that citizenry has open use of

information and an immediate and the government's effective giving out of service to the

people. [3].

The Bachelor of Science in Tourism Management program under the College of

Business Education (COBE) in JMCFI Davao City operates the Cold Kitchen and

Restaurant Laboratory for student's skill training and development. The laboratory is an

avenue for teachers and students to conduct practical activities to immerse students in

a real-life scenario expected in managing Hotels and Restaurants. The laboratory has

the necessary materials, supplies, and equipment, which requires proper maintenance

and inventory to maintain seamless operations. The laboratory uses a manual inventory

and manages the materials, supplies, and equipment through paper and office

applications. The current manual system has been experiencing problems and needs to
be resolved. Therefore, the proponents are eager to employ software solutions entitled

"Assets Records Managements and Inventory System for the Cold Kitchen Restaurant

of COBE-JMCFI. " The proposed system offers reliable and user-friendly inventory

management of supplies, materials, and equipment in the laboratory to streamline their

practical learning application, enhance accuracy, and provide a better overall student

experience.

II. Statement of Objective

A. General Problem

Despite technological advancements and the availability of automated

inventory management systems, many businesses still rely on manual logbooks to track

and manage their inventory. The conventional manual system used in the Bachelor of

Science in Tourism faculty encounters many challenges, such as the physical space

occupied by the logbooks and other materials stored within the faculty. In addition, the

retrieval of stored information is complex and time-consuming due to the delays in

locating data within the filing cabinets. The traditional manual system has led to the

misplacement of data records, causing a significant loss of information regarding the

equipment documented in logbooks and other stored materials.

B. Specific Problem

B.1. Difficulty in search and retrieval of laboratory supplies, materials, and

equipment records.

The conventional methods of retrieving records for supplies, materials, and equipment

are becoming increasingly challenging due to the manual process. Currently, personnel

are required to search and locate each item individually, leading to inefficiencies and

delays in the retrieval process. There was an incident where the manual logbook was

lost, and all the data was gone. Therefore, creating an inventory system helps

overcome this problem.

B.2. Delay in preparing purchase requisitions and order of laboratory assets - Due

to the fact that they need to scan all the reports manually and check its availability

especially if the item is consumable. Other factors like lost, defective and an item need

to be replaced.

B3. Time consuming in generating assets inventory management - The Cold

Kitchen and Restaurant is required to produce monthly assets inventory reports. To

achieve it, they must look through physical records or documents to find the relevant

information and use it to generate the said reports. Sometime in the past, they needed

help with the report due to conflicting copies of records and unorganized consolidated

files, which resulted in the sluggish generation of such reports.

C. General Objective

The system objectives are optimizing processes within the Bachelor of Science in

Tourism Management program under the College of Business Education (COBE). The

primary aim is to enhance the educational experience for HRM students by

implementing a user-friendly Inventory Management System (IMS), facilitating the

practical application of theoretical knowledge. The system prioritizes ensuring accurate

resource allocation, reducing the risk of shortages or overstocking, and contributing to

an efficiently managed learning environment. Operational efficiency for HRM faculty is

another target, which is achieved through task automation, minimized manual data

entry, and real-time insights into inventory status. The system is designed for

continuous evaluation and improvement based on feedback from students and faculty.

Security measures are in place to protect sensitive inventory data, and collaborative

features promote communication and coordination among faculty members.

Consideration of scalability and adaptability ensures the system's long-term relevance

and effectiveness as the HRM department evolves. The IMS aims to seamlessly

integrate education and inventory management, fostering a conducive and sustainable

HRM learning and resource management environment.

D. Specific Objective

D1. Efficient search and retrieval of records - Laboratory supplies, materials and

equipment records. The system aims to organize the retrieval of supplies, materials,

and equipment records by introducing a computerized inventory system. This system is

designed to make the process more efficient and organized

D2. Implement an automated purchase requisition and order system - For

laboratory assets, integrating a real-time inventory tracking feature. This solution

eliminates delays caused by manual scanning, ensuring swift identification of

consumable items' availability. Additionally, the system should include alerts for lost or

defective items, streamlining the replacement process and optimizing the efficiency of

laboratory asset management.

