CHAPTER III

TECHNICAL BACKGROUND

The Palawan State University – Rizal Campus: SPIMMS

was developed for the property custodian and faculties of

the Palawan State University – Rizal Campus.

This chapter presents the function performed,

organizational chart, and user interface design.

Function Performed

This school property inventory monitoring and

management system was developed to help track and manage

all the assets owned by a school and to lessen the

workload of the property custodian, as well as, to have

an accurate inventory report and to secure the inventory

records.

Security

Security is the first form that the user encountered

before the main form/system. This part will protect the

automated inventory system from anonymous person that can

access the system.

This includes the following:

1. Log-in

2. Log-out

Monitoring of Fixed Assets and Consumables

This is the checking of availability of assets,

equipment’s, and other school supplies, and knowing the

different types of assets that was in the campus.

1.) Choose what item you need to check (fixed assets

and consumable)

2.) Status

3.) Category

4.) Location

New

This is for adding fixed assets, consumables,

position, and employees.

1.) Add fixed assets

2.) Add consumable

3.) Add employee

4.) Add position

Printing Records

1.) Choose what information you need to print

2.) Select the print icon

Account Security

Shows the personal details of the user and allows to

update the personal details of the user.

Login History

It involves the history of the user of the system.

Login history shows the user log activity.

a.) No. of user

b.) Name of user

c.) Login date

d.) Login time

e.) Logout date

f.) Logout time

g.) IP address

h.) Computer name

i.) Status
Menu

a.) Minimize

b.) Logout

c.) Exit
Organizational Chart

Figure 1. Organizational Chart

Figure 0. Organizational Chart

This diagram shows the organizational chart of the

Palawan State University – Rizal Campus from the director

to the other position of the university personnel.

Research Design

Figure 2. V - Model

A V-model represented a graphical System Development

Life Cycle (SDLC), where the process executes in a

sequential manner in a V-shape. It summarizes the main

steps to be takes in conjunction with the corresponding

deliverable within computerized system validation

frameworks.

V-model has two phases in both side which is

Verification and Validation model. It also based on the

association of a testing phase for each corresponding

development stage.

V-Model – Verification Phase

 There are several verification phases in the V-

model, each of these are explained in detail below.

Requirement Gathering

In this phase the team is determining the

requirements of the system to achieve what needs to be

created.

System Analysis

In this phase the individual studies system.

Software Design

It defines the elements included in the system.

Module Design

This is the detailed breaks down the system into

small modules and specifies the detailed design of each

module, which responsible for the organization of its

complexity.

Coding

In this phase the team selects a suitable

programming language. There are, of course, guidelines

and standards for coding and the code will go through

many reviews to check its performance.

V-Model – Validation Phase

The different validation phases in V-Model are

explained in the details below.

Unit Testing

A phase of testing at code level that helps

eliminate bugs and errors at an early stage.

Integration Testing

It is a test that evaluate the compliance of system

or components with specified function requirements.

System Testing

Checks the entire system functionality.

Acceptance Testing

It is the last phase where the system is being

tested for acceptability.

 Methodology

This study used quantitative method approach using

numerical data to analyze, evaluate, and measurable

metrics to ensure efficiency, accuracy, and cost-

effectiveness of the system.

Descriptive Research Design

The researcher successfully identified the initial

challenges faced by the property custodian in managing

the school property inventory at Palawan State University

– Rizal Campus. This helped the researcher gain a clearer

understanding of the system requirements.

Interview

The researcher submitted a formal request letter to

the property custodian of the school, seeking an

interview to identify issues related to the management of

school property inventory, including records of equipment

and other assets at PSU – Rizal Campus. The interview

also aimed to gather additional information necessary for

the study.

Analyzing Data

The researchers conducted an actual interview with

both the current and former property custodians of

Palawan State University – Rizal Campus. It was found

that the Palawan State University – Rizal Campus employs

a hybrid inventory management system, combining

traditional paper-based methods with computerized

processes.

