May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

Rift Valley University

WEB BASED STOCK MANAGEMENT SYSTEM FOR RIFTVALLY UNIVEERSTY

Group members

Name id no

1.Paulos Zewdu……………..0516/17

2.Fikire Gezu…………………0511/17

3.Etsegenet Nigussie………0510/17

4.Likawent Abera…………..0513/17

5.Dawit Aberham…………..0024/17

Advisor

Bushira Ali ,Msc

Project Page 1
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

Contents
1. CHAPTER ONE .................................................................................................................................................................... 5
1.1. INTRODUCTION .............................................................................................................................................................. 5
1.1. BACKGROUND INFORMATION ............................................................................................................. 6
1.2. STATEMENTS OF THE PROBLEM .......................................................................................................... 7
1.3. OBJECTIVES .......................................................................................................................................................................... 8
1.4.1. GENERAL OBJECTIVE ....................................................................................................................... 8
1.5.1 SPECIFIC OBJECTIVE .................................................................................................................................................. 8
1.6. FEASIBILITY STUDY ............................................................................................................................................................ 9
1.6.1. TECHNICAL FEASIBILITY ......................................................................................................................................... 9
1.6.2. OPERATIONAL FEASIBILITY .................................................................................................................................... 9
1.6.3. ECONOMIC FEASIBILITY ........................................................................................................................................... 9
1.7. SCOPE AND LIMITATION ................................................................................................................................................. 10
1.7.1. SCOPE ......................................................................................................................................................................... 10
1.7.3. LIMITATION ................................................................................................................................. 10
1.8. SIGNIFICANCE OF THE PROJECT ................................................................................................................................... 11
1.8.1. BENEFIT OF THE SYSTEM .................................................................................................................................... 11
1.9.1. METHODOLOGY ...................................................................................................................................................... 12
1.9.2. SYSTEM DEVELOPMENT METHODOLOGIES ......................................................................................... 12
1.9.3. DATA MODELING TECHNIQUES ............................................................................................................................. 12
1.9.4. DATA ANALYSIS METHODOLOGY .......................................................................................................................... 12
1.9.5. DATA DESIGN METHODOLOGY .............................................................................................................................. 13
1.9.6. DEVELOPMENT TOOLS ............................................................................................................................................ 14
TABLE 1 DEVELOPMENT TOOLS ............................................................................................................................................ 14
1.10. TESTING PLAN ................................................................................................................................................................ 15
1.10.1. UNIT TEST ............................................................................................................................................................... 15
1.11. SCHEDULE ....................................................................................................................................................................... 16
TABLE 2 PROJECT TIME SCHEDULE ................................................................................................................................. 16
1.12. TEAM COMPOSITION ..................................................................................................................................................... 17
TABLE 3 TEAM COMPOSITIONS ................................................................................................................. 17
1.13. BUDGET PLAN ................................................................................................................................................................ 17
TABLE 4 BUDGET PLAN ........................................................................................................................................................... 18

Project Page 2
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

2. CHAPTER TWO ...................................................................................................................................................................... 18

2.1. MAJOR FUNCTIONALITY OF THE CURRENT SYSTEM ............................................................................................ 18
2.2. USER OF THE CURRENT SYSTEM ................................................................................................................................... 19
2.3. PROBLEM OF THE CURRENT SYSTEM .................................................................................................. 19
2.4. BUSINESS RULE OF THE CURRENT SYSTEM ................................................................................................................ 20
2.4.1. FORMS USED IN CURRENT SYSTEM ................................................................................................................... 21
FIGURE 1 PAPER DOCUMENT IN THE EXISTING SYSTEM ................................................................................................. 22
3. CHAPTER THREE PROPOSED SYSTEM .............................................................................................................................. 23
3.1. OVERVIEW ..................................................................................................................................................................... 23
3.2. FUNCTIONAL REQUIREMENT .................................................................................................................................... 24
3.3. NON-FUNCTIONAL REQUIREMENT .......................................................................................................................... 25
3.4.1. SYSTEM REQUIREMENTS ......................................................................................................................................... 26
3.4.2. HARDWARE REQUIREMENTS ..................................................................................................................................... 26
3.4.2.1 SOFTWARE REQUIREMENTS ................................................................................................................................... 27
3.5. USE CASE MODEL .............................................................................................................................................................. 27
3.5.1. ACTOR IDENTIFICATION ............................................................................................................................................. 27
3.5.2. USE CASE DIAGRAM AND DESCRIPTION .................................................................................................................. 28
........................................................................................................................................................................
FIGURE 3 USE CASE DOCUMENTATION ........................................................................................................................... 31
TABLE 5 USE CASE DESCRIPTIONS FOR LOGIN ............................................................................................................ 31
TABLE 6 USE CASE DESCRIPTION FOR MANAGE ACCOUNT ............................................................................................. 32
TABLE 7 USE CASE DESCRIPTION FOR UPDATE ITEM . ............................................................................................... 33
TABLE 8 USE CASE DESCRIPTION FOR GENERATE REPORT ....................................................................................... 34
TABLE 9 USE CASE DESCRIPTION FOR APPROVE ......................................................................................................... 35
TABLE 10 USE CASE DESCRIPTION FOR REGISTRATION ............................................................................................. 36
TABLE 11 USE CASE DESCRIPTIONS FOR STORE WORKER ITEM WITHDRAWS. ............................................ 37
3.6. CLASS DIAGRAM ................................................................................................................................................................ 38
FIGURE 4 CLASS DIAGRAM ................................................................................................................................................. 38
3.7. DYNAMIC MODEL ............................................................................................................................................................. 39
3.7.1. SEQUENCE DIAGRAM .............................................................................................................................................. 39
FIGURE 5 SEQUENCE DIAGRAM FOR LOGIN ........................................................................................................................ 39
FIGURE 6 SEQUENCE DIAGRAM FOR MANAGE USER ................................................................................................... 40

