Appendix F
System Output 2
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Palawan State University – Rizal Campus: SPIMMS
System Data Structure
END
Accountability & Dashboard
Employee Records
Withdrawal Inventory Employee record User Record
Position Record Accountability & User Profile Account Profile Account Security
-Employee Profile
Position details Withdrawal records Fixed Assets Fixed Assets User Details Account details User details
-Employee Details Accountability &
Consumable Position Records Manage user account
Withdrawal details Consumable
mnatrial
START
Viewing system
records
1. User Security
System
[Link] Stunning
password
NO Has an
New admin form account user User information
(Creating admin account) created? log in to the
system
END
End process
YES
YES
Valid
User Profile Log in Form Admin
Security
YES
NO
No info. NO is user Attempt
Attempt log in = 0
profile log in is
display registered? equal + 3 Attempt log in =+ 1
YES NO
User Profile
User Information End System
User records Close
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Appendix B
Entity Flow Diagram
339
Appendix C
Gantt Chart
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Appendix D
User Guide
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Personal Details Sign-up the Following:
Name of User
Date of Birth
Contact No.
Designation
Email Address
Home Address
Account Details Sign-up the Following:
Username
Password
Confirm Password
Select Security Question
Answer
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Login
To enter to the home page, you must input your
registered username and password. Click the Login button
to login to the system and Exit button to cancel.
Main Menu
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This form displayed all the functions of the
School Property Inventory Monitoring and
Management System.
Click Home to display home page.
Click Employee Records to display list of employees.
Click Position to display different position and its
details.
Click Accountability and Withdrawal to display the
accountability and withdrawal records including the
accountable employee.
Click Inventory to display all fixed assets and
consumable records.
Click Login History to display the users logged in to
the system.
Click User Records to display all registered users of
the system.
Click Account Profile to display your account details.
Click Account Security to change password.
Click Minimize to minimize the system.
Click Logout to your logout the account.
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Click Exit to close the system automatically without
logging out.
Employee Records
This form displayed all the registered employees in
the campus. This function are included:
Click New to add new employee.
Click View to display the employee details.
Click Service to display the service record of the
employee.
Click Accountability to issue fixed asset.
Click Withdrawal to issue consumable materials.
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New Employee
This form display the adding form for employee.
Employee Service
This form displays the employee's service records,
view personal details, and access service records.
1. The service details include the following:
a.) Service Status:
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b.) Employment Status: This indicates the employee's
current status.
c.) Date Started: This shows the employee's start date.
d.) Department: This indicates the employee's
department.
e.) Location: This shows the office location.
f.) Position: This specifies the employee's position.
2. This Save button to save the new update
3. This Close button to close and cancel the process.
Add Employee
This form enables the addition of new employees along
with their personal information, family background, and
educational details. Here's how to use it:
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1. 1. Click on the text boxes to enter the required
information.
2. Use the "Browse" button to upload a photo.
3. The "Clear" button removed the photo.
4. Click the "Save" button to save the employee's
details.
5. The "Close" button cancels the process and exits the
form.
Withdrawal Form
This form displays the withdrawal details, listing
all the items involved. Here’s what you’ll find:
1. Withdrawal Details include:
a.) Withdrawal No. – The item number.
b.) Date Withdraw – The date of item was withdrew.
c.) Batch Code – The batch code of the item.
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d.) No. of Withdrawals – The quantity of items
withdrawn.
e.) Available Stock – The current stock available for
the item.
[Link] Item details, contains the following;
a). Date acquired
b). Type of item
c). Description
d). Expiration date
e). Unit
f). Amount
3. The Add button allows you to add a new withdrawal
entry.
[Link] Remove button deletes the newly added withdrawal
entry.
5. This Save button to save the new update.
6. This Close button to exit the page.
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Accountability Form
This form displays the new accountability form,
which requires the entry of accountability details and
allows for adding new accountability records. Here’s the
breakdown:
1. Accountability Details include:
a.) Accountability No. – The accountability Number.
b.) Date Issued – The date of item was issued.
c.) Immediate Superior – The name of the immediate
supervisor.
d.) Issued By – The name of the person who issued the
item.
e.) Acknowledged By – The person who acknowledged
receipt of the item.
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2. Item Details include:
a.) Asset No. – The asset Number.
b.) Date Acquired – The date of item was acquired.
c.) Item Type – The type of item.
d.) Serial Number – The serial number of the item.
e.) Description – A description of the item.
3. The Add button is used to add a new accountability
form.
4. The Remove button deletes the newly added
accountability entry.
[Link] Save button to save the new update
[Link] Close button to exit the page
Print Employee report
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This form displays the employee report, listing all
employee records.
1. This Close button to close the page.
Position Record
This form viewed the position record that shown the
position details and it may also view the add position
form.
1. This Search box of the user records.
2. This Refresh button that updates the data of the
position records.
This Add position details contains the following that
requires to fill up;
a). Department: This is the department your in.
b). Location: This is the location of your office.