Design and Development

The Palawan State University – Rizal Campus is a

local system that is accessed to both user and the end-

user. This system stores relevant information and details

of all inventory items of Palawan State University –

Rizal Campus including the employees and this can be

updated, as necessary. This system is capable of generate

statistical records such as total fixed assets, total

employees, total employees in per department. And, this

system is handled by the property custodian to ensures

transparency and accountability of campus personnel to

all inventory records and items of the campus.

In this method, the researcher presented the system

requirements, system data flow and system interface.

User Interface Design

Figure 3. New Admin Form

This is the first form that the system will provide

to the new admin of the system, it will need to login new

user/property custodian to secure the system. New admin

needed to provide personal details and security question

to secure their account.

 Figure 4. Login Form

This is the login form that requires the username

and password for the security of the system.

 Figure 4.1. Incorrect Password

Incorrect password will appear on the screen when

the user forgot their password or input wrong password.

Figure 5. Home Page

This form displays home page of the system.

 Figure 6. Dashboard

This form shown the dashboard of the system together

with the total number of employee records, position

records, fixed assets, and consumable materials.

Figure 7. Employee Records

This form shown the list of all the registered

employee in the campus, including their position details.
 Figure 7.1. Add Employee

This form allows to add new employee including their

family and education background, as well as, employee

details.

Figure 7.2. View Employee Profile

This form shown the employee details, including the

family background, educational background, and employee

details. The property custodian/user is also allowed to

edit and update the details of the employee. If the

property custodian/user clicks the Save button the

details of the employee saved and recorded the updated

details to the database, and if the property

custodian/user clicks the Cancel button the changes in

the details of the employee will be cancelled and not

saved.

Figure 7.3. Employee Service

This form shown the employee details and the service

record such as the position, length of service, and

location.
 Figure 8. Employee Report

This form shown the list of all employee registered

in the system. This form is can be exported or printed.

Figure 9. Withdrawal Form

This form shown the withdrawal form, this can be

viewed by selecting an employee and clicking Withdraw

button. This is for issuance of consumable material(s) to

the employee. It allows to issue a numerous consumable

item to the employee by clicking the Add button, and if

the property custodian/user selected a wrong item, it can

be removed by clicking the Remove button.

 Figure 9.1. Item Has Been Added

This will appear to the screen to confirm the

item(s) issued to the employee.

 Figure 9.2. Selected Item Has Been Removed

This will appear to the screen to confirm the removing of

item on the lists consumable item that are to be given to

the employee.

Figure 10. Accountability Record

This form shown the list of all employee accountable

for fixed assets.

 Figure 10.1 New Accountability Form

This form shown the new accountability form, this

can be viewed by selecting an employee and clicking

Accountability button. This is for issuance of fixed

asset(s) to the employee. It allows to issue a numerous

fixed item to the employee by clicking the Add button,

and if the property custodian/user selected a wrong item,

it can be removed by clicking the Remove button.

Figure 11. Position Records

 This form shown the different position in the

campus, including the number of people in each department

and the position details.

Figure 11.1. Add Position

This form shown the registration of new position,

and it requires the position details.

 Figure 11.2. New Position Has Been saved

This will appear to the screen for confirmation of

new position registered.

Figure 11.3. Edit Position

This form shown the editable details of

position. This will appear by clicking the Manage button.

 Figure 12. Accountability Records

This form shown the list of all the employees that

are accountable for the fixed assets.

Figure 12.1. View Accountability Form

This form shown the details of the accountable

employee and details of all asset(s) that is/are going to

be accounted to him/her.

Figure 12.2 Accountability Approval Form

 This form shown the approval form for the

accountability of fixed assets, the property custodian

will determine if he/she approved the form.

Figure 12.3. The accountability Has Been Approved

This will appear to the screen if the property

custodian approved the accountability approval form.

Figure 13. Employee Accountability Record Report

This form shown the employee details and all the

accounted fixed assets to him/her. It includes the fixed

assets details and the status of the item, and this can

be exported or printed.

