Computerized Inventory System of Baliwag Lechon Manok, Inc.

A Case Study
Presented to the
Information and Computer Studies Department
Faculty of Engineering
University of Santo Tomas

In Partial Fulfillment
of the Requirements for the Subject
IM201
Database Management Systems

by

Rafael Roberto A. Luz

John Frederick C. Mapula
Armand Max T. Olivares
Jason C. Samson
B.S. Computer Science

Presented to
Susan Go-Estanislao
Database Management Systems

October 2009
Improved Inventory System of Baliwag Lechon Manok, Inc.

I. The Project

A. Introduction

Since the use of computer and database programs, the process of manual
input is fast becoming obsolete due to the upcoming and improving programs in
order to help the user input and manipulate data. The technology used today not
only improves the everyday experience of a regular person, but also helps them
with what they need to do.

Baliwag Lechon Manok Inc. uses the pen and paper method to keep track of
their inventory. Reports and records are printed out, and used by the delivery
persons, the supervisors and anyone else who are involved with the inventory
section. And as a result, their files are scrambled, disorganized and scattered all
over their main office. It is hard for an office to look presentable and professional
for the sponsors or guests if an office looked like a paper factory. Also, records
are not easy to find because of the amount of paper one has to look for, to find
what is being looked for. The group proposed a database solution, to ease the
lingering problems of the company.

B. Objectives

i. General Objectives
- The general objective of this project is to find a way to
imbed database programs to its current system in order
to make searching, and editing data much easier
ii. Specific Objectives
- To create a database scheme for Baliwag Lechon
Manok, Inc., specifically for their inventory, which will
be the means to replace the records and reports.
- To create a new computerized inventory system for
Baliwag Lechon Manok, Inc., to increase efficiency and
overall effectiveness.
Improved Inventory System of Baliwag Lechon Manok, Inc.

- To prove if computerized systems are actually better

than manual.

C. Scope and Limitation

The team will focus on the company’s main weakness, specifically

their pen and paper method of inputting inventory maintenance. The
company’s confidential information will become computerized, making work
easier for them. Also, their supplier information will become present, allowing
them to add or edit the present data.

The software is limited only to their inventory manipulation, namely,

addition, deletion, editing and possibly, also with their suppliers. Hopefully,
this will provide a user-friendly system which can be utilized accurately and
with ease.

D. Planning and Activities

The group, first of all, looked for a company that would be tailor-made
for their requirements. Finding that the Baliwag company was looking to be a
good choice, the team decided on questions that would be asked about their
system. They also looked for any reports, and forms that would be essential
for their case study. After the team finalized the choice with Baliwag Lechon
Manok as their company, they planned the activities that need to be done in
order to successfully complete the project.

The team first grouped up to go over what kind of system they were
going to make. The team thought of it carefully for 10 days and came up with
the system having the ability to be able to add, edit and delete the following:
items, suppliers, and stalls. So then the division of work between them was
made. They first analyzed the problems that the current system had. Having
analyzed the company’s problem, they then devised a system that would be
the solution to the company’s problem.
Improved Inventory System of Baliwag Lechon Manok, Inc.

The group then thought up the algorithm that they would be using in
order to make the said system for the company. The team deliberated greatly
on the type of design they would use, because it would be a big factor in the
database. Either it would be a single window pane with multiple tabs in it or if
they would use multiple windows instead. After deliberation, they decided to
go with the multiple tabbed window panes.

So as the time came and the team finished all that they had to do,
they only had to finalize the project and double check for errors and the like.
Seeing as there was nothing left to do, the team then finished the
documentation that they had at the time.

E. Composition of the Team

i. Responsibility Area of Each Proponent

It is essential that everyone in the team work together to achieve the

phases in the shortest time possible, but in a most orderly fashioned way.
Each member has a task that they are responsible for. So if one doesn’t do
their job right, it will affect the whole team. So in order to have a good pace of
work, each one has to do their respective jobs as efficiently as one can.

The members are:

A. Luz, Rafael Roberto A. – Database programmer and database
designer

B. Mapula, John Frederick C. – Documentation officer and content editor

C. Olivares, Armand Max T. – Database designer and content editor

D. Samson, Jason C. – Project head and documentation officer

Improved Inventory System of Baliwag Lechon Manok, Inc.

