Universidad de Manila

659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

P.E EQUIPMENT MANAGEMENT SYSTEM

FOR UNIVERSIDAD DE MANILA

Submitted By :

Cabrito, John Adrian

Datilles, Jhodel

Deleon, Kurt Russel N.

Gallentes, Ralph Justine I.

Mariscotes, Gerald V.

June 2024
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

Chapter 1
INTRODUCTION
Technology possesses the ability to help humans process and manage their tasks
quickly. Throughout history, humans have developed advanced forms of technology that
overcome economic and even continental challenges, from the invention of wheels up to
the invention of smartphones. In our modern society technology plays a very important
role in developing useful programs and services that can help people in the modern
world. In the contemporary world, companies have used programs that can help their
employee manage all the equipment that has been sold or used by customers.

This program specifically equipment management, the equipment management system is

a software tool designed to track, maintain, and monitor all of the equipment inside the
inventory. By using this software program, companies can efficiently see the equipment
sold or used, from acquisition to disposal. And Equipment Management System (EMS)
serves as a view of all information related to the equipment. By systematically labeling
all the information needed from the customer and equipment, employees can create a
second report that is usually done in 30 minutes, According to (Belen M, et al) In today’s
business environment, even the smaller businesses have come to rely not just with
hardware technologies but also in software systems. Automating every process is a
scheme that is embraced in every modern organization of today. It demands employees
who could perform his duties in fast, accurate and effective way with less amount of
resources wasted.

The clients or the users in Equipment Management System usually are the companies or
schools that rely on many equipment as part of their operations and services. Among
these potential companies are the Manufacturing Company which really relying on the
large and tons of equipments that they used on manufacturing. Morever School,
Universities can be also a valuable client in the equipment Management System they’re
also relying on the equipments such as books, chairs, documents. By offering these
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

Equipment Management System to the said customers, They can fully utilize the
maximum potential of the system due to their needs and line of industry.

Project Context

Students in Universidad De Manila (UDM) experienced difficulties managing

some P.E. equipment, due to not being fully organized of the regulation on how to
borrow, return, use and allocate P.E. materials. Many students really struggle to find
alternative materials for their P.E. activity, it is observed that this is crucial for a student,
our team are addressing this to find a solution to this problem. Therefore, this study led to
an idea on how to solve this kind of problem, by building this system. Students at
Universidad De Manila (UDM) understand the urgent need to overcome the barriers to
this matter. The present inefficiencies in the borrowing procedure have caused discomfort
and difficulties in obtaining equipment for P.E. activities.

A brief survey is conducted, and the findings overwhelmingly show high support
and anticipation for the installation of the Unified P.E. Equipment Management System
at Universidad De Manila (UDM). All respondents believe that allowing rapid
modification of equipment records within the system is advantageous, with 100%
considering it useful for improving the user experience. Furthermore, 100 percent of
respondents feel the method will benefit students, athletes, and the Department of
Physical Education. Likewise, suggesting widespread support for its execution.
Furthermore, respondents are confident in the system's potential to increase efficiency in
equipment distribution, utilization, and tracing, with 96.2% believing that it would help
trace lost equipment. Furthermore, there is complete agreement (100%) that the system
will allow for exact tracing of each item of P.E. equipment and assist with proper
maintenance and administration. Overall, our survey results show a solid support for the
Unified P.E. Equipment Management System as a worthwhile project to solve equipment
management difficulties and improve P.E. Experience at UDM.
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

The challenges Universidad De Manila (UDM) students have in maintaining

physical education (P.E.) supplies are the subject of this study. The way P.E. is now
borrowed, returned, used, and allocated is currently unorganized. materials have caused
significant difficulties, especially in terms of locating replacement P.E. equipment.
actions. Understanding how important this is to the students, team researchers has
suggested that a Unified P.E. Equipment Management System be created to simplify
these procedures. Based to the survey, everyone is in agreed that the system has the
capacity to increase tracking, usage, and equipment distribution efficiency. The feedback
received from the respondents highlights the need for and expected effectiveness of the
Unified P.E. Equipment Management System in addressing current inefficiencies and
enhancing P.E. knowledge gained at UDM.

General Problem

Students around campus need help with borrowing materials for their P.E.
class or athletic use. Upon handing the students’ I.D. to the faculty, the items could be
requested only then. This ensures that the items are properly returned to the faculty.
Aside from having little security, organizing the materials using records traditionally, or
by paper, is less secure than doing it online. Unauthorized entry inside the faculty means
losing security and tracing info. Besides this, theft could also be a problem. Manual item
tracking is required but it might be inaccurate. The last user should also cover equipment
damage, but the traditional system supports a lack of accountability as students may
propose that they did not do it. This also goes the same as students’ misplacement of
material.