Figure 13.1. Employee Accountability Record Footer

This is the footer of the employee accountability

report. The names in immediate superior, issued by, and

acknowledge by is automatically generated, as well as,

the date signed, it is automatically generated if the

accountability approval is approved by the property

custodian.
 Figure 14. Withdrawal Records

This form shown the lists of all withdraw consumable

materials and the employee details. The property

custodian is allowed to search employee no., name of

employee, withdrawal no. or batch code for easy and

faster identification of withdraw item(s). And also, it

has ha preview of consumable details on the right side of

the screen.
 G

Figure 14.1. View Withdrawal Form

This is the view of withdrawal form. This will

appear by selecting one of the records, and clicking View

button. It allows the property custodian/user to see the

details of the employee including the lists of items

issued to him/her.
 Figure 14.2 Returned Items

This form shown the returned items form for damaged

consumable materials issued to the employees.

 Figure 14.3. The Damage Items Has Been returned

This will appear to the screen after clicking the

Saved button for returned items for damage consumable

materials.

Figure 15. Fixed Assets Records

This form shown the list of all fixed assets

including its details.

Figure 15.1. Fixed Asset Details

 This form shown the detailed information of fixed

assets. This will appear to the screen by clicking the

View button and allows the property custodian/user to

update the status of the item.

Figure 15.2. Add New Fixed Asset

This form shown the form for registration of new

fixed asset, including the details and supplier of the

fixed asset. The asset tag no. will automatically

generate by the system.

 Figure 15.3. New Fixed Asset Has Been saved

This will appear to the screen for confirmation of

new fixed asset registered to the system. The asset tag

no. is automatically generated according to the type of

asset, year registered, and number of registered assets.

 Figure 16. Withdrawal Records

This form shown the list of all consumable materials

including its details. It also shows preview of the

consumable item details on the right side of the screen.

 Figure 16.1. Add New Consumable Item

This form shown the new consumable item form for

adding new consumable materials.

Figure 17. Login History

This form shows all the users accessed to the

system, including the time and date they login and out,

also the IP address, computer name, and the status.

 Figure 18. User Records

This form shows the list of all users of the system.

On the right side of the screen, it shows the details of

the user.

Figure 18.1. Add user

This form will allow to add the new user of the

system, it will require name of user, account type, and

username.
 Figure 18.2. Manage User Account

This form allows property custodian to manage

the account of other user, but cannot be manage or edit

own account.

Figure 19. Activation Account

It means the property custodian created a user

account. The user will need to fill-up the details that

required by clicking the Ok button.

 Figure 19.1. Activation Account Details

This is the activation account form that the user

needed to fill-up to have an account and to have access

to the system.

Figure 20. Account Profile Form

This form shown account profile of the user

that provides personal details and allows the user edit

his/her personal details.

 Figure 21. Account Security

This form shown the account security of the user, it

allows the user to change security question, answer,

username, new password, re-type password, and

confirmation of current password.

System Requirements

These were the following requirements to be use in

order to create and implement the system: software

requirements, hardware requirements and other

requirements.

SOFTWARE REQUIREMENTS

Microsoft Visual Studio

Framework Express 2022 for Windows

desktop

Programming Language Visual Basic.Net2022

Database system Microsoft SQL Server 2016

Documentation Microsoft Word Office 2019

Table 0. List of software’s to be use in the Study

HARDWARE REQUIREMENTS

Laptop/Desktop Aspire 3 14

Printer

Table 1. List of hardware specification to be use in the

Study
System Data Flow Diagram

PALAWAN STATE UNIVERSITY – RIZAL CAMPUS:

SPIMMS

Log In Log In

Forgot Password Forgot Password

New Admin 0 User

Property Reg. Reg.
Records
Palawan State
Custodian Officer
University –
Inventory
Rizal Campus
Inventory
Accountability
Record &
Accountability
Record &
Withdrawal
User Reg. Withdrawal
User Record
Forgot Password
Account Security
Personnel Log In
Position

Director

Figure 23. Context Diagram

T1 TBL_user 1.1
Login

1.0
New Admin

Admin
 Figure 24. Parent Diagram-Admin®

Figure 25. Child Diagram

Administrator Registration

Admin Form
Verify
1.0user
User & Password T10 User Record
Registration
Verified

Login

Login Details Verify

2.0user User ID
User & Password T10 User Record
Verify user
User User
Information & Password Details

Add New Employee

Input Employee
Informations 3.0user New Employee
Verify
Info. Employee
User & Password T4
Add Employee
Confirmation New Employee
Added

Edit Employee Details

Update Info. Verify

3.1user Input changes Employee
User & Password T4
Edit Employee
Confirmation Details Verify Employee
Details

Employee Info. Verify

3.2user Input changes
Employee
User & Password T4
Edit Employee
Confirmation Verify
Service
Employee
service Info.

