By
But, Roberto S.
NOVEMBER 2017
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ACKNOWLEDGEMENT
Inventory System Project Proposal within the time given by our ITC Instructor.
This Project Proposal cannot be completed without the effort and cooperation
from our group members, namely: Gliedel Jade D. Catipay and Roberto S. But.
We, the researchers, are indebted to the following people who played an
First of all, to our Almighty Father, for His endless guidance, source of
We also sincerely thank our ITC Instructor, Mr. Ruel Rolf Cadiz, for the
Finally, we would like to acknowledge with gratitude, the support and love
of our family and friends. They kept us going and it wouldnt be possible without
them.
All our gratitude and appreciation is for all of you. May the Lord our God bless
you all.
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ABSTRACT
Over the past years, technology has contributed a lot to the human race.
convenience. Today, one of the fastest growing industry in the world is the
technology plays a major role. It makes the work easier, faster and more
accurate. Due to that fact, the automated scheme has become essential to small
and big companies for they are expected to give the best services possible.
Nevertheless, some businesses still prefer sticking with the system that is not
integrated with technology. Probable causes are computer illiterate staff and lack
of funds. Companies, especially the big ones are recommended to switch from
manual to automated systems because this will improve the efficiency and
productivity of the business which will uplift the industrys reputation. One of the
inventory system which comes hand in hand. A sales and inventory system is
of input, output and restock. Input is a process of buying new products into the
inventory and replacing the old products with the new ones. Meanwhile, output is
a procedure of taking out the products from the inventory for sales or usage and
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order to fulfill the insufficient products or escalating demands. Most of the
where a person is assigned to check and record the stock by hand using pen and
paper. !t is where operations with regards to all the stock will be archived. It is
without a doubt that one of the major roles played by today in almost every area
This system enables us to make very detailed work and follows accurate
directives without error. The basic advantages of the system are to make the
process fast and well-organized which means that they can process much more
quickly than humans. Data retrieval has to be searched in lots of registers slowly
and it wastes a lot of time. It makes the data not reliable enough as it is hand
consumes a lot of space since it is stored in cabinets and folders. !t is also prone
the store factory at any given time. The employees need to know how many units
of their products are available for reservation and sales and the items that are
sold. All of these rely on the inventory system to present solutions. The sales
inventory system would provide service to the user, input information to the
database, summarize the inquiry of bills, and manage the product releases and
storage. This would generate a faster improvisation of work given less time and
effort.
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Inventory control systems maintain information about activities within firms that
ensure the delivery of products to customers. The subsystems that perform these
functions include sales, ordering, and receiving. In different firms the activities
associated with each of these areas may not be strictly contained within separate
inventory tracking. Indeed, for some small businesses, like convenience stores,
might constitute a wasteful use of financial resources. But for other firms
operating in industries that feature high volume turnover of raw materials and or
inventory management as a vital element that can spell the difference between
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Inventory is one of the most important in monitoring a stock that take place in
business activity. The inventory system does the entire task in computing the
value with inventory: cost and quality; and handling data or information.
Represents cost, they need to be controlled. The purpose of inventory system for
management are to keep inventory levels and cost at desire minimums while
maintaining to proper safeguards over materials to places and people who need
them. Inventory means goods and materials, or those goods and materials
themselves, held available in stock by a business. This word is also used for a
list of the contents of a household and for a list for testamentary purposes of the
asset.
Analysis. Get data related to Effective Inventory Analysis. For many distributors,
inventory is the largest and perhaps the most important asset. Inventory ties up
more money than buildings or equipment, and is often less liquid. It is crucial,
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then, that distributors develop and use comprehensive set of tools that allows
study of Edwin Bello and his fellow researchers of computerized Monitoring and
Inventory of stock with warning Level dated March 4, 2005, many firms have
thousands of items of inventory which require some form of control. The usage
calculations and record keeping chores would soon become overwhelming were
it not for the computer and its unique information storage and retrieval
capabilities.