D3. Time-saving and efficient in generating assets of inventory management -

The system aims to generate the assets of inventory in a faster manner to give the user

less hassle and efficient work. The solution optimizes the inventory asset generation

process using advanced algorithms and automation, delivering a seamless and quick

user experience, eventually increasing productivity and lowering operational difficulties.

Its purpose is to provide users with a more efficient workflow, reducing the time and

effort previously necessary for inventory management operations.

III. Significance of the Study

The project aims to implement a computerized Assets (Supply, materials,

equipment) Records Managements and Inventory System for the Cold Kitchen

Restaurant of COBE-JMCFI. Inventory Management System (IMS) tailored for

educational purposes in the Bachelor of Science in Tourism Management program

within the College of Business Education COBE-JMCFI. This dual-purpose system is

designed to serve as an educational tool for students to grasp inventory management

principles and practices, while concurrently streamlining inventory processes for faculty

members.

The IMS aims to ensure precise resource allocation, enhance operational

efficiency, and provide students with a tangible application of their theoretical

knowledge. The project will assess the IMS effectiveness in improving educational

outcomes and optimizing inventory management. Emphasizing data security and

integrity, the initiative also seeks to foster collaboration among faculty members. The

ultimate objective is to establish an inventive educational environment that merges

theoretical learning with practical application, contributing to the overall success of HRM

education and potentially setting a precedent for other academic disciplines.

IV. Scope and Limitations

The Inventory Management System (IMS) is designed to tackle the challenges

associated with manual inventory record-keeping within the Bachelor of Science in

Tourism Management program at Jose Maria College Foundation, Inc. College of

Business Education COBE-JMCFI. With features such as efficient inventory data

management, automated sorting, storage of time-stamped records, robust data

protection, simplified search options, and comprehensive reporting, this system aims to

enhance resource management, optimize operational processes, and provide a

versatile platform for streamlined administration within the program.

Practical considerations are integral to the success of this system project. The

initial learning curve for faculty and students adapting to the new system is anticipated.

The existing hardware and software infrastructure at COBE will influence the system's

performance. Accurate data entry is crucial for maintaining inventory records. Moreover,

ongoing improvements are necessary to align with evolving rules and regulations.

Lastly, while customization is a priority, substantial variations may necessitate additional

development efforts. In essence, the IMS aspires to significantly contribute to the

efficiency and adaptability of inventory management within the Bachelor of Science in

Tourism Management program at Jose Maria College Foundation, Inc.

 CHAPTER 2

METHODOLOGY OF THE STUDY

I. Overview

This chapter presents the methodology employed in the study titled "Assets

Records Management and Inventory System for the Cold Kitchen Restaurant of

COBE-JMCFI". The implementation of the Inventory Management System (IMS) for the

Bachelor of Science in Tourism Management program at Jose Maria College's College

of Business Education (COBE) will follow the Waterfall Model, a sequential and

structured approach. It outlines the research design and approach used to address the

objectives of the study, which include assessing the current inventory management

system and developing a software solution to enhance efficiency and effectiveness.

II. Research Design

The research design adopted for the study "Assets Records Management and

Inventory System for the Cold Kitchen Restaurant of COBE-JMCFI" is a descriptive

research design. This approach focuses on providing a detailed description of the

characteristics of the population under study, specifically the current inventory

management system and the stakeholders involved. Overall, the descriptive research

design employed in this study offers a valuable approach to exploring the characteristics

and behaviors of the current inventory management system and the stakeholders

involved, contributing to a comprehensive understanding of the research topic.

Requirements Gathering and Analysis:

● Engage with COBE faculty and students to understand specific IMS

requirements.

● Define and document detailed system specifications, encompassing user

needs and system functionalities.

System Design:

● Develop a comprehensive design based on the gathered requirements.