Two classes who may have disputes between their schedules clashing together result in
the lack of the other class. For example, a class in Physical Education (P.E.) class and
another class that is scheduled at the same time experience conflict regarding who may
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

use the resources. This means that there may be a resource allocation dispute between
classes because of simultaneous access. It could result in disruptions to an already
planned curriculum of the professors between those classes. Aside from this, physical
borrowing of materials asks the students who may be challenged with busy schedules.
Overall, this could pose a threat regarding item security, long queues and delays, and
class conflicts.

Specific Problem

1. How does the implementation of the P.E Equipment Management System

impact the students of UDM on the day of its introduction in the Physical
Education Department?

The implementation of P.E Equipment Management System for those student

who will borrowing an equipment may pose challenges , particularly to those who
are unfamiliar with or lack of experience in using such management systems.

2. How does the Physical Education Equipment Management System benefit

the competence and productivity of the P.E teachers?

The system can streamline administrative task that allowing teachers to efficiently
manage the equipment borrowing, returning process, and maintaining the records
for those who borrowed P.E equipment.

3. How does the P.E Equipment Management System potentially risk itself
after receiving or processing data?

System errors and Data corruption can risk the management and security of the
system, leading to system operational disruptions.
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

Purpose of the Study

To evaluate the impact of the Management System to the students of UDM,

this study used survey in form of google forms conducted inside Unibersidad de manila
only to gather the data needed, the forms contains question asking student about his/her
opinion about the system, how the system help in managing P.E equipments and also
his/her feedbacks, what is the impact of implementation of the P.E management system.

The P.E equipment management system offers several benefits specifically to the
teachers; it can enhance the capability of the teacher to manage borrowed equipment in
the p.e inventory. The p.e equipment management system allows the teachers to see when
students or teachers borrowed equipment. By providing this equipment management
system, teachers can spend less time searching for borrowed or missing equipment and
have more time on lesson planning and discussion.

There are also potential risks to consider in implementing P.E equipment management
systems such as data security if the system data is compromised sensitive information
such as student information or teacher information, to address this potential issue, the
admins and the users must create strong passwords and like hash passwords or passwords
with many special symbols. There are also potential risk in system reliability such as
server error or when the server receive can't handle too much users due to many request
and can lead to server congestion , by addressing this problems and implementing
effective solutions, the system can provide more advantages and effectiveness that can
contributed to the p.e department in the university.

General Objective

The UDM: P.E. Equipment Management System aims to have proper control
and allocation of the equipment, moderate the impact of numerous student queues for
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

equipment borrowing, and provide an interface that assists students in fair equipment
usage. Security-wise, the system also ensures to strengthen the level of dependability and
integrity by relying on backed-up data inside the system’s database for proper
information holding. The project enables the student to gain easy access to the existing
information on equipment availability, proper borrowing guidelines, and usage guidelines
through a user-friendly interface. In terms of accessibility, the project aims to allow all
students, including those with disabilities. A system that can adapt to various
requirements. Implementing user feedback on a regular basis is another goal of this
system. This is so that, without violating school policies, future advancements can
continuously adapt to the needs of all users.

Specific Objective

1. To take a look at the students’ satisfaction and opinion towards the reliability and
its effectiveness of the P.E Equipment Management System in managing and
obtaining sports equipment.
2. To assess how the P.E. Equipment Management System affects teachers’
workload and job satisfaction as well as their capacity to organize and maintain
equipment for sports.
3. To assess the system’s resilience and reliability in processing data and storing
data inside the system, as well as its capacity to handle many usage and heavy
overwork.

Scope And Delimitations

A P.E. Equipment Management System that attempts to improve borrowing

and returning procedures of P.E equipment. The system will have thorough user
identification and tracking features, it also includes efficient inventory management and
maintenance, as well as scheduled inspections and automated reminders.

SCOPE
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

1) Access - The system should be accessible to P.E equipment administrator,

Authorized staff, and Students.

2) Category – Allows users to select which specific equipment for better

organization.

3) Announcement - The system also displays announcements using the homepage

of what equipment has been borrowed.

Students’ level

1) Request Item - The system provides a request to borrow an equipment

2) PE equipment Administrator and Authorized staff

3) Information - Modification of information details of an equipment.

4) New/Remove - Adding or deleting an equipment in the system.

