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A Proposed Sales And Inventory System

For Super 8 Pharmacy

A Project Presented to the faculty of the

College of Information Technology Education

Ramon Magsaysay Memorial Colleges

In Partial fulfillment of the Requirements for the

Systems Analysis and Design

By

Catipay, Gliedel Jade D.

But, Roberto S.

NOVEMBER 2017

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ACKNOWLEDGEMENT

We are really grateful because we managed to complete our Sales and

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

important role in the completion of this Project Proposal.

First of all, to our Almighty Father, for His endless guidance, source of

wisdom, and strength.

We also sincerely thank our ITC Instructor, Mr. Ruel Rolf Cadiz, for the

encouragement and especially for sharing his expertise and knowledge

throughout the completion of our Project Proposal.

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.

Everything that seemed impossible to the hands of man, is made possible

through the continuous advancement of technology. Everything is made out for

convenience. Today, one of the fastest growing industry in the world is the

forwarding and messengerial services.

Computer-based system is a complex system wherein information

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

most sought after automated systems of different companies is a sales and

inventory system which comes hand in hand. A sales and inventory system is

very important in every organization because a good sales and inventory

management can create excellent productivity. Primarily, inventory work consists

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

refill is a process of increasing the number of existing products in the inventory in

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order to fulfill the insufficient products or escalating demands. Most of the

retailing market is using traditional way in the inventory management system

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

in the society particularly in business and marketing is the computerized system.

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

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. !t is also prone

to data loss where it could be missing because of improper file management.

Inventory is a companys merchandise, goods and materials that are contained in

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

subsystems, but these functions must be performed in sequence in order to have

a well-run inventory control system. In todays business environment, even small

and mid-sized businesses have come to rely on computerized inventory

management systems. Certainly, there are plenty of small retail outlets,

manufacturers, and other businesses that continue to rely on manual means of

inventory tracking. Indeed, for some small businesses, like convenience stores,

shoe stores, or nurseries, purchase of an electronic inventory tracking system

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

finished products, computerized tracking systems have emerged as a key

component of business strategies aimed at increasing productivity and

maintaining competitiveness. Moreover, the recent development of powerful

computer programs capable of addressing a wide variety of record keeping

needs including inventory management in one integrated system have also

contributed to the growing popularity of electronic inventory control options given

such developments, it is little wonder that business experts commonly cite

inventory management as a vital element that can spell the difference between

success and failure in todays keenly competitive business world.

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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.

!inventory system maintains an orderly flow of supplies, raw materials, or finished

goods through an office shop factory because of items in any inventory

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

possessions of someone who has died. In accounting, inventory is considered an

asset.

Automation can dramatically affect all phases of inventory management,

including counting and monitoring of inventory items6 recording and retrieval of

item storage locations6 recording changes to inventory6 and anticipating

inventory needs, including inventory handling requirements. Effective Inventory

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

close monitoring of the performance of inventory investments. According to the

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

and the terms used.

1.1 Overview of the Current State of Technology

A sales and inventory system is a software-based business solution used

to simultaneously track sales activity and inventory. Manufacturers and trade

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

management. They encourage ease of interaction between employees, shoppers

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

for businesses by speeding up transactions while raising accuracy. This allows

for confidence in accounting, accountability among employees as it is easy to

verify how much money, and what time transactions took place. They also allow

for consistent experiences in terms of customer service. People know there is

always a uniform interaction at the register that requires tendering payment,

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taking a receipt and transition of ownership of products and services. This

generates confidence in a business and ensures ongoing consumer

relationships. Computerized systems are the most common method of inventory

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

by a business is perhaps the biggest benefit of using a computerized inventory

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

be a daunting and time-consuming task. If that same store, however, used a

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.

Second is accuracy. An additional benefit of using a computerized inventory

system is the accuracy it ensures. When an inventory list is maintained by hand,

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

business operates most efficiently when its processes are executed in a

consistent manner. By using a computerized inventory system, a business owner

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

can go a long way to impress associates, such as potential investors.

Super 8 Pharmacy, owned by Irene Tan, is a small drugstore located at

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

manually. Technically, Super 8 Pharmacy is only using a manual system that

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

only, when there is a customer who will buy a certain drug or

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

just ignoring lost items.

1.2 Project objectives

This section will discuss about the general and specific objectives of the study.

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1.2.1 General objectives

The proponents now endorse our proposal which can help to

implement good and accurate system to the company. The

proponents gave their best to satisfy the current needs of the business

by making a computerized sales and inventory system that will help

them in their business.