Accountability

Verify Accountability
Employee Info. 3.3user
Details Accountability
User & Password T2
Add
Confirmation New
accountability
Accountability
Added
Withdrawal

Withdrawal
Employee Info. Verify
3.2user Details Employee
User & Password T4
Edit Employee Records
Confirmation New
Service
Withdrawed
added

Report

Select Employee Report

Verify
3.3user
Records Information Employee
User & Password T4
Print Employee Records
Report

Position

Add Position

Require New Position

Information Verify
4.0user Info. Position
User & Password T7
Add position
Confirmation New Position
Added

Edit Position

Position Info. Verify5user

4.1 Input changes Position
User & Password T7
Edit Position
Confirmation Verify
Position Info.

Inventory

Fixed Asset Verify

5.0user
User & Password T5 Fixed Asset
Display
Fixed Asset
Records

Verify
5.1user
Consumable
User & Password T3 Consumable
Display
Consumable
Records

Add Inventory

New Fixed
Asset Details
 Fixed Asset Verify
5.2user
User & Password T5 Fixed Asset
Add
Confirmation New Fixed
Inventory
Asset Record

New Consumable
Consumable Verify
5.3user Details
User & Password T3 Consumable
Add
Confirmation New Consumable
Inventory
Record

Edit Inventory

Fixed Asset Verify

5.4user Input changes
Info. Fixed Asset
User & Password T5
Edit Fixed Records
Confirmation Verify Fixed
Asset Details
Asset Info.

Fixed Asset Verify

5.5user Input changes
Info.
User & Password T3 Consumable
Edit Consumable
Confirmation Details Verify Fixed
Asset Info.

Report

Select Fixed Report

Asset Verify
6.0user Information
User & Password T5 Fixed Asset
Print Fixed
Asset Report

Accountability

Accountability Verify
7.0user
User & Password T2 Accountability
Display
Accountability
Records

Accountability Approval

Approve
Employee Info. Verify
7.1user Accountability Accountability
User & Password T2
Accountability
Confirmation Verify
Approval
Approved
Accountability

Withdrawal

Withdrawal Verify
8.0user
User & Password T11 Withdrawal
Display
Withdrawal
Records
Return Item

Input Return
Employee Info. Verify
8.1user Items(s) Withdrawal
User & Password T11
Returned
Confirmation Verify
Returned
Item(s)

Log History

View User Verify

8.2user User History
Log History
User & Password T6
Log History

User Records

Add User

Add user Verify

9.0user Input Details
User Record
User & Password T11
Add User
Verified Verify

Manage User

Select User Verify

9.1user Update Status
User & Password T11 User Record
Edit
Verified Verify
Accountability

Account Profile

Account Profile Verify user

10.0 Input changes
User & Password T11 User Record
Edit Account
Verified Verify
Profile
Data Dictionary

Table 2. tbl_accountability

Column Name Data Type

Accountabilityid Integer

Accountno Varchar(50)

Employeeid Integer

Fixedassetid Integer

Itemcount Integer

Dateissued Date

Immediatesuperior Varchar(250)

Immediatedatesigned Varchar(250)

Issuedby Varchar(250)

Issuedbydatesigned Varchar(250)

Acknowledge Varchar(250)

Acknowlededatesigned Varchar(250)

Remarks Varchar(500)

Status Integer

Itemstatus Integer

Datereturned Varchar(250)

Datemodified Date

Userid Integer

Accountabilitypic Image
Table 3. tbl_consumable

Column Name Data Type

Consumableid Integer

Bacthcode Varchar(50)

