POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
Order Tracking System
Lance Jerome S. Camua1, Jazmin Jade L. Escolano 1,
Mary Jane S. Isles 1, & Arnold Bryan F. Pascual 1
1
Department of Computer Engineering, College of Engineering
Polytechnic University of the Philippines
ABSTRACT
An order tracking system is one that
tracks goods from the moment the order is
placed to when they are physically
delivered to the destination location.
Different systems deliver different benefits,
but broadly some of the perks that can be
expected from order tracking systems are a
perception of professionalism, cost
efficiency, and additionally benefits for
customers and suppliers.
As customers and suppliers can check
themselves where their order is, the
business will be perceived as transparent,
trustworthy and professional. And order
tracking is a win-win situation for suppliers
and customers, as they will also benefit
from knowing where their goods are in the
process for the same reasons you will.
Creating such a win-win situation is more
likely to lead to repeat business in the
future.
Finally, when ordering from suppliers,
an order tracking system can be integrated
with inventory and stock control systems –
ensuring you know exactly what you have
at all times and only order what you need.
Keywords— Order, Order Tracking
System, Customer, Supplier
1. INTRODUCTION
When it comes to the different
transactions of the company, the processes
are manually done. Starting from the
inventory of the products wherein the
utility personnel manually encodes each
detail about each product in a spreadsheet.
The product order comes from the
accounting office which is located at the
main office of the company and will be sent
to the dispatcher of the distribution
department via email. The dispatcher upon
receiving Purchase Orders, will manually
write each order on a piece of illustration
board with a magnet on it and post it on a
white board.
The order will then be taken by a quality
control technical assistant and assign a
utility to get all the listed products from the
storage. The technical assistant will move
the order from the manual dashboard to
his/her assigned board indicating that
he/she will be performing the QA of the
product/s. The technical assistant will test
the product to ensure it’s good to go and no
defects are found. The technical assistant
will put a green flag on the table of products
that passed the quality assessment,
meaning these products are ready for
packing. After packing, these products will
have manually written labels indicating that
this product already passed quality control
and will be returned to the storage and
await its delivery to the client.
1
 POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
Meanwhile, the products that will not
pass the quality assessment will be
recorded. The technical assistant will put a
tape on the product which has its defect
written on it. The technical assistant will
check the defective product again and if
he/she cannot fix the defect, the supervisor
will then call an on-call technician. After
fixing the defective product, the product
will finally be packed and returned to the
storage and await its delivery to the client.
The proponents are to automate the
manual processes done in the department
to reduce the risk of errors during data
processing and quality assessment of the
products.
1.1. Statement of the Problem
The proponents have conducted a
research and several problems has been
identified at the Distribution Department of
ICS:
1.1.1. Inventory. Upon observing
on how utility personnel add products to
the inventory, it looks difficult and tedious
because it requires a huge amount of time.
Utility personnel will manually encode each
detail about each product in a spreadsheet.
1.1.2. Purchasing. There is a
dispatcher monitoring all incoming orders
from the accounting office. The orders
within the day will be printed and manually
written on a piece of illustration board
containing all necessary information of the
order and will then be posted on a white
board that serves as their manual
dashboard. This is quite a problem because
there are certain chances that the order’s
written details are erased, and it is very
time consuming to check each Purchase
Orders from the dispatcher’s computer
again or the written details are incorrect.
1.1.3. Quality Control. The order
from the manual dashboard will be taken
by a technical assistant and put in his/her
board. The technical assistant will
command some utility personnel to get the
products listed in the Purchase Order from
the storage. The utility personnel will then
unpack and setup the products on a table.
The technical assistant will QA the
product/s and put a green flag on top of the
table to indicate that all the products on the
table passed QA and are ready for packing.
If a product is found defective, the technical
assistant will write the defect on a masking
tape and stick it on the defective product.
The defective product will be checked by
the technical assistant again and if he/she
cannot fix the defect, the supervisor will call
an on-call technician to fix it. All products
that passed QA will have their serial
numbers scanned again in a spreadsheet
and will be packed and marked with a
masking tape with its tag written on it.
Human error will arise in these processes
because of instances of the green flag falling
on the floor or the technical assistant
forgets to put a green flag on the table.
Utility personnel are in a rush to finish
packing a lot of items resulting to packing
extra items inside a specific box without
noticing, resulting to a lot of time required
to unpack each product again to find the
extra item misplaced. Manual written tags
may also result to a problem when the
utility personnel miscounted, requiring
him/her to count all over again.
1.1.4. Delivery. Products will wait
for delivery in the storage. Once the product
is delivered, the product will be removed
from the inventory. Problems in delivery
are the piles of paper required for
recording. The utility personnel will
2
 POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
manually search for the papers of the
products already delivered.
1.2. Scope and Limitation
The languages used for developing
the system are Java version 12.0.1 and Java
Script ES6 for scripting, HTML 5.0 and CSS
for mark-up, and SQL for query. The system
comprises of five (5) subsystems namely
the Purchasing, Inventory, Quality Control,
Delivery, and the Reports system.
The Dashboard serves as the
landing page of the system. The Dashboard
will contain graphical representations of
some of the data from the other subsystems
such as the Product Inventory, Products
with the Highest Demand, Quality Control,
and Product Orders Delivered. The
Dashboard will also display an overview of
the product orders under Quality Control
and their statuses.
Purchasing System is where
products requested by the client are
automatically fetched from the inventory
without the need to look for its records
manually. Adding an order automatically
adds a due date of next business day so the
utility personnel can easily track which
orders are due. The utility personnel can
easily view order forms.
Inventory System is where the
utility personnel can easily add products
without having to manually label each
product since the system automatically
generates a product tag whenever a
product is added. The utility personnel can
easily view products from the inventory
and search for a specific product without
having to tediously scroll through the
spreadsheet.
Quality Control System is where
the laborious manual work takes place.
With the help of the system, the utility
personnel, dispatcher, and quality control
technical assistant can perform their jobs
with greater efficiency because most of the
work will be digitalized. Pending orders will
be fetched from Purchasing page to the
pending page of the system and will wait
for a quality control technical assistant to
move selected orders to ongoing. Product
orders that passed quality assessment will
be transferred to QC pass page and will wait
for some utility personnel to scan and pack
them. Scanned and packed product orders
will be returned to the inventory while
waiting to be picked up for delivery.
Delivery System is where all
product orders that passed quality
assessment are fetched again from the
inventory. The utility personnel will select
product orders to be delivered with respect
to their due date and load them inside the
delivery truck. Received product orders will
indicate that products are successfully
delivered and will now be removed from
inventory.
Reports System is where all necessary
data are stored such as the list of products
delivered, product inventory, and purchase
orders.
1.3. Significance of the Study
The research upon the development
of the web application for the Integrated
Computer Systems, Inc. Distribution
Department Order Tracking System
contributes an advancement in providing
efficient and fast transactions to be able to
deliver product goods to clients in
compliance to their agenda, “NBD” or “Next
Business Day”.
This study will be beneficial to the
developers since they will gain more
knowledge about system analysis, system
development and project management.
3
 POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