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CHAPTER 1
PROJECT DESCRIPTION
INTRODUCTION
This chapter will discuss the current system of the entity, the current state
of technology, its necessary modifications, its objectives, the scope and limitation
resellers can both benefit from a thorough solution, where single transaction
entry records necessary details on the customer, products purchased, price and
date while also updating inventory levels. Using computerized sales and
inventory systems allows for much greater accuracy in stocking and product
as transactions are processed, and items move from the business to the
consumer. Computerized sales help provide better insight into which products
are most popular. It also allows for enhanced marketing, stocking and oversight
of critical sales objectives. Computerized sales and inventory systems save time
verify how much money, and what time transactions took place. They also allow
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taking a receipt and transition of ownership of products and services. This
control and sales processing in retail markets. In using this computerized sales
and inventory system, you can establish the benefits you and your business
handling may have and first is timesaving. The amount of time that can be saved
system. In cases where a shop maintains all data manually, its manager must
reconcile each sales receipt with every piece of physical inventory. Expending on
the size of the establishment and how many different products are sold, this can
computerized point of sale or system, the master inventory list would be updated
electronically each time a sale is made. The only thing a manager would have to
do each day is print out the report highlighting the inventory to be restocked.
the margin of error widens with each update. !f one mathematical calculation is
wrong or one typo is made, disaster may occur. Lastly is the consistency. A small
can ensures that all orders, reports and other documents relating to inventory are
uniform in their presentation, regardless of who has created them. This will allow
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ease of reading. In addition, uniformity creates a professional appearance, which
Santol Street, Brgy. North, General Santos City. The entity has two shifting
employees, one at night and one daily. The business sells different items or
products like a typical grocery store that we can see everywhere. Like some
other convenience store, the business does their physical counting of stocks
may cause to duplication of documents and work redundancy. The business has
only onecomputer but the purpose of the equipment is for the checking of price
whatever items, the Pharmacy Aide will look the price in the computer, write
down what the customer is buying in the logbook right after and give the item to
the customer with or without receipt depending on the customer if he or she will
ask for a receipt. The business is just depending on their manual listing of
products and inputs of data that is possible to commit errors. The business
cannot view their proper records of sales or income in a given time of the year. It
also does not have its proper listings of product. In some instances, the owner is
This section will discuss about the general and specific objectives of the study.
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1.2.1 General objectives
proponents gave their best to satisfy the current needs of the business
will handle the files, records and important data of the business.
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1. To design, develop and implement a module that will handle
User Accounts This contains the function for adding, and editing
user name and password. Of course, the authorized user can only be
that will handle the files, records and important data of the
business.
employees.
and must change with new ones but this must be within the store only.
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Acquisition List of items that are needed to be checked for possible
damages and to the company can return the damaged item to the
specific supplier.
will handle the inventory of products. All items that are available
inventory methods:
Critical level Items that are low on stock will be monitored by the
implement a generated module that will handle the sales and inventory
reports. This will provide the generation of reports that are necessary
be more reliable and faster that they do not have to hire another
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Admin - Manages the adding of stocks, updating the inventory, and determining
Customers - Have the benefits of the printed receipts right after purchasing an
item.
computerized transactions.
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Chapter 2
METHODOLOGY
This chapter is the main part of this system because it has the design,
prototype, research and related software and hardware for this system. This
chapter describes method and techniques that has been used to develop the
proposed Sales and Inventory System. Besides that, this chapter includes a
detailed study of the business needs of the organization. In enhance to that the
2.1 Model
software development. Agile testing involves all members of an agile team with
intervals.
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possible and just a small unit of code is tested /developed in each of this steps.
work, and change the short term strategy and even the development plan on the
go, based on the results of agile testing. Agile methodology encourages flexible
and rapid response to change which should lead to a better end result.
In this phase, the planning and analysis phase are combined. This
requirements.
proposal.
modify, and eventually approve a working model of the systems that meet
their needs.