1.2.2 Specific objectives

a) To design, develop and implement a module that will handle the

security for the system.

b) To design, develop and implement a file maintenance module that

will handle the files, records and important data of the business.

c) To design, develop and implement a sales module that will handle

the sales transaction of their company.

d) To design, develop and implement a generated module that will

handle the sales and inventory reports.

e) To design, develop and implement an inventory module that will

handle the inventory of products.

1.2.3 Project Scope and Limitation

The proponents proposed system for Super 8 Pharmacy could

do file maintenance, product maintenance, transaction, product

transaction, create an account and reports.

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1. To design, develop and implement a module that will handle

the security for the system.

User Accounts This contains the function for adding, and editing

user name and password. Of course, the authorized user can only be

the one using the system.

User Level -A security access control system.

Owner - Can access the entire system.

Staff- Can access only the inventory.

2. To design, develop and implement a file maintenance module

that will handle the files, records and important data of the

business.

Products- It contains all the record of adding of products.

Employee-It contains all the record of adding and deleting of

employees.

3. To design, develop and implement a sales module that will

handle the sales transaction of their company.

Purchased Order- A module that handles generating of purchase

ordered for the supplier when they came.

Bad Order (customer) List of items buys by the customer to the

business, but needed to be return because of some damage product

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.

4. To design, develop and implement an inventory module that

will handle the inventory of products. All items that are available

in the company are monitored by the use of the following

inventory methods:

Critical level Items that are low on stock will be monitored by the

system in order to have sufficient stock.

5. To design, develop and implement sales module that will

handle the inventory of products.

This system provides sales transaction for the company. t holds

information data regarding their sales operations and provides an auto

generated receipt for their customers. To design, develop and

implement a generated module that will handle the sales and inventory

reports. This will provide the generation of reports that are necessary

in proper evaluation of the companys sales and inventory records

1.2.4 Significance of the Study

The significance of this study to the Drugstore is that it will

provide easy-to-use and easy-accessed system thus transactions will

be more reliable and faster that they do not have to hire another

employer to do the job. It gives more accurate and secure records of

sales and list of products.

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Admin - Manages the adding of stocks, updating the inventory, and determining

the users of the system.

Customers - Have the benefits of the printed receipts right after purchasing an

item.

Future Researchers- Would see the possibilities of upgrading the system.

Researcher- Student, teacher, programmer and web-developer can benefit in

this system through a detailed document.

Other Pharmacies- Would have an idea of upgrading from manual system to

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

software and hardware requirement had been discovered.

2.1 Model

Figure 2.1 Agile Software Development (G C REDDY, 2011)

Agile Testing is testing practice that follows the principles of agile

software development. Agile testing involves all members of an agile team with

special skills and expertise to ensure business value is delivered at frequent

intervals.

Anytime applying agile methodology, the testers /developers ensure that

the whole process of testing /development is broke into as small steps as

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possible and just a small unit of code is tested /developed in each of this steps.

The team of testers /developers is communicating consistently the results of their

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.

2.1.1 Requirement Planning Phase

In this phase, the planning and analysis phase are combined. This

includes the problem recognition to arrive at the system to be proposed by

initially knowing the business needs, project scope and system

requirements.

It is in this phase, where the group come up with its recipient to

conduct an interview and gather information needed to the system

proposal.

2.1.2 User Design Phase

After the requirements gathering and analysing in the first phase,

this next phase is an interactive process that allows users to understand,

modify, and eventually approve a working model of the systems that meet

their needs.

There is an initial design of system proposal. The researchers will

propose a system and present it to the users for approval.

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2.1.3 Construction Phase

This phase focuses on program and application development.

However, users continue to participate and can still suggest changes or

improvements as actual screens or reports are developed.

The researcher now will create the system approved by its subject.

2.1.4 Cutover Phase

This phase resembles the final tasks which is the implementation

phase, including data conversion, testing, changeover to the new system,

and user training. Compared with traditional methods, the entire process is

compressed.

The researcher will implement the new or modified system

designed and approved by users.

2.2 Locale of the Study

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

located at Santol Street Barangay Dadiangas North, G.S.C.

2.3 Respondent of the Study

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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

researchers which served as a guide in forming the systems proposal.

2.4 Data Gathering Tools

The following are the tools that were used in order to gather data from the

aforemention drugstore:

2.4.1 Interview

Interview was conducted to gather data and information to identify

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

The researchers observed the transactions of the said firm and

analysed the needs and the changes to be applied in the project proposal.