Dateacquired Date

Typeofitem Varchar(250)

Description Varchar(500)

Brand Varchar(50)

Withexpiration Varchar(50)

Dateexpired Date

Quantity Money

Totalamount Money

Supplier Varchar(250)

Catergory Varchar(250)

Picture Image

Status Integer

Datemodified Date

Userid Integer

Table 4. tbl_employee

Column Name Data Type

Employeeid Integer

Datehired Date

Employeeno Varchar(30)

Lastname Varchar(30)

Firstname Varchar(30)
 Middlename Varchar(30)

Ext Varchar(30)

Fullname Varchar(150)

Dateofbirth Date

Gender Varchar(30)

Citizennship Varchar(150)

Civilstatus Varchar(50)

Languages Varchar(50)

Religion Varchar(150)

Bloodtype Varchar(45)

Height Money

Weight Money

Permanentaddress Varchar(250)

Presentaddress Varchar(250)

Contactno Varchar(45)

Sssno Varchar(45)

Tinno Varchar(45)

Philhealthno Varchar(45)

Pagibigno Varchar(45)

Spouse Varchar(150)

Spousecontactno Varchar(45)

Spouseoccopation Varchar(150)

Fathername Varchar(150)

Fathercontactno Varchar(45)

Fatheroccupation Varchar(150)

Mothername Varchar(150)

Mothercontactno Varchar(45)
 Motheroccupation Varchar(150)

Elementary Varchar(150)

Elementatryyear Varchar(50)

Secondary Varchar(150)

Secondaryyear Varchar(50)

Vocational Varchar(150)

Vocationalyear Varchar(50)

College Varchar(150)

Collegeyear Varchar(50)

Course Varchar(150)

Title Varchar(150)

Picture Image

Remarks Varchar(150)

Status Integer

Datemodified Date

Userid Integer

Positionid Integer

Table 5. tbl_fixedasset

Column Name Data Type

Fixedassesid Integer

Assettag Varchar(250)

Dateacquired Date

Typeofitem Varchar(250)
 Description Varchar(500)

Brand Varchar(100)

Model Varchar(100)

Serialno Varchar(100)

Unit Varchar(100)

Amount Money

Supplier Varchar(250)

Category Varchar(250)

Picture Image

Status Integer

Datemodified Date

Userid Integer

Table 6. tbl_loghistory

Column Name Data Type

Logid Integer

Userid Integer

Datein Varchar(45)

Timein Varchar(45)

Timeout Varchar(45)

Ipaddress Varchar(250)

Computername Varchar(250)

Status Integer
Table 7. tbl_position

Column Name Data Type

Positionid Integer

Department Varchar(350)

Location Varchar(350)

Leveltype Integer

Classification Varchar(350)

Superior Varchar(350)

Jobdescription Varchar(350)

Manpower Integer

Actual Integer

Status Integer

Datemodified Date

Userid Integer

Table 8. tbl_security

Column Name Data Type

Securityid Integer

Question Varchar(150)

Table 9. tbl_servicerecords
 Column Name Data Type

Serviceid Integer

Employeeid Integer

Positionid Integer

Datestarted Date

Dateend Varchar(150)

Department Varchar(350)

Location Varchar(350)

Position Varchar(350)

Leveltype Integer

Classification Varchar(350)

Superior Varchar(350)

Jobdescription Varchar(550)

Employmentstatus Varchar(550)

Status Integer

Datemodified

Userid Integer

Table 10. tbl_userrecord

Column Name Data Type

Userid Integer

Nameofuser Varchar(200)

Designation Varchar(200)

Dateofbirth Date

Contactno Varchar(50)

Emailaddress Varchar(200)

Homeaddress Varchar(200)

Accounttype Integer
 Username Varchar(500

Password Varchar(50)

Securityquestion Varchar(200)

Answer Varchar(50)

Attempt Integer

Picturepic Image

Status Integer

Datemodified Date

Table 11. tbl_withdrawl

Column Name Data Type

Withdrawid Integer

Withdrawno Varchar(50)