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2.1.3 Construction Phase
The researcher now will create the system approved by its subject.
and user training. Compared with traditional methods, the entire process is
compressed.
The sale and inventory system for Super 8 Pharmacy is the system
proposed by the researchers which could improve their daily transactions. The
researchers have chosen the study that was conducted at Super 8 Pharmacy
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The respondent of the study is the Super 8 Pharmacy. The firms
Pharmacy aide delivered the necessary questions that were asked by the
The following are the tools that were used in order to gather data from the
aforemention drugstore:
2.4.1 Interview
existing problems within the firm which are essential in forming the
proposed system. The initial data were taken from the Pharmacy Aide of
the Drugstore which holds the reports of the Pharmacys daily sales and
inventory transactions.
2.4.2 Observation
analysed the needs and the changes to be applied in the project proposal.
searched for the current systems that were used by the other existing
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firms related to forming and developing the proposed sales and inventory
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CHAPTER 3
DATA MODELING
This system enables us to make very detailed work and follows accurate
directives without error. The basic advantages of the system are to make the
process fast and well organized which means that they can process much more
quickly than humans can. Data retrieval has to be searched in lots of registers
slowly and it wastes a lot of time. It makes the data not reliable enough as it is
hand written and there is a high probability of errors to occur. Data recording
consumes a lot of space since it is stored in cabinets and folders. It is also prone
the store factory at any given time. The employees need to know how many units
of their products are available for reservation and sales and the items sold. All of
these rely on the inventory system to present solutions. The sales inventory
system would provide service to the user, input information to the database,
summarize the inquiry of bills, and manage the product releases and storage.
This would generate a faster improvisation of work given less time and effort.
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The figure shown above is the illustration of the relation of the tables in the
system. It shows that the client, the product and the employee table that are all
describes how the system reacts to an event that triggers the system. Use cases
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Shown above is the illustration of the actors which serve as the event trigger for
Context Flow Diagram (CFD) is a tool showing the overall processes of the entity
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Tracking System is the center of the study, which is shown on the diagram
above. It illustrates all the external and internal entity which contributed or
received data from the system. Here it shows, the entities employee, client,
product provides information to the system, and the entity management received
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The illustration above shows the process models that are essentials in building
the system. It also describes the processes of each entity. There are different
elements of the DFD above, the processes which are indicated by number 1-4.
The data flows indicated by the arrows that connect other elements. The data
stores which are the different tables. And lastly, the external entities that are
interacting with the system shown in the rectangular boxes namely the client,
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Chapter 4
4.1 Overview
Track and Trace system is the system of tracking and tracing the inflows
and outflows of cargoes and letters in the company. The main feature of this
data from the time of receipt of the cargoes and letters up to the time of delivery
to the designated area. The customers, after providing its data, will then be
processes the information into transaction. The system will then generate receipt
company.
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The objective of providing clients with outstanding customer service
areas.
This function is where the employee will encode its data that will be
carried over to the transaction through its employee ID. This includes the
certain transaction.
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4.3.2 Client Information
This function is where the client data will be encoded. The employee
in-charge during the day will be the one to encoded the said data to the
system. It will also be carried over to the transaction table through its client
ID. This includes the client ID for their identification, name, address, and
contact number.
letters, then the date (MMDDYY) they entered into a contract followed by
COMPANY = ZAL-081717001).
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4.3.3 Product Information
This function is where the product data will be encoded. This includes
the transaction number which is a unique code that serves as an ID for the
delivery will be within or outside the city or beyond Region 12 and as well
transaction number.
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This function is the highlight of the system where all the data gathered
in the previous functions were carried over. This includes the client ID that
serves as the carrier of information regarding the client. This includes the
type from the product information, and of course the date and time of
This will also serve as the report forwarded to the management. It will
outside General Santos City or beyond Region 12. The system also provide the
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HARDWARE REQUIREMENTS
RAM 4 Gigabytes
SOFTWARE REQUIREMENTS
to organize and manipulate numerical or text data. The main uses of Excel
are: (1) Storing and Tracking Data, (2) Basic Data Analysis, (3) Data
Automations, and (4) Dashboards and Reports. The Microsoft Excel is really
the Spread sheet software of choice for most, as it makes handling raw data a
breeze.
stores data in its own format based on the Access Jet Database Engine and
can also import or link directly to data stored in other applications and
databases.
