Pamantasan NG Lungsod NG Valenzuela: Poblacion II, Malinta, Valenzuela City

PAMANTASAN NG LUNGSOD NG VALENZUELA
Poblacion II, Malinta , Valenzuela City
Chapter I
THE PROBLEM AND ITS BACKGROUND
Introduction
The Computer nowadays is a basic need for Companies and Institution. It helps
a lot in such a way that it is an important thing that company should have to makes
worked more progressive and productive. It is important thing that a company should
have because it helps a lot in many ways such as organizing, storing and manipulating
data. Having computer programs may help a company grow bigger and be competitive
in the flow of the business world. The companies nowadays uses computer literate and
very competitive in the business.
Having recognized the importance of computer as a part of business
transactions, the proponents conducted a study to develop a web-based application for
the Foreign Service Institute. This will improve the process of manual inventory keeping,
monitoring of IT equipment and providing technical services for the said Institute. The
propose system will use the device ID and name of IT equipment. This will be use as
part of audit trail records for the condition monitoring of IT equipment. Inventory
management system for tracking inventory records of office supplies and equipment
distributed to different office. This will organize all the inventory records of the Institute
such as transaction request, number of stocks and stocks replenishment that used to be
stored in spreadsheets. For the technical support services, the system will also provide
a message passing which can be use by the employee in sending their technical
assistance request and other related computer problems.

Background of the Study

The Foreign Service Institute under of Department of Foreign Affairs,
since it started to offer different trainings and courses, computers used by
the employee on the said Institute are issued by the General Services
Section and monitor by Management Information System Section headed by
Mr. Bienvenido S. Basal.
The General Service Section (GSS) is the office which provides all the
office supply and equipment needs of the Institute. All IT equipment that was
distributed to all offices is being monitored and recorded by the Management
Information System Section. MISS Head has there scheduled to visit all offices
such as division, section and employee offices to check and monitor the condition of IT
equipment. They are also in charge in answering the questions regards to the technical
problems that are encountered by the employees and other parts of the institute.
Setting of the Study

The study took place in Foreign Service Institute was established on
December 9, 1976 under the Presidential Decree 1060 as the career
development arm of the Department of Foreign Affairs. It is located at 5 th
Floor DFA Building, Roxas Boulevard, Pasay City 1300. There are full time
employee to handle the institute.

Theoretical Framework
Inventory Management
Many Establishments use Inventory for their sales, expenses, financial records,
record transactions and etc. All of this is recorded on the inventory of every company to
monitor their needs. Until now Inventory is being studied by the companies how to come
up with better inventory records. Inventory is formally a mathematical theory that is
concerned with design of production /inventory systems to minimize the costs of every
business establishments. This mathematical theory is being applied to the technology.
Until know there are programmers and developers that creates a modern system for
inventory. IBM produce a first accounting System would add the total of sales from each
sales person. This system is the basis of many modern finance and inventory system.
From this basis the UPC (Universal Product Code) was adopted by grocery industry. As
the computer became more common and affordable since then writing inventory data by
hand on paper was replaced by scanning products and inputting information into
computer by hand. Also cloud based business software adaptation by the business
establishment mark a new era for the inventory management software.
Technology studies

Technology is based on science that studied formal or informal education about

human innovation, change, or modification of natural environment. Hewlett-Packard is
founded in a Palo Alto California Garage which is become a popular piece of test
equipment for engineers. Since then this work or discovered is used to different studies
to come up with better technology innovation.
Technical Service
Technical Service or better known as Technical Support, that provides support or
assistance to users of technology products such as televisions, mobile phones,
computers, software products and etc. Technical service may be delivered to phone
calls, email and live support. The First Technical support that handled mobile phones is
AT&T. The AT&T technical support created for the wireless phones to support the needs
of the mobile users.
System Monitoring
In early years monitoring is rarely used in business facilities or establishments.
Monitoring is simply for collecting information or data. In the past years monitoring is
manually conducted by the supervisor or technical staffs. First monitoring system was
first adopted by the European market for luxury vehicles, and its a tire pressure
monitoring using hollow spoke wheel system developed by PSK in 1980s. The system
uses sensor s in the wheels and a driver display which can show tire pressure at any