F. Schedule of Activities
i. Work Breakdown Structure
Phase Activity Time Frame
Project Started • Giving of project details July 13, 2009

Proposal • Thinking of a proposal July 13 – 16, 2009

Identification/Selection
• Selection of a company July 16 – 20, 2009

Proposal • Submission of thought up

Submission/Approval proposal
July 20, 2009
• Approval of proposal

Project Initiation/Planning • Planning of what kind of August 10 – 19, 2009

system to make

• Division of work August 20 – 21, 2009

Project Analysis • Analyzing the company’s August 24 – 31, 2009

problem

• Solving what would make August 31 – September 5, 2009

things easier for the company

Logical Design • Thinking up the algorithm of September 10 – 16, 2009

the system
• Developing the codes for the September 16 – 22, 2009
system
• Making the system Sept. 22 – 25 & Oct. 1 – 5,2009

Physical Design • Thinking up the layout of October 6 – 8, 2009

the system
• Deciding whether single October 8, 2009
window with tabs or multiple
windows
• Using the single window October 9 – 10, 2009
with tabs
Implementation • Finalization of the system October 12 – 14, 2009
• Documentation October 14, 2009
• Presentation of the system October 15 – 16, 2009
• Revision of the system as October 16 – 20, 2009
advised
Improved Inventory System of Baliwag Lechon Manok, Inc.

ii. Gantt Chart

Project Timeline

Project Started: July 13, 2009

Proposal Identification and Selection: July 13 – 20, 2009

Proposal Submission and Approval: July 20, 2009

Project Initiation and Planning: August 10 – 21, 2009

Project Analysis: August 24 – September 5, 2009

Logical Design: September 10 – 25; October 1 – 5, 2009

Physical Design: October 6 – 10, 2009

Implementation: October 12 – 16, 2009

 Improved Inventory System of Baliwag Lechon Manok, Inc.

Activity July August September October

W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4

Project Started
• Giving of project details

Proposal
Identification/Selection
• Thinking of a Proposal
• Selection of a company
Proposal
Submission/Approval
• Submission of thought up
proposal
• Approval of proposal
Project
Initiation/Planning
• Planning of what kind of
system to make
• Division of work
Project Analysis
• Analyzing the company’s
problem
• Solving what would make
things easier for the
company
Logical Design
• Thinking up the algorithm of
the system
• Developing the codes for the
system
• Making the system
Physical Design
• Thinking up the layout of the
system
• Deciding whether single
window with tabs or multiple
windows
• Using the single window
with tabs
Implementation
• Finalization of the system
• Documentation
• Presentation of the system
• Revision of the system as
advised
Improved Inventory System of Baliwag Lechon Manok, Inc.

II. The Company

A. Background and History

Baliwag Lechon Manok, Incorporated is a corporation focused on

selling quality and top-rate lechon manok and liempo all over the country.
They currently have 150+ over-the-counter stalls in Metro Manila and in the
suburbs, 4 Baliwag Grill and Restaurants with family KTV bars, 15 stalls in
foodcourt sections of SM, Robinson’s Place and Cash and Carry malls.

Aside from the major product lines of manok and liempo, they also sell
crispy ulo-ulo, pata, pork and chicken BBQ, siopao, chicharon, achara,
sauce, bagoong, bottled water and softdrinks in all their branches. They
deliver their products around using 20 Canters, 5 Nissan-Bida, 3 L-300 Vans,
and 15 other cars used by their supervisors.

In 1986, Mr. and Mrs. Edgar Salcedo invested Php 10,000 to become
sole proprietors of the Baliwag Lechon Manok, Incorporated. In 1989, the
company bought a 10,000 square meter lot at Wisdom street, Project 6 to
serve as their main commissary for their production. And in June 1990,
Baliwag also evolved into a corporation. Baliwag Lechon Restaurants popped
up in the year 2000, and up until now, branches and restaurants are still
being planned and made by the company.
Improved Inventory System of Baliwag Lechon Manok, Inc.

B. Organizational Chart

C. Contact Persons
a) President – Edgar L. Salcedo
Contact number – 929-14-52
b) Vice-President/Secretary – Dolores S. Salcedo
Contact numbers - 926-24-82, 0920-9100885
c) Treasurer – Sarabeth S. Salcedo
Contact number – 929-14-52
d) Director – Ira Matthew S. Salcedo
Contact number – 0917-8994727
e) Director – Danilo R. Samson
Contact number – 454-72-56
f) General Manager – Anicia G. Domingo
Contact number – 929-14-52
 Improved Inventory System of Baliwag Lechon Manok, Inc.