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Chapter 5
1.1 Conclusions
system for a better transaction processes recording and also to conduct their
their goods are in safe hands. The value of visibility is now a key customer
clients with access to tracking information. And it gave the clients a real-time
visibility and gave them the peace of mind that their cargoes are on target and on
time.
1.2 Recommendations
conducted intend to modify the current system used by the respondent company
The proposed system was elaborated from the data modeling in chapter 3
where it shows the entity relationship diagram to the data flow diagram showing
the different interactions of the entity to the system. In addition, it shows the
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details of the system functions to further elaborate the process and the functions
A Modified Track and Trace System with client interaction and productive
operations are the main goals of our system proposal. The system stores the
quickly and reliably. The tracking function is easy to set up, maintain, and
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BIBLIOGRAPHY
https://en.wikipedia.org/wiki/Standard_Carrier_Alpha_Code\
https://en.wikipedia.org/wiki/FedEx#SCAC_codes
https://en.wikipedia.org/wiki/Rapid_application_development
http://www.packagefox.com/blog/how-does-the-ups-tracking-system-work/
http://asianjournal.com/news/bureau-of-customs-starts-new-tracking-system/
https://en.wikipedia.org/wiki/Track_and_trace
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APPENDIX A
RESOURCE PERSON
Vice President
Philippines 9500
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APPENDIX B
PERMISSION LETTER
We, the 2nd year Bachelor of Science in Accountancy students of Ramon Magsaysay
Memorial Colleges and are currently enrolled in IT 316 (IT Concepts and System
Analysis) subject, were tasked to conduct a study entitled System Analysis and
Development for any company.
In line with this, we would like to request from your good office to allow us to make your
establishment as the respondent of our study and would like to conduct an interview
regarding your information and operational system.
Any information that may be gathered will be kept confidential and will be used for
academic purposes only.
Your kindness and cooperation will surely help us enrich our knowledge in the said
subject matter. Thank you and more power.
Sincerely yours,
Noted By:
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APPENDIX C
INTERVIEW GUIDE
After the questioning, express your gratitude and thank the interviewee for
sparing a time for the interview.
Discuss for the possible follow-up interview.
Finally, bid your farewell.
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APPENDIX D
INTERVIEW REPORTS
4. What are the different transactions that you have in your business?
R: We have marketing strategy, like going personal contact with our clients.
R: Our system, is our partner QRS, we are using computerized track and trace,
via internet. We would know what time would it arrive at Davao City and when it
is going to be dispatched it GenSan.
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7. With respect to that system, can you elaborate more regarding its attributes
and characteristics?
R: Of course there are. None of the business present today that doesnt have any
struggles.
R: One example is our situation here in Mindanao regarding the martial law,
wherein we only have limited hours to deliver our commodities. We experience
delays on the fast tracking of delivery because of the subject point, and of
course, some clients that demands attention on their commodities.
9. Aside from track and trace, what are the existing systems that you use in your
business? (e.g. internal system)
R: We have a computerized data for the arrival of our commodities from Manila-
Davao-Gensan. This is also with the help of the track and trace system.
10. With your main system, are you up to any changes on that said system?
R: Yes we are.
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APPENDIX E
OBSERVATION GUIDE
The data and information pertaining to the outflow and inflow of the products
are poorly practiced in their current system causing the delays and conflict
The applications that are being used are highly out dated. Hence, it causes
The data and its records are not properly organized and concrete in terms of
making reports.
state of technology.