2.4.3 Online Research

Another tool was used, the online research. In this tool, we

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

system for the business subject of the research.

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CHAPTER 3

DATA MODELING

3.1 Data Description

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

to data loss where it could be missing because of improper file management.

Inventory is a companys merchandise, goods and materials that are contained in

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.

3.2 Entity Relationship Diagram

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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

connected to the transaction table.

3.3 Use Case

A use case is a set of activities that produce some output result. It

describes how the system reacts to an event that triggers the system. Use cases

are a text-based method of describing and documenting complex processes.

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Shown above is the illustration of the actors which serve as the event trigger for

the system. It also shows their contribution to the system.

3.4 Context Flow Diagram

Context Flow Diagram (CFD) is a tool showing the overall processes of the entity

as just one process (0).

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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

information from the system through the generation of reports.

3.5 Data Flow Diagram

A data flow diagram (DFD) is a graphical representation of the "flow" of data

through an information system, modelling its process aspects.

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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,

employee, product and the management.

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Chapter 4

MODIFIED TRACK AND TRACE SYSTEM FOR

COUNTRYWIDE EXPRESS FORWARDER COMPANY

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

system is the detailed transaction processes which provide users an accurate

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

encoded to the system by the employee-in-charge and at the same time

processes the information into transaction. The system will then generate receipt

to the customers and finally generates reports to the administration.

4.2 System Objectives

This modified system intends to:

Provide an accurate data of the inflow and outflow of products to the

company.

Develop a systematic flow of information within the company.

Reduce delays and errors in the transaction.

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The objective of providing clients with outstanding customer service

involves the ability to handle and respond to clients needs in different

areas.

4.3 System Functions

This system has four functions shown below.

4.3.1 Employee Information

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

employee ID for their identification, its name and position.

The employee is the one in-charge of the said transaction. It also

helps the management to identify who is the employee in-charge during a

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.

The client ID will be their unique identification code wherein it will be

encoded by the employee-in-charge manually by the first three initial

letters, then the date (MMDDYY) they entered into a contract followed by

001 indicating the chronological order of the client. (E.g. ZALORA

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

product. The product type where it will be identified either a cargo or an

envelope. The location bracket is where it will be identified whether the

delivery will be within or outside the city or beyond Region 12 and as well

as the quantity of the product.

It will also be carried over to the transaction table through its

transaction number.

4.3.4 Transaction Information

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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

employee ID for the employee-in-charge, transaction number, the product

type from the product information, and of course the date and time of

receipt and delivery.

This will also serve as the report forwarded to the management. It will

be printed by the employee-in-charge and deliver to the management.

4.4Systems Scope and Limitation

This system focuses on the transaction processes of tracking and tracing

the products of Countrywide Express Forwarder Incorporation throughout the

country. The products will be identified whether it is to be delivered within or

outside General Santos City or beyond Region 12. The system also provide the

date and time of receipt and deliver.

4.5 Physical Environment and Resources

This encompasses the hardware and software requirements that are

needed to run the Track and Trace System.

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HARDWARE REQUIREMENTS

Monitor AOC LCD Monitor (Model No.: 156LM00001)

RAM 4 Gigabytes

CPU - AMD FM2+ A10-7860K (3.6HZ)

Hard disk drive Intel Internal Hard disk drive

Power Supply - Cooler Master B600 V2 600W 80+

SOFTWARE REQUIREMENTS

Microsoft Excel is a Spreadsheet Software / Application that can be used

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.

Microsoft Access is a database management system (DBMS)

from Microsoft that combines the relational Microsoft Jet Database

Engine with a graphical user interface and software-development tools. It

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

RECOMMENDATIONS AND CONCLUSIONS

1.1 Conclusions

In conclusion, we the researchers conclude that the respondent

Countrywide Express Forwarder Incorporation must adopt the proposed modified

system for a better transaction processes recording and also to conduct their

business activities in an efficient and effective way.

With Countrywide Forwarding Company, the clients can be confident that

their goods are in safe hands. The value of visibility is now a key customer

requirement, and Countrywide Companys tracking capabilities provide their

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

The researchers of the study after data gathering and observations

conducted intend to modify the current system used by the respondent company

Countrywide Express Forwarder Incorporation.

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

of the said system.

A Modified Track and Trace System with client interaction and productive

operations are the main goals of our system proposal. The system stores the

important transaction-related documentation in one place so they can be located

quickly and reliably. The tracking function is easy to set up, maintain, and

control. All related documentation is placed to the system, so the management

can generate reports simply and efficiently.

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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

Mr Felipe J. Collamar Jr.