III. The Present System

A. Detailed Description of the System

Daily Stock report Daily Stock report

Daily Stock report Stock Outgoing

report

Stock Outgoing report

Improved Inventory System of Baliwag Lechon Manok, Inc.
Improved Inventory System of Baliwag Lechon Manok, Inc.

As shown at the pictures and the flow chart above, the pen and paper
method of inventory maintenance of the Baliwag Lechon Manok, Incorporated
is a vital part of their daily business. The pictures are from the daily stock
report of the company. Those reports are the company’s basis for each and
every inventory product sent out by the delivery trucks. It includes the number
of products brought to every stall, the products left at those stalls, the total
sales of each, and a request list, for those who need extra materials.

The second form is the stock outgoing report. This form is for the
supervisors who roam around the stalls, checking if there are any extra
products left over. Their job is to see if the deliveries for the next day would
be increased or decreased, and to check if the deliveries were correctly
brought to their respective stalls. These 2 reports, among others, will be given
back to the persons involved with inventory checking and then make the
necessary adjustments and computations

The flow chart briefly describes the daily motions of the Baliwag
inventory, from the start of the delivery in the main plant, to the supervisors’
final check-up of each branch.

B. Statement of the Problem

The present system of adding, deleting and maintaining their records is
effective for everyone concerned because of their familiarity of how it works,
and it is easy enough to use. Although the system does not lack in its
effectiveness, problems are not entirely avoided.

First of all, the system used now is not efficient. Finding and maintaining
past records may prove to be too slow because employees have to manually
search logbooks and files if they want to check for a particular item on a
particular date. It will be inefficient because there would be better use for time
than to spend it manually finding records.
Improved Inventory System of Baliwag Lechon Manok, Inc.

Another problem that may be encountered is preservation of records.

These reports are made out of paper, which means that it can be easily
damaged by certain factors like wetness, or fires. Records can also easily be
misplaced, and may also have a possibility of getting lost entirely due to
nature.

Data precision is also a problem with the pen and paper method. Data
can be wrongly written by employees, and as a result, disrupt the whole
inventory system. Records may also be read or interpreted differently, which
will also result in disruption.

C. Scope and Boundary of the System

Their present system deals with the product supply of their company,
what products they are using, the quantity and the price all written on paper.
Using pre-printed reports, workers involved with inventory would be
managing products that will be delivered to each of the company’s branches.
These products would be checked every day before leaving the main office,
using the trucks, which have specified areas to deal with.

After delivery, supervisors, who also have specified areas, will be double
checking their stalls of responsibility to see if the products are correctly
distributed. Also, requests of each stall will be accepted, and forwarded to the
main office using also the reports. The supervisors then report back to the
main plant, giving the reports to the employees involved to be analyzed.

The present system only deals with inventory. It is limited with the manual
labor of inputting data on paper. It is not efficiently taken care of, unlike the
computer-based data manipulation.
Improved Inventory System of Baliwag Lechon Manok, Inc.

IV. Analysis of the Present System

A. Data Gathering Techniques

i. Source of Information

The current system’s information was attained using interviews of

people who are connected with the team’s chosen company. The employees
who are concerned with the inventory department of Baliwag were also asked
in detail about how truly their inventory system works, so that the team might
have an easier time developing the database that would fit them as they may
want it to be.

ii. Interview Question

(The team interviewed a Baliwag Lechon Manok employee dealing with
the inventory division of the company.)

a) What is the current system used in keeping track of your inventory?

The company, as of now, is using the pen and paper system. We keep
track of our inventory using notebooks and record books.

b) Do you think that there is room for improvement in dealing you’re

your inventory maintenance?

Yes, I do think that there is a need to improve this system. We are left
behind, but we think that this is a time consuming, tedious and labor intensive
task. Especially with searching previous records, because it takes us a long
time in finding past accounts, and it is hard to find places to store these.
Improved Inventory System of Baliwag Lechon Manok, Inc.

c) If you were given a choice to computerize all or most of your records,

would you do it? If yes, give your reasons.

Yes, we would most definitely computerize ALL our records. Storage-

wise, I think this is much better than tediously writing every time. Also, this is
more prone to natural calamities like floods, fire and molds.