This study can also serve as a changes can be made during production
starting guide for future researchers by cycles to fix the issue. Traditional models of
attempting to pursue improvement of this project management would not find defects
research or of any research related to this as early because they do not test as often.
topic. The data can be used as the baseline Typically, (in traditional methods of
data of their future research. production) defects that are not discovered
at the different stages can find their way
2. METHODOLOGY into the final product. This can result in
The proponents used the Agile Software increased overhead prices and client
Development Method in creating the dissatisfaction.
proposed system. Agile Methodology is a
type of project management process. The
agile method anticipates change and allows
for much more flexibility than traditional
methods. Clients can make small objective
changes without huge amendments to the
budget or schedule. The process involves
breaking down each project into prioritized Figure 1. Agile Methodology Model
requirements, and delivering each
individually within an iterative cycle. An 3. RESULTS AND DISCUSSION
iteration is the routine of developing small 3.1. Images of the System
sections of a project at a time. Each
iteration is reviewed and assessed by the
development team and client. The insights
gained from the assessment are used to
determine the next step in development.
Clients come to prescheduled regular
meetings to review the work completed the
previous iteration, and to plan work for the
Figure 2. Screenshot of the Login Page
upcoming iteration. Detailed goals are set in
each iteration meeting such as; expected
changes, time estimates, priorities and
budgets.
The agile method is based on giving high
priority to customer participation, from the
very beginning of the development cycle.
The objective is to keep the client involved
at every step so that they have a product
that they are happy with at the end. This Figure 3. Screenshot of the Dashboard
method saves the client money and time
because the client tests and approves the
product at each step of development. If
there are defects or challenges, then