Project Page 3
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 7 SEQUENCE DIAGRAM FOR STORE WORKER ................................................................................................. 41

Figure 8 Sequence Diagram for staff material request ....................................................................... 42
FIGURE 9 SEQUENCE DIAGRAM FOR PURCHASER REQUEST ...................................................................................... 43
FIGURE 10 SEQUENCE DIAGRAM FOR GENERATE REPORT ........................................................................................ 44
FIGURE 11 SEQUENCE DIAGRAM FOR MANAGER APPROVE ......................................................................... 45
3.8. ACTIVITY DIAGRAM ......................................................................................................................................................... 46
FIGURE 12 LOGIN ACTIVITY DIAGRAM................................................................................................................................. 46
FIGURE 13 ACTIVITY DIAGRAM FOR MANAGE USERS. .................................................................................................... 47
FIGURE 14 ACTIVITY DIAGRAM FOR GENERATE REPORT .............................................................................. 48
FIGURE 15 ACTIVITY DIAGRAM FOR APPROVE ................................................................................................................. 49
FIGURE 16 ACTIVITY DIAGRAM FOR PURCHASER REQUEST . .......................................................................................... 50
3.9. STATE CHART DIAGRAM.................................................................................................................................................. 51
FIGURE 17 STATE DIAGRAMS FOR LOGIN ........................................................................................................................... 51
FIGURE 18 STATE DIAGRAM FOR ADD NEW USER............................................................................................................ 52
FIGURE 19 STATE DIAGRAM FOR UPDATE ITEM INFORMATION ................................................................................... 52
FIGURE 20 STATE DIAGRAM FOR APPROVE REQUEST ..................................................................................................... 53

Project Page 4
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

1. CHAPTER ONE
1.1. INTRODUCTION

The project that going to be develop is about Web based stock management system for rift
valley university. The main purpose of the project is to handle and maintain rift valley
university web based stock management system and also provide efficient transfusion
services. It gives us the complete information about the Stock in the university. We can enter
the record of each item in a stock and retrieve each item detail in the stock. We can issue the
item from purchasing department and make an inventory list for item, so that we can easily
retrieve different reports about stock at hand and their quantity and price as well as their
issued date and the like. Throughout the project focus has been on presenting information
and comments in an easy and intelligible manner. The project is very useful for those who
want to know about web based stock management system and users/ employee within Rift
Valley University to use this system.
The web based Stock Management System is designed and developed for a receipt and
issuance of items in the store along with the item detail. The item received in the store is
entered in item Entry form. Each item it can be asset for the school or non-asset items it is
updated and maintained in the system. It also maintains records about users that take out
items from the store and employee who deliver the item for users. The system genera rate
Reports for their management for making the right decision.
The first chapter of this project will describe about the whole project briefly. It is very
important in order to explain to the people who involve in this project. It also can help to
understand and cover the topic that will be discussed in the next chapter. In this chapter will
describe about the background of the project, the problems based on the previous manual
system, the objectives, the scope and the project significance.

Project Page 5
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

1.1. BACKGROUND INFORMATION

Rift Valley University is the largest private University in Ethiopia, with campuses in all region of
the country. The University was founded on the belief that delivering quality education plays a
crucial role in boosting the human and economic development of the country. We believe
university graduates play leading roles in realizing the goal of becoming a middle income nation
in the coming two decades. This direction is believed to alleviate the holds of poverty and free
the country from long-prevailing economic dependency syndrome. Hence, Rift Valley University
was conceived with the core values of Excellence, service, integrity, professionalism and
innovation parallel with the nation’s developmental goals. As a leading academic institution, the
University is tasked with producing competent, ethical and skilled manpower without making
any distinction among people of different ethnic, religious, social, economic and political
backgrounds. It aspires to serve the country as a whole in equipping graduates with knowledge
and skills necessary to succeed in various contexts.