The observations stated above led us to modify the said system in order to
increase productivity, hence increasing sales of the entity. Time is also a major
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APPENDIX F
GANTT CHART
Interview in the
Company
Making of Chapter 1
Making of Chapter 2
Presented Chapter 2
Making of Chapter 3
Making of Chapter 5
Presented Chapter 3
Making of Chapter 4
Presented Chapter 4
Final Presentation
Jul- Jul- Aug Aug Aug- Aug- Aug- Aug- Aug- Aug-
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APPENDIX G
CURRICULUM VITAE
GENERAL INFORMATION
Name: Trisha Mae A. Gerbano
Age: 23
Gender: Female
Address: Purok 10 Phase-3 Lanton, Brgy. Apopong,
Gen. Santos City
Religion: Roman Catholic
Birthdate: December 16, 1993
Birthplace: Davao City
Mothers Name: Emily A. Gerbano
Occupation: OFW
Fathers Name: Severino F. Gerbano
Occupation: Driver/ Farmer
Number of Siblings:
EDUCATIONAL BACKGROUND
Preschool: Angel Alliance School
Elementary: P. Kindat Elementary School
High School: Holy Trinity College of Gen. Santos City
College: Holy Trinity College of Gen. Santos City (2010-2011)
Ramon Magsaysay Memorial Colleges ( Present)
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APPENDIX G
CURRICULUM VITAE
GENERAL INFORMATION
Name: Krissha Kate A. Diga
Age: 19
Gender: Female
Address: Phase 2 Blck8 Lot22, Doa Soledad General
Santos City
Religion: Islam
Birthdate: May 10, 1998
Birthplace: General Santos City
EDUCATIONAL BACKGROUND
Preschool: Pedro Acharon Elementary School
Elementary: Dadiangas West Central Elementary School
High School: Colon National High School
College: Ramon Magsaysay Memorial Colleges
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APPENDIX G
CURRICULUM VITAE
GENERAL INFORMATION:
Name: Ivy Moreen Tamsing Managad
Age: 19 years old
Gender: Female
Address: 013 Daproza Avenue, General Santos City
Religion: Roman Catholic
Birthdate: January 10, 1998
Birthplace: Academy St., Kiamba Sarangani Province
Mothers Name: Jubaidah T. Managad
Occupation: Housewife
Fathers Name: Bernard G. Managad
Occupation: None
Number of Siblings: 2
Name of Siblings Age Occupation
Michael Junard T. 24 Businessman
Managad
Rashida Sarah T. 21 None
Managad
EDUCATIONAL BACKGROUND:
Preschool: St. Anthony De Padua Learning Center
Elementary: Kiamba Central Elementary School SPED Center
High School: Notre Dame of Kiamba
College: Ramon Magsaysay Memorial Colleges
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APPENDIX G
CURRICULUM VITAE
GENERAL INFORMATION
EDUCATIONAL BACKGROUND
Preschool: Zone 1 KPS
Elementary: Labangal Elementary School
High School: Labangal National High School
College: Ramon Magsaysay Memorial Colleges
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GENERAL INFORMATION
Name: Kathryn Sue F. Collamar
Age: 18
Gender: Female
Address: Blk. 14, Lot 7, Employees Village, Fatima
Uhaw, General Santos City, 9500
Religion: Protestant
Birthdate: July 07, 1999
Birthplace: General Santos City
EDUCATIONAL BACKGROUND
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APPENDIX G
DOCUMENTATION
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TABLE OF CONTENTS
Acknowledgement - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ii
Abstract - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - iii
CHAPTER 1
CHAPTER 2
Methodology - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5-9
2.4.1 Interview - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 8
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2.4.2 Observation - - - - - - - - - - - - - - - - - - - - - - - - - - 8
CHAPTER 3
CHAPTER 4
4.1 Overview - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 15
CHAPTER 5
4.1 Conclusions - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 21
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Bibliography - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 23
APPENDICES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 24-30
Appendix A - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 24
Appendix B - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 25
Appendix C - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - 26
Appendix D - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 27-28
Appendix E - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 29
Appendix F - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - -- 30
Documentation - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 36-37
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LIST OF FIGURES
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