● Create architectural blueprints, database structures, and user interface

designs for the IMS.

Implementation (Coding):

● Begin the actual coding and programming of the IMS, adhering to the

design specifications.

● Develop modules incrementally, ensuring integration compatibility.

Testing:

● Conduct rigorous testing of each module to identify and rectify defects.

● Perform system-wide testing to validate the functionality and reliability of

the IMS.

Deployment:

● Roll out the IMS for initial use within a controlled environment.

● Monitor the system for any unexpected issues and conduct necessary

adjustments.
Implementation:

● Deploy the IMS for full-scale use within the Bachelor of Science in Tourism

Management program.

● Monitor system performance and address any post-deployment issues

promptly.

Maintenance and Continuous Improvement:

● Establish a maintenance plan for ongoing support and system updates.

● Continuously gather feedback and implement improvements based on

user experiences and changing requirements.

III. Research Approach

The research approach adopted for the study "Assets Records Management and

Inventory System for the Cold Kitchen Restaurant of COBE-JMCFI" combines two main

methodologies: the Waterfall Model approach and a Qualitative approach. The Waterfall

Model ensures a systematic and linear progression through the project phases, allowing

for thorough testing and validation at each stage. This approach aligns with the specific

requirements of the IMS project, providing a clear roadmap for successful

implementation and integration within COBE's educational environment.

 CHAPTER 3

DATA GATHERING PROCEDURE

I. Data Collection Methods and Instruments

Qualitative Data Collection

● Interviews: Structured interviews will be conducted with stakeholders involved in

managing the Cold Kitchen Restaurant of COBE-JMCFI. These interviews will be

designed to gather insights into the current inventory management system,

challenges faced, and expectations for improvement.

● Observations: Observations of the manual inventory management processes in

the Cold Kitchen Restaurant will be conducted to supplement interview data. This

method will provide firsthand insights into the day-to-day operations and potential

areas for enhancement.

II. Reliability of the Data

To ensure the reliability of data, the following measures will be implemented:

1. Standardization: Data collection instruments such as interview guides will

be standardized to maintain consistency across responses.

2. Pilot Testing: Prior to full-scale data collection, the data collection

instruments will be pilot-tested with a small sample of participants to

identify and address any ambiguities or discrepancies.

3. Inter-Rater Reliability: For qualitative data collected through interviews

and observations, inter-rater reliability will be established by having

multiple researchers independently analyze the data and compare their

findings for consistency.

III. Data Analysis

Data analysis will be conducted using both qualitative and quantitative methods:

Qualitative Data Analysis:

1. Thematic Analysis: Qualitative data from interviews and observations will be

analyzed thematically to identify recurring patterns, themes, and insights related

to inventory management practices and stakeholder perspectives.

2. Coding: Transcripts from interviews and observational notes will be coded to

categorize responses and extract meaningful themes and sub-themes.

The integration of qualitative analysis methods will provide a comprehensive

understanding of the research findings, allowing for triangulation and validation of

results.

Through rigorous data collection methods, ensuring data reliability, and employing

robust data analysis techniques, this chapter outlines the procedures for gathering and

analyzing data to address the research objectives effectively.

References

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thePolish food industry: Case study. Agric. Econ. –Czech, 66: 234–242.

[2]. Wambua, B. J., Okibo, W. B., Nyang'Au, A., & Ondieki, S. M. (2015). Effects of

Inventory Warehousing Systems on the Financial Performance of Seventh Day

Adventist Institutions: A Case of Adventist Book Centers (ABC), Kenya. International

Journal of Business and Management, 10(4), 259.

[3]. Zeebaree, S. R., Shukur, H. M., & Hussan, B. K. (2019). Human resource

management systems for enterprise organizations: A review. Periodicals of Engineering

and Natural Sciences, 7(2), 660-669.

Frye, M. (2022). Exploring Inventory Management's Effects on a Company's Profitability.

Tapado, B. M., & Delluza, M. E. T. Equipment Inventory Management System (EIMS).

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