4
 POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
Figure 4. Screenshot of the Purchasing Page
Figure 5. Screenshot of the Inventory Page
Figure 6. Screenshot of the Quality Control Page
Figure 7. Screenshot of the Delivery Page
Figure 8. Screenshot of the Reports Page
3.2. Summary of Findings
The Integrated Computer Systems,
Inc. Distribution Department will be having
their own web application for the
digitalized processes they usually do
manually. Upon visiting the web
application, the user will be able to login
and be redirected to its landing page or
home page. There will be a navigation bar
containing options where the user will
choose whatever fits his/her purpose of
logging in.
The first option will be the
Dashboard that will serve as the landing
page of the system. The Dashboard will
contain graphical representations of some
of the data from the other subsystems such
as the Product Inventory, Products with the
Highest Demand, Quality Control, and
Product Orders Delivered. The Dashboard
will also display an overview of the product
orders under Quality Control and their
statuses. The second option Purchasing
where all product orders will be displayed.
The user can also add, and view purchase
orders. The user can easily search for a
specific order using the search bar. The
third option will be the Inventory. This is
where the user can add a
brand/category/product, and view their
information. The third option will be the
Quality Control which has four (3) options
namely the Ongoing, QC Passed, and for
Delivery. Purchase Orders are already
5
 POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
considered as Pending. The quality control
technical assistant will pick the product
order and move the selected product order
will be moved to Ongoing where the quality
control technical assistant will perform
quality assessment. Product orders that
pass the quality assessment will be moved
to for Delivery and wait to be returned to
inventory. The fourth option will be
Delivery, where scanned and packed
products returned to the inventory will be
fetched and await delivery. The last option
will be the Reports where important data
will be stored.
The system was evaluated by 200
students and 50 professionals from
different fields. Each evaluator was given
ample time to watch a video presentation
on how the system works. Each evaluator
answered the survey questionnaire and
evaluation through Google Forms, which
proves the results tabulated by the
proponents. The system developed was
evaluated following the Software Quality
Standards or the ISO 25010 Standards.
The table below shows the
summary of results of the survey conducted
by the proponents.
Table 1. Summary of Results
The overall evaluation shows that
the system excellently complied with the
ISO 25010 Standards.
4. CONCLUSION & RECOMMENDATION
4.1. Conclusion
The main goal of developing the
Integrated Computer Systems, Inc.
Distribution Department Order Tracking
System is to improve specific manual
processes done in the department. The
system will be comprised of five (5)
different subsystems which are the
Inventory, Purchasing, Quality Control,
Delivery, and the Reports System.
The system will be used to
computerize the manual processes for the
convenience of the whole department.
Moreover, the system will reduce the risk of
errors during data processing and quality
assessment of the products. Paper works
will be reduced as the system computerizes
the encoding process resulting to greater
efficiency of the department because of the
time and effort exerted will be lessened.
4.2. Recommendation
For future researchers, the
following recommendations could be done
for the enhancement of the project:
1. Use of CSV Files for upload of bulk
order.
2. Add image for profile display
3. Add account that can be done by the
user and only confirmed by the
admin
5. REFERENCES
[1] About Integrated Computer Systems,
Inc. (2019). Retrieved from
https://outsourceaccelerator.com/compan
y/integrated-computer-systems-inc/
[2] Integrated Computer Systems, Inc.
(2018). Retrieved from
https://www.ics.com.ph/
[3] Who We Are (2015). Retrieved from
https://www.youtube.com/watch?
v=bpxThtlzNTo
6
 POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

[4] Charts (2019). Retrieved from MJ loves to play basketball and badminton.
https://www.youtube.com/watch? She is also a sneaker head.
v=bpxThtlzNTo
[5] Interview Guide (2019). Retrieved from
Arnold Bryan F. Pascual is a 5th year
https://nusii.com/blog/client-interviews/
Computer Engineering student from the
Polytechnic University of the Philippines –
College of Engineering. He is a member of
ABOUT THE AUTHORS:
the Ways and Means Committee of the 7th
National Computer Research and
Lance Jerome S. Camua is a 5th year
Engineering Symposium (CoReS) and a
Computer Engineering student from the
member of the Association of Concerned
Polytechnic University of the Philippines –
Computer Engineering Students for Service
College of Engineering. He is a member of
(ACCESS). Bryan loves to play basketball
the Ways and Means Committee of the 7th
and billiards.
National Computer Research and
Engineering Symposium (CoReS) and a
member of the Association of Concerned
Computer Engineering Students for Service
(ACCESS). Jerome loves to play basketball
and billiards.

Jazmin Jade L. Escolano is a 5th year

Computer Engineering student from the
Polytechnic University of the Philippines –
College of Engineering. She is a member of
the Ways and Means Committee of the 7th
National Computer Research and
Engineering Symposium (CoReS) and a
member of the Association of Concerned
Computer Engineering Students for Service
(ACCESS). Jazmin loves to sing and listen to
music. She is also a loving pet owner to her
two dogs.

Mary Jane S. Isles is a 5th year Computer

Engineering student from the Polytechnic
University of the Philippines – College of
Engineering. She is a member of the Ways
and Means Committee of the 7th National
Computer Research and Engineering
Symposium (CoReS) and a member of the
Association of Concerned Computer
Engineering Students for Service (ACCESS).