Vice President

Countrywide Express Forwarder Inc.

Block 14 lot 07, Employees Village,

Fatima Uhaw, General Santos City,

Philippines 9500

Contact Number: 09156644929

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APPENDIX B

PERMISSION LETTER

Ramon Magsaysay Memorial Colleges


Pioneer Avenue, Gen. Santos City
COLLEGE OF ACCOUNTANCY

July 22, 2017


Mr. Felipe J. Collamar Jr.
Vice President
Countrywide Express Forwarder Inc.
Block 14, lot 07, Employees Village,
Fatima Uhaw,
General Santos City, Philippines 9500

Dear Mr. Felipe J. Collamar Jr,

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,

TRISHA MAE A. GERBANO


Team Leader

Noted By:

MR. RUEL ROLF C. CADIZ


IT316 Adviser

MRS. MARIVIC C. PEAFLOR


Dean, College of Accountancy

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APPENDIX C

INTERVIEW GUIDE

Introduction of the interviewer.


Introduction of the interviewee.
Ask permission to conduct documentation.
Proceed to proper interview.

1. What is the nature of your business?


2. When did you start your business?
3. What made you decide in running this business?
4. What are the different transactions that you have in your business?
5. Can we know, what are those specific transactions?
6. On those transactions, what are the systems involve?
7. With respect to that system, can you elaborate more regarding its
attributes and characteristics?
8. Are there any problems with regards to your business? (If yes, please
enumerate)
9. Aside from track and trace, what are the existing systems that you use
in your business? (e.g. internal system)
10. With your main system, are you up to any changes on that said
system?

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

These are the information gathered during the interview.

1. What is the nature of your business?

R: We engaged on forwarding services, manpower services, and construction


services.

2. When did you start your business?

R: We started in the year 2014.

3. What made you decide in running this business?

R: We decided to establish this corporation, since this kind of business here in


SOCSKSARGEN Area is a very in demand business.

4. What are the different transactions that you have in your business?

R: We have marketing strategy, like going personal contact with our clients.

5. Can we know, what are those specific transactions?

R: We have now Quick Reliable Forwarding System; our transaction is a


partnership from Manila to Mindanao.

6. On those transactions, what are the systems involve?

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: As I said, the track and trace system is a computerize system that is


concretely introduced to our customers from the office of countrywide.

8. Are there any problems with regards to your business?

R: Of course there are. None of the business present today that doesnt have any
struggles.

Follow-up: Would please enumerate those?

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 observations pertaining to the track and trace system of Countrywide

Express Forwarder, Inc., are as follows:

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

in the operation of the business.

The applications that are being used are highly out dated. Hence, it causes

turbulence to the part of the employee operating the system.

The data and its records are not properly organized and concrete in terms of

specifications. Thus, creating delays to the part of the employee in-charge in

making reports.

Rules and regulations created by the management in regards to the

application of the system is quite not competitive in terms of the current

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

consideration in this modification in order to avoid delays and confusion among

the clients, employees and management of this entity.

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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-

Date 2017: 29 31 -08 -09 10 10 11 14 16 18

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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:

Name of Siblings Age Occupation

1. Harold Dean A. Gerbano 27 Mall Merchandiser

2. Keesha Marie A. Gerbano 24 Public Accountant

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

Mothers Name: Nena A. Diga


Occupation: Housewife
Fathers Name: John T. Diga
Occupation: Retired BJMP Warden
Number of Siblings: 2

Name of Siblings Age Occupation

3. Abbu Hurairah A. Diga 30 Private Nurse

4. Jones A. Diga 29 None

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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ii
APPENDIX G

CURRICULUM VITAE

GENERAL INFORMATION

Name: Arcel Grace Evangelio Raises


Age: 18
Gender: Female
Address: Purok Mauswagon Brgy. Labangal General Santos City
Religion: Roman Catholic
Birthdate: October 14, 1998
Birthplace: General Santos City
Mothers Name: Cecil Evangelio Raises
Occupation: Balut Vendor
Fathers Name: Arnold Calsis Raises
Occupation:
Number of Siblings: 4

Name of Siblings Age Occupation

1. Arce Mae Evangelio 28 Overseas Worker


Raises
2. Ronald Evangelio Raises 27 Brgy. Labangal Waste Collector

3. Remlee Evangelio Raises 16 Student

4. Leenard Evangelio Raises 7 Student

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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ii
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