B. Business Activities

Baliwag Lechon Manok, Incorporated has branches all over the

Philippines, which deals with the over the counter selling of assorted
“pampulutan” or “heavy” foods like lechon manok, liempo, crispy pata and
etc. It also has restaurants and KTVs scattered around Luzon which are also
pubs.

Business Rules

1. To promote a healthy relationship between the supplier and the

company, Baliwag Lechon Manok, Inc. pays their due credits in as
short a time as possible.
2. Baliwag Lechon Manok, Inc. ensures its customers of the quality of its
products.
3. Baliwag Lechon Manok, Inc. gives a strict background check to its
employees, to assure not just the integrity of the company but also the
security of the customers.
4. The employees have a particular duty to safeguard the health and
safety of themselves and all others who may be affected by their acts
or omissions.
5. All stalls are to have equal and identical menus which are given by the
main branch.
Improved Inventory System of Baliwag Lechon Manok, Inc.

6. Unauthorized personnel are not allowed into the facilities, as not to

compromise the integrity of the products.

V. The Current System vs. Proposed System

A. Comparison of the Present and Proposed System in terms of

i. Objectives

In general, the objectives for both the present and proposed system are
the same. Inventory maintenance is the most important focal point of both the
pen and paper method and the computerized version. Differences are
encountered when talking about the 2 methods in terms of ease of access
and reliability. The main office handles the distribution of the products to the
respective branches. The pen and paper method requires a lot of resources
to properly maintain ie. paper and pen, while the software that we are
proposing only needs the memory of the hard drive and the electricity that the
computer needs. Furthermore, ease of access gives the software a much
more reliable feel to it because if one wants to see previous records it is easy
to just type away and the results are almost always accurate, unlike in the
current system looking for outdated files becomes a near impossible task
because of the sheer number of records available and no alternative way of
searching.

Another factor would be speed of compiling all the reports, in the current
system compiling the report is easy but very bulky and hard to carry around
for important meetings to use as figures, one would need to summarize all of
the records if they want to use it as reference material for the company, but
with our proposed software since we have a clean jasper report which can be
viewed and accessed easily one would not need to go through all the record
and re summarize everything, he would just need to print the report and he is
all set to present the current figures to whoever needs to see them. And since
we have unique identification numbers for each of our products and suppliers
Improved Inventory System of Baliwag Lechon Manok, Inc.

it is a guarantee that you would not need to go through the records to

eliminate recurring statements or accounts in our software.

ii. Advantages and Disadvantages

One advantage of the team’s proposed system is its efficiency. Having

computerized records makes storing, editing, searching and maintaining
much faster than having to look at endless paperwork. Also, a whole file
cabinet full of data can be compressed in just one hard drive, which is
equivalent to space for more important things. In addition, ease of access is
present when having the proposed system.

It is possible that the team’s proposal may be difficult to implement. Most

of the employees are not well oriented with computerized records, which
mean that the period of adjustment may take some time. Another
disadvantage is that though this is not quite as labor extensive as the current
system, electricity will play a bigger factor with the expenses.
Improved Inventory System of Baliwag Lechon Manok, Inc.

iii. Entity Relationship Diagram

Improved Inventory System of Baliwag Lechon Manok, Inc.

iv. Database Normalization

Unnormalized Form

Branch ID Product Price Quantity Order Date Contact

Name Number
1 Lechon 250.00 10 2009-10-15 4563232
Manok
Liempo 175.00 15 2009-10-14 4563232

2 Achara 20.00 9 2009-10-14 3978542

Pulang Itlog 10.00 90 2009-10-13 3978542

Branch ID Product Price Quantity Order Date Contact

Name Number
1 Lechon 250.00 10 2009-10-15 4563232
Manok
1 Liempo 175.00 15 2009-10-14 4563232

2 Achara 20.00 9 2009-10-14 3978542

2 Pulang Itlog 10.00 90 2009-10-13 3978542

3 Pork 15.00 8 2009-10-13 9298742

Barbecue
3 Chicharon 20.00 10 2009-10-10 9298742

1st Normal Form:

Improved Inventory System of Baliwag Lechon Manok, Inc.