3) Reminders - The system provides automated reminders of scheduled inspections

to maintain equipment longevity.

4) Report - The system can provide reports of the following:

a) History - Historical data on users who borrowed equipment.

b) Date – Date when users borrowed equipment.

c) Feedback – Users can send back messages after borrowing

equipment.

DELIMITATION
These are the delimitations in the P.E equipment management system:
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

1) Tracking Equipment - The system may not enable real-time inventory

tracking, so we will be using historical data to trace borrowed equipment.

Chapter 2

Foreign Literature

According to the study of Muchamad Firmansyah Tubira (2017) titled “ Website-Based

"Inventory Of Goods" Information System For Infrastructure Facilities ” implementing a
web-based "Item Inventory" Information System in schools. The result is that the
implementation of this system has improved the efficiency, transparency, and
effectiveness of overall inventory management.

Therefore the this study showed that Inventory or equipment management system
creation is necessary in terms of managing and tracking the equipment in P.E Department
at Universidad De Manila.

According with “Efficiency Analysis of Sports Equipment Batch Management Based on

Antimetal RFID Tag. Journal of Sensors, 2022, 1–9”. In the management of sports
equipment, it mainly aims at the secondment management and return management of
sports equipment. In the system business process, users can query the actual situation of
their returned equipment through the system. The equipment manager mainly counts the
equipment and understands the performance of the equipment and inquires about the use
of users’ equipment. In the management of sports equipment, the most important thing is
to manage the borrowing process and return process, as well as the borrowing approval
and management process.
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

Therefore, this study aims to pertain the efficiency and creativeness of student and
teacher of Universidad De Manila on how they will use a management system for a better
future.

According to the study of Dakalo Deborah Funyufunyu (n.d). “The development of an

Equipment Management System for a parts distribution centre.” This article discusses
how Nissan South Africa (NSA) addressed issues related to handling their products. To
tackle this problem, NSA conducted a study focusing on equipment utilization. As a
result, they developed an Equipment Management System (EMS) to store and process
valuable equipment information, highlighting the system's capabilities and limitations.
This initiative aimed to enhance efficiency in their logistics and improve overall
operations.

Both Nissan South Africa (NSA) and our university (UDM) faced challenges related to
equipment management and implemented systems to address these issues effectively.
NSA problem is they are struggling handling equipment at their parts distribution center,
primarily due to frequent breakdowns of old forklifts. While UDM students faced
difficulties in managing P.E. equipment due to unorganized procedures for borrowing,
returning, using, and allocating the materials. This led to significant struggles in finding
alternative materials for P.E. activities.

Furthermore, both NSA and UDM took systematic approaches to resolve their equipment
management issues by implementing tailored systems designed to streamline processes
and improve operational efficiency.

This research project by (Pankaj Chandra et al., July 2023) “Design and Implementation
of Inventory Management System for University”. The application provides a user-
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

friendly interface for managing financial records, tracking transactions, generating

reports, and facilitating communication between the finance department and the college
community. The P.E. Equipment Management System is nearly identical to this study,
this project also aims to create a web-based application to the Unibersidad De Manila
(UDM) that manage P.E. equipment information such as usage, borrowing, returning, and
inventory. This system like (DIIMSU) is to help students in university that responds to
the daily needs of a student for P.E. equipment.

Based on the research done by H.S Chua et al. titled “Engineering laboratory inventory
management system using cloud and RFID technology: Conceptual approach in KDU
University College” (2019), the use of radio frequency identification (RFID) guarantees
their university assets’ accountability as the project started implementing computers and
database systems. As barcodes started substituting with RFID, seamless upload of
personal information began to be standardized as opposed to the traditional method. The
study also concluded the efficiency of computerization to the university’s amenability of
requirement processes.

The PE equipment management system also foresees the use of RFID as a part of the
system. With the traditional method in contrast to the new technological method, heavy
loads of paperwork in times of borrowing equipment make it difficult to store existing
information for accountability. Using this technology helps the acquisition of user
personal information efficiently as they are easily acquired by the use of the database
system.
 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

CONCEPTUAL FRAMEWORK:

Figure 1: Conceptual Framework for the P.E Equipment Management System

 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

FLOWCHART-ERD:

Figure 2: ERD Flowchat for the P.E Equipment Management System

 Universidad de Manila
659-A Cecilia Muñoz St, Ermita, Manila, 1000 Metro Manila

DATA DICTIONARY:

Figure 3: Data Dictionary for the P.E Equipment Management System