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c). Level type: Your level type
d). Classification: Your classification
e). Position: This is your position
f). Superior: Your superior
g). Job description: Your job description
h). Number of manpower: Number of your manpower.
3. This Save button to save the new update of position
records.
[Link] Close button to exit the form.
Add Position successful saved
[Link] you fill out the form of add position click
the Save button, it automatically pop up the saved
notification
NOTE:
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2. Just click Ok button to confirm that the record
has been successfully saved.
User Records
It will display all user status.
1. This Search box of the user records.
2. This Refresh button that updates the data of the user
records.
3. Click Manage button to update or manage the status of
the user
[Link] the Add button for adding new user
5. This Close button to exit the page.
Note:
Only the admin has the authority to manage these records.
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Accountability and withdrawal records of fixed asset
This Form shown the list of all fixed assets
records.
[Link] Box: Use this to search within the form.
2. Refresh Button: Updates the form's data.
[Link] Button: Opens the page displaying fixed records.
4. Add Button: Allows you to add new fixed assets.
5. Close Button: Close the current page.
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Print Accountability report
This form can view the all listing accountability
report
Click Close button to leave the page.
Print Accountability report footer
This form Display the accountability footer to print
and to be signatures with the immediate superior,
property custodian and by the receiver.
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Withdrawal form successfully added
This notification will pop up after you save the
withdrawal form.
NOTE:
1. Click Ok button to confirm that the record has
been successfully saved.
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Fixed Asset Records
This Form shown the list of all fixed assets
records.
[Link] Box: Use this to search within the form.
2. Refresh Button: Updates the form’s data.
[Link] Button: Opens the page displaying fixed asset
records.
4. Add Button: Allows you to add new fixed assets.
5. Close Button: to exit the page.
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Add new fixed asset
This form allow to add the new fixed assets that
require important details to fill up.
1. Click Browse button to upload a photo.
[Link] Clear button to remove the picture.
3. Click Save button to saved the new add
[Link] Close button to exit the form.
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New fixed assets has been saved
This notification will pop that the new fixed asset
has been successfully saved to the inventory record.
Note:
1. Click Ok button to confirm that the record has been
successfully saved.
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View Consumable records
This form will show list of all consumable records
with the important details.
[Link] Box: Use this to search within the form.
2. Refresh Button: Updates the form's data.
[Link] Button: Opens the page displaying withdrawal
records.
[Link] button to exit the page.
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New consumable item form
This form allowing users to add new consumable items
to the inventory record. The consumable item includes the
following details:
1. Item Information:
Batch Code: The item's batch code.
Date Acquired: The date of item was obtained.
Type of Item: The item's type.
Description: A description of the item.
Brand: The item's brand.
Quantity: The quantity of the item.
Amount: The price of the item.
Supplier: The item's supplier.
Expiration: The item's expiration date, if
applicable.
Unit: The unit measurement for the item.
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Total Amount: The total cost for all quantities of
the item.
Category: The category to which the item belongs.
2. Browse Button: Open the file explorer to upload a
photo.
3. Clear Button: Clear the uploaded picture.
4. Save Button: Saves the new or updated consumable item
details.
5. Close Button: To close the form.
New consumable item has been saved
This notification will pop up that the new
consumable item has been successfully saved to the
inventory record.
NOTE:
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1. Click Ok button to confirm that the record has been
successfully saved.
Login History
Click the Login history to show the activities of the
user it will display the name, login date, login time,
log out date, log out time, IP address, computer name and
the status.
1. Click Search box of the login history.
2. Click Refresh button that updates the data of the
user records.
3. Click Close button to exit the form.
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Add user
This form will allow to add the new user of the
system, that requires important details to fill up.
1. The add user contains the following;
a). Name of user: Name of user
b). Account type: User account type.
c). Username: User username.
[Link] Save button to save the new update of position
records.
3. This close button to leave the form.
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Manage user account successfully updated
This notification will pop up that manage account
successfully updated.
Note:
1. Click Ok button to successfully confirm the update
account.
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Warning:
User account activation
This notification will pop up that the user need to
fill up complete activation account form to successfully
activate account.
Note:
1. Click Ok to back to activation form.
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Account Profile Form
Click Account profile in the homepage to show the account
profile form
Fill up the form with the required details.
Click Browse button this will show the file explorer to
attach a picture.
Click Clear button to remove the picture.
Click Save button to save the new update of account
profile.
Click Close button to exit the account profile form.
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Account security
1. Click the account security it will show the form that
need to fill up.
2. This Save button is to save the new update of account
security.
3. This Close button is to exit the account security
form.
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Log out
Click Logout in the homepage to log out the user account
in the system.
Note:
1. Click the Yes button if you want to logout the
account.
2. Click the No button if you want to stay in the system.
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Exit
This form will allow the user to exit if they want
to leave the system.
Note:
1. Click the Yes button if you want to exit the system.
2. Click the No button
if you want to stay in the system.
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