2nd Normal Form:

Branch City Product Price Quantity Order ID Order Date
ID Name
1 Bulacan Lechon 250.00 10 1 2009-10-15
Manok

1 Bulacan Liempo 175.00 15 2 2009-10-14

2 Novaliches Achara 20.00 9 3 2009-10-14

2 Novaliches Pulang 10.00 90 4 2009-10-13

Itlog
3 Quezon Pork 15.00 8 5 2009-10-13
City Barbecue
3 Quezon Chicharon 20.00 10 6 2009-10-10
City

3rd Normal Form:

Branch ID City Product Price Quantity Order ID

Name
1 Bulacan Lechon 250.00 10 1
Manok
Improved Inventory System of Baliwag Lechon Manok, Inc.

1 Bulacan Liempo 175.00 15 2

2 Novaliches Achara 20.00 9 3

2 Novaliches Pulang 10.00 90 4

Itlog
3 Quezon Pork 15.00 8 5
City Barbecue
3 Quezon Chicharon 20.00 10 6
City

Normalized

Supplier
Supplier Name Product Name Contact Number

Products
Product Name Product ID Price Quantity

Main Office
Office Name Office City Product ID Contact Number

Order
Order ID Office Name Order Date Quantity

Branch
Branch Name Branch ID Branch City Contact Number

v. Data Dictionary
Improved Inventory System of Baliwag Lechon Manok, Inc.

1. Supplier – may refer to: distributor, the middleman between the

manufacturer and the retailer

Wholesaler, sells goods or merchandise to retailers

Franchised dealership, local franchised distribution

Relation to other data:

- Supplier has a supplier name

- Supplier has a contact number

- Supplier has a product that it supplies

2. Supplier name – the name of the supplier

3. Contact number – the contact number of the supplier

4. Product name – the name of the product

5. Product – may mean: Product (business), an item that ideally

satisfies a market’s want or need

Product (project management), a deliverable or set of deliverables

that contribute to a business solution

Relation to other data:

- Product has a product name

- Product has a given quantity

Improved Inventory System of Baliwag Lechon Manok, Inc.

- Product has a set price

6. Quantity – a kind of property which exists as magnitude or

multitude.

Relation to other data:

- It quantifies the product

7. Price – the result of an exchange and from that trade we assign a

numerical monetary value to a good, service or asset.

Relation to other data:

- The cost of the product
Improved Inventory System of Baliwag Lechon Manok, Inc.

VI. Design of the Proposed System

A. Relational Tables
Improved Inventory System of Baliwag Lechon Manok, Inc.

B. Entity Relationship Diagram

Improved Inventory System of Baliwag Lechon Manok, Inc.

C. Queries
Improved Inventory System of Baliwag Lechon Manok, Inc.

D. Input / Output Forms

i. Input Forms
Improved Inventory System of Baliwag Lechon Manok, Inc.

ii. Output Forms

Improved Inventory System of Baliwag Lechon Manok, Inc.

E. Screen Design

F. Reports
Improved Inventory System of Baliwag Lechon Manok, Inc.

G. Source Code

H. User’s Manual
a) First, acquire the latest version installers of mySQL Query Browser,
JasperReports, and the JDK, or your preferred programming language,
may it be NetBeans, JCreator or anything of your liking.
b) Next, after installing the 3 most important instruments of this case study,
you must first ensure that the Query Browser and NetBeans are
connected with each other.
c) Open the baliwag.java folder, and press the RUN button (this depends on
your programming language).
d) Baliwag.java will prompt you for a username and password. For now, the
default username is baliwag and the password is baliwag. You will now
be redirected to the main screen.
e) From here, the user can choose from 5 different options: ADD, DELETE,
EDIT, REPORT and SEARCH.
Improved Inventory System of Baliwag Lechon Manok, Inc.

VII. Summary and Conclusions

A. Summary of Changes and Improvements

After all the planning, development and execution that took place, the
group finally finished with the computerized inventory system of Baliwag
Lechon Manok, Incorporated. First of all, instead of their present system of
writing inventory reports and records on paper, the team has successfully
created a working database system to greatly help the employees with their
work.

This new system brings with it efficiency, accuracy and ease in data
manipulation. The system is a protected one, with a login page for the
employee who would be actually using it, to ensure the confidentiality of the
records. Adding, editing and deleting records has never been easier because
the worker just has to type what item, stall or supplier he/she wants to add,
delete or edit. An invoice of the inventory is easily accessible, because of the
reports tab, which lets the employee print out a report at any time. Also, the
worker can effortlessly search for any item, with the search tab. IDs are
provided with the inventory, so that it becomes a lot more organized.
Improved Inventory System of Baliwag Lechon Manok, Inc.