wheel, and includes warnings for both high and low pressure of tires. In the new era
there are so many invented devices that can monitor all informations and data.
Conceptual Framework
This study focuses on the relationship between the respondents, for the
Administrator office supplies and equipment for borrowing request approval, update
inventory, send technical support request which will act as the independent variables
and towards to produce inventory report, produce condition report for IT equipment,
notification for technical service for the dependent variable for the admin side of the
system.
MISS Head for the technical support side, monitor equipment connected to the
computer, update user for monitoring and send office supplies or equipment request for
the independent variables and production report for IT equipment, monitor user, notify if
approved or sent about the item request for the dependent variables.
For the Section Head and Division Head to request for technical support, send
office supplies or equipment request for the independent variables. And notify for
technical service, notify if approved for sent and view request for dependent variables.
For the employee is to send request for technical support for independent
variable and notify for technical service for the dependent variable.
Independent Variable
Dependent Variable
Produce inventory report,
Produce condition report for IT
equipment
Notification for technical service

GSS/ Admin Account

Approve request for office supplies
and equipment for borrowing
Update inventory
Send technical support request
Independent Variable
Dependent Variable
MISS Head
Technical support side
Monitor equipment connected to the
computer
Update user for monitoring and send office
supplies or equipment request
Section Head/ Division Head

Request for technical support
Send office supplies or equipment
request
Employee
Send request for technical support
Production report for IT

equipment
Monitor equipment used by the
user
Notify if approved or sent about
the item request
Notify for technical service,

Notify if approved for sent
and view request
Notify for technical service

General problems
How can Foreign Service Institute efficiently manage inventory records of office supply
and IT equipment specially the General Service Section and the Management
Information Section?
Specific problem
What is the amount creation of the existing system inventory management, sending it in
the following inventories of the monitoring?
a. Proximity
b. Generate report
c. Total amount of expenses
d. Sorting of request
2. What changes to the existing system in cause of the following?
a. Total expenses for the month
b. Generate report
c. Audit trail
d. Record keeping of the items

e. Redundancy of item request

3. How can the General Service Section manage the large volume of office supply
and IT equipment request?
4. How can the Management Information System Section track offices with
technical issues?
General Objectives
This study aimed to develop a system called inventory management of supply and
monitoring of IT equipment which will use to efficiently manage the inventory system,
large volume of office supply and IT equipment request and also to monitor the offices
with technical issues?
Specific Objectives
1. The propose thesis will have inventory management system of supplies, this
will have a record of stocks which can be used to determine if the supply is
insufficient and needed to request.
2. The propose thesis will have a supply request system that can accept multiple
request of a single user, list all records of request and save the record of
request sorted by the date, only to find out what request is needed to approve
first to avoid mismanage of distribution of request.
3.
The propose system will have an audit trail for all the office
supplies and IT
equipment. This audit trail will provide all the

records such as the date of item was acquired, defected and replace
so that it will help to speed up the monitoring process done by the
MIS head of the FSI.
Hypothesis
The researchers formulated three hypotheses for this study. These are as
follows:
a. The computerized sending of request for office supplies and IT
equipment
helps the General Service Section to record all
request faster compared to the manual process they consumed a

lot of time to record all of it.
b. The system give significant differences in the time used to finish the whole
process of sending notifications compared to the manual process.
c. In computerized system the General Service Section can easily access all
the information compared to it in the manual methods of file storage.
Significance of the Study

This study is significant to the following:

To the Company
Foreign Service Institute will greatly benefit with the proponents study because
they dont need to hire any programmers to do the work in their system. The proponents
will develop their system. So the proponents ask for the support of the company. This
will lead in lessening the expenses of the company which can be used in their other
expenses. They will also find it easier to do task with the system like the computerized
inventory wherein they can assure that there have enough supplies for their work.
To the Employees
The Employees will benefit in the system. They will find it easier to monitor IT
equipment since monitoring in the system is faster than one by one visiting of offices to
check the condition of IT equipment. The inventory system will give them an easier time
in tracking the amount of supplies and they dont have to worry for unexpected shortage
because they can frequently monitor the supplies.
Scope and Limitations

Scope
The proposed system Inventory management of supplies and monitoring of IT
equipment for Foreign Service Institute covers many aspects of inventory and
monitoring process. This includes the office supplies and equipment requesting,
inventory, monitoring and technical support services for all Divisions and Sections.

The system will have computerized inventory system where it covers all the records of
office supplies and equipment to the Sections and Division also cover the equipment
monitoring which include an audit trail of records. This audit trail will provide all the
records such as the date of item was acquired, defected and replaced so that it will help
to speed up the monitoring process done by the MIS head of the FSI. The proposed
system will also cover the technical assistance request for the IT department of the said
Institute. The system aims to help employees in a much better way of requesting of
office supplies, equipment and technical assistances.
Limitation
The propose system can only use though the local area network so that the
system cannot be access online and exclusively for all the employees in Foreign
Service Institute. For the device compatibility concern the system is only tested to run
smoothly in the desktop or laptop computers with the minimum system requirement of
Windows XP (32 bit or 64 bit) other devices such as mobile phones and tablets could
encountered compatibility issues when try to run it. The administrator of the system can
only use or grant the default user roles that available in the system therefore the system
cant generate another user having different user level access.
Definition of Terms
Application- is a set of one or more programs designed to carry out operations for a
specific application. Application software cannot run on itself but is dependent on
system software to execute.

AT&T- is an American multinational telecommunications corporation,

headquartered at Whitacre Tower in downtown Dallas,Texas. is also the
second largest provider of mobile telephone and the largest provider of fixed
telephone in the United States, and also provides broadband subscription
television services.
Audit Trail- is a security-relevant chronological record, set of records, and/or
destination and source of records that provide documentary evidence of the sequence
of activities that have affected at any time a specific operation, procedure, or event.
It also record typically all the activities created inside the system.
Computer- Is a general purpose that can be programmed to carry out set of
arithmetic or operations automatically. It is most commonly used in business,
companies, and etc.
Data- is distinct information that is formatted in a special way. It exists in a variety of
forms, like text on paper or bytes stored in electronic memory.
IBM- The International Business Machines Corporation (commonly referred
to as IBM) is an American
multinational technology and consulting corporation, with headquarters
in Armonk, New York, United States. IBM manufactures and markets
computer hardware and software, and offers infrastructure, hosting and
consulting services in areas ranging from mainframe computers to
nanotechnology computers.
Inventory- It is a record of all stocks, equipment, office supplies, money of the
company. Inventory represents one of the most important assets that most businesses

possess, because the turnover of inventory represents one of the primary sources of
revenue generation and subsequent earnings for the company's shareholders/owners.
LAN or Local Area Network- It is a computer network that interconnects
computers within a limited area such as a home, school, computer
laboratory, or office building, using network media
Microsoft Windows- is a series of graphical interface operating
systems developed, marketed, and sold by Microsoft.
Proximity- It means nearness, and it is often qualified by the word close. It
was hard not to see him cheating, when our desks are in such
close proximity to one another.
Sensor- It is a device that detects events or changes in quantities and provides a
corresponding output, generally as an electrical or optical signal.
UPC(Universal Product Code)- is a barcode symbology that is widely used in
stores for tracking trade items in stores. Its most common form it consists of
12 numerical digits, which are uniquely assigned to each trade item.
Wireless- is the transfer of information between two or more points that are
not connected by an electrical conductor. Manipulated by airwaves.

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PAMANTASAN NG LUNGSOD NG VALENZUELA

Poblacion II, Malinta , Valenzuela City