Employeeid Integer

Consumableid Integer

Itemcount Integer

Datewithdraw Money

Withdrawcount Money

Returned Money

Datereturned Varchar(50)

Remarks Varchar(10)

Status Varchar(10)

Issuedby Varchar(50)

Datemodified Varchar(10)

Userid Integer
Equipment Configuration

These are the following hardware that are used

during system development and will be used on System

Implementation.

a.) Desktop/Laptop Computer – a unit wherein the

system that was developed by the programmer is

needed to install.

b.) Printer – This equipment is used to produce a hard

copy of the documentation of the system.

c.) Electric Power Source – the electric power that

supplies the computer, laptop and printer an

electricity.
 d.) Uninterruptible Power Source (UPS) – an

alternative source of power supply in case of

electric power source failure.

e.) Flash Drive – for data back-up and storage.

Implementation Language

The following are the language used on developing

system.

a.) Microsoft Visual Studio 2022 – This is a

programming language that used to develop a computer

program for Microsoft Windows, as well as a web

sites, web applications, windows application

software and web services. It is a tool that allows

developing windows graphical user interface (GUI)

application that allows user to interact with

electronic devices through graphical icons and

visual indicators. This would make the system

attractive and easy to use.

b.) Microsoft SQL Server 2016 – This is a

relational database management system developed by

Microsoft, designed to handle the storage and

retrieval of data for the system, and robust data

management, analytics and business intelligence

capabilities. It is a specialized software package

 that excels at organizing and managing large amounts

of data, making it perfect fit for storing large

amount of inventory data from the system.

c.) Microsoft Word Office 2019 - this is the

application software that used to make this

documentation.

Implementation Plan

Deliverable Items

System Documentation – It contains the background of

the study, the objectives and significance of the study,

the statement of the problem, the scope, the review of

related studies, concrete structure of the system,

references used in the study, conceptual framework, the

written programs, milestone and the project description,

and scope and limitation of the system was also included.

User’s Manual – It is a manual or guide of the user

on how to use and navigate the system effectively and

efficiently.

Source Code – It is a hard copy of the system

source code.

System Software Installer – It is a software files

that is used to installation of the system application

software.
Milestone Description

Requirements Analysis – The system researcher’s task

to determine the needs or condition on developing the

system.

System Design – it is the part of a system that

defies the construction, components, interfaces and data

for the system to satisfy the requirements needed.

Software Design – it involves a problem solving and

planning of a software solution.

Program Coding – it is a process of an actual

inscription, creating, testing and maintaining of the

system software source codes.

System Testing and Validation – the system software

should be tested in terms of its proper efficient

function before the delivery. It should require meeting

the need of the user.

System Documentation – this is the data

documentation for all the processes accomplished and

usable material that define the system functions,

operations, structures and components.

 Phase Milestone Criteria

Analysis System Requirements This system is

Analysis created with a
plan and interview
for the system
software needed
and it should be
documented,
actionable,
measurable,
testable,
traceable and
related to the
users need.
Design System and Program User interface
Design design, data,
processes,
algorithm and
architectural
design was
approved by the
professor/adviser
and user.
Program Coding This system
software was code
efficiently with
the programmers
and has been
approved by the
 professor/adviser.
Implementation System Testing and This system
Validation software was
completely tested,
checked and
approved by both
panelists and
user.

System Documentation This system

documentation must
be well critiqued
by both adviser
and panelists.

Table 13. Milestone Completion Criteria

Activity Duration Dependencies

(Days)

A System Analysis

T1 Conduct Interview 10

T2 Research (Background) 25 T1

B System and Program Design

T3 Design Phase 150 T2

T4 Design Computer Inputs 40 T2, T3

T5 Design Computer Database 40 T4

T6 Design Program Specification 155 T3, T4, T5

C Coding

T7 Program Coding 200 T3, T4, T5, T6

D System Testing

T9 Program Testing 200 T7

E System Documentation

T9 Finalize Documentation 220 A, B, C, D, E

Table 14. Schedule of Milestone Completion Criteria