Mothers Name: Carol Fernandez


Fathers Name: Richard S. Collamar
Occupation: Seaman
Number of Siblings: 1

Name of Sibling Age Occupation


Kenneth Jude F. Collamar 14 Student

EDUCATIONAL BACKGROUND

Preschool: Shalom Crest Wizard Academy


Elementary: Shalom Crest Wizard Academy
High school: Shalom Crest Wizard Academy
College: Ateneo de Davao University (2015-2016)
Ramon Magsaysay Memorial Colleges (present)

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APPENDIX G

DOCUMENTATION

ii
ii
TABLE OF CONTENTS

Acknowledgement - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ii

Abstract - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - iii

CHAPTER 1

Project Description - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 1-4

1.1 Overview of the current state of technology - - - - - - - - - - - 1-2

1.2 Project Objectives - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3-4

1.2.1 General Objectives - - - - - - - - - - - - - - - - - - - - - - 3

1.2.2 Specific Objectives - - - - - - - - - - - - - - - - - - - - - - 3

1.2.3 Scope and Limitation - - - - - - - - - - - - - - - - - - - - 3-4

CHAPTER 2

Methodology - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5-9

2.1 Model - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5-7

2.1.1 Requirement Planning Phase - - - - - - - - - - - - - - 6

2.1.2 User Design Phase - - - - - - - - - - - - - - - - - - - - - 6

2.1.3 Construction Phase - - - - - - - - - - - - - - - - - - - - - 7

2.1.4 Cutover Phase - - - - - - - - - - - - - - - - - - - - - - - - - 7

2.2 Locale of the Study - - - - - - - - - - - - - - - - - - - - - - - - - - - - 7

2.3 Respondent of the Study - - - - - - - - - - - - - - - - - - - - - - - - 8

2.4 Data Gathering Tools - - - - - - - - - - - - - - - - - - - - - - - - - - 8-9

2.4.1 Interview - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 8

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2.4.2 Observation - - - - - - - - - - - - - - - - - - - - - - - - - - 8

2.4.3 Online Research - - - - - - - - - - - - - - - - - - - - - - - 9

CHAPTER 3

Data Modeling - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 10-14

3.1 Data Description - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 10

3.2 Entity Relationship Diagram - - - - - - - - - - - - - - - - - - - - - - 10

3.3 Use Case - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 11

3.4 Context Flo Diagram - - - - - - - - - - - - - - - - - - - - - - - - - - - 12

3.5 Data Flow Diagram - - - - - - - - - - - - - - - - - - - - - - - - - - - 13-14

CHAPTER 4

Modified Track and Trace System - - - - - - - - - - - - - - - - - - - - - - 15-20

4.1 Overview - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 15

4.2 System Objectives - - - - - - - - - - - - - - - - - - - - - - - - - - - 15-16

4.3 System Function - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 16

4.3.2 Client Information - - - - - - - - - - - - - - - - - - - - - - - 17

4.3.3 Product Information - - - - - - - - - - - - - - - - - - - - - - 18

4.3.4 Transaction Information - - - - - - - - - - - - - - - - - - 18-19

4.4 System Scope Limitation - - - - - - - - - - - - - - - - - -- - - - - - - 19

4.5 Physical Environment and Resource - - - - - - - - - - - - - - - 19-20

CHAPTER 5

Recommendations and Conclusions - - - - - - - - - - - - - - - - - - - - - - 21

4.1 Conclusions - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 21

4.2 Recommendations - - - - - - - - - - - - - - - - - - - - - - - - - - - - 21-22

ii
Bibliography - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 23

APPENDICES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 24-30

Appendix A - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 24

Appendix B - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 25

Appendix C - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - 26

Appendix D - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 27-28

Appendix E - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 29

Appendix F - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - -- 30

Curriculum Vitae - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 31-35

Documentation - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 36-37

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LIST OF FIGURES

Fig. 2.1 Data Model - - - - - - - - - - - - - - - - - - - - - - - 5

Fig 3.2 Entity Relationship Diagram - - - - - - - - - - 10

Fig 3.3 Use Case - - - - - - - - - - - - - - - - - - - - - - - 11

Fig 3.4 Context Flow Diagram - - - - - - - - - - - - - - 12

Fig 3.5 Data Flow Diagram - - - - - - - - - - - - - - - - 13

Fig. 4.3.1 Employee Information - - - - - - - - - - - - - - 16

Fig. 4.3.2 Client Information - - - - - - - - - - - - - - - - - - 17

Fig 4.3.3 Product Information - - - - - - - - - - - - - - - - - 18

Fig 4.3.4 Transaction Information - - - - - - - - - - - - - - 18

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