When the first eager students set foot on the campus in Adama in October 2000, they beheld a
very different setting from the spacious and forested compound with one modern building and a
number of blocks that house administrative offices, laboratories, libraries and quite a number of
classrooms we see today

Rift Valley University began to operate with a total number of 154 evening program students,
and five part-time faculty staff. The Asella satellite campus was begun three months later with
Accounting, Law and Marketing Management being the fields of study. This new “learning
community” was housed in just one rented block that consisted of a single administrative office
and a few classrooms. By the end of the year 2000/2001 academic year, total enrolment at the
two locations was about 250 students in the five diploma programs of study.

The rift valley university as education sector it organized as a structure of an organization

from the principal director of the university to the Guard of the university structured as
follows:-

Project Page 6
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

 The director has done all service for all teachers’ in the school especially in logistical
activities, like salary, teachers; profile, school service, increment of salary, and all
nonacademic issues. On the other the hand director and the university board guide the
finance department of the university and as over all the director has manage and guide the
university stock workers and the stock management system, since the stock management
system is one of the systems which is found in the school that gives different types of
services for administrative and Academic members as well as the students of the university
In rift valley university Stock management system consists of filing system, report,
complaint, quality control; re-order stock, and stock allocation mode.
 Filing system - manages all the receipt or relevant document and file all the document at
appropriate place.
 Report - generate daily and weekly report to know number of product in store and product or
inventory activities.
 Complaint - manage complaint from or to vendor.
 Quality control (QA) -quality control is to check quantity and quality product.
 Re-order stock - one module to alert that the product quantity is not enough and need to re-
order stock.
 Stock allocation - state the allocation of the stock.
 Therefore we are very interested to make computerized the system “rift valley university
web based stock management system management system”.

1.2. STATEMENTS OF THE PROBLEM

Store is one of the important departments in Rift Valley University that must be well Managed to
ensure all the activities conducted in it be up to the balance. As we all know, Rift Valley
University is not equipped with computerized system. Therefore, the security level of all data,
documents and anything that related to the activity of the storing is very low. A lot of paper work
has to be done in a storing, thus the Process which wastes a lot of time, paper and resource. The
product in the store is not arranged in the current store. system in Rift Valley University will be
maintain a lot of items using one store room which is managed by one employee and any item is
purchased by purchaser, then the item will be recorded in item receivable pads so that it store in
the warehouse

Project Page 7
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

The Current system also not efficient and effective in generating report, updating items in the
stock, collecting purchased items, returning items and withdrawals of items easily, so as a result
time and cost to manage the stock are very high and also used a staff to manage and control the
warehouse is tire some and resource consuming issue in the Rift Valley University.

1.3. OBJECTIVES

1.4.1. GENERAL OBJECTIVE

The General objective of the project is design and implements reliable web based Stock
Management system for Rift Valley University.

1.5.1 SPECIFIC OBJECTIVE

The specific objectives are: -
 Gathering requirements.
 Identifying and defining of the problem that the existing system have.
 Analyzing the existing system.
 Identifying functional and nonfunctional requirements.
 Design interactive user interfaces for the rift valley university web based stock
management system to users.
 Developing well update system
 Developing well item withdrawal system
 Developing well item returning system
 Equipping simple and reliable reporting system
 Create an effective database to solve the problem of the existing manual Record system.
 Coding and testing.
 Implementation of the new system.
 Prepare the documentation and train the users.

Project Page 8
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

1.6. FEASIBILITY STUDY

In this phase we have seen different feasibility measures such as, operational feasibility,
technical feasibility, Schedule feasibility and economic feasibility.

1.6.1. TECHNICAL FEASIBILITY

We hope that we will come up with the required system since we have taken various
programming courses, and both hardware and software for this system are highly
available. Therefore, the group members have enough capability to develop the project. So
the system will be technically feasible and free availability software’s.

1.6.2. OPERATIONAL FEASIBILITY

Our system is operationally feasible as it very easy for the end users to operate it. It only
needs basic information about internet access.

1.6.3. ECONOMIC FEASIBILITY

As cost/benefit analysis, show the new system is developed using minimum cost and it give a lot
of benefits such as advancing the services of the system, decreasing the work load of the users.

Tangible benefits: benefits that are easily quantified from the conducted system are:
 Fastest processing time and small amount of processing error.
 Easy and fast file management.
 Reduce cost for manual data management(Reduced expenses)
 Easy update & retrieval on stored records
Intangible: Costs consequent from the design of an automated system that cannot be easily
considered as cost are:
 Time requires for adapting new system

Project Page 9
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

 Requiting or train staffs who operates the new system.

 Organizing the office with the new organization that may.
 Faster decision making by searching records from data base.
 Increase security by providing authorized user can access.

1.7. SCOPE AND LIMITATION

1.7.1. SCOPE
The scope of the project is about the web based stock management system of Rift Valley
University has include the following

 Managing the university stock management system

 The activities that demand as a problem in stock system in university.
 The Stock allocation - state the allocation of the stock.
 Complaint - manage complaint from or to vendor.
 Re-order stock - one module to alert that the product quantity is not enough and need to re-
order stock
 Report Generates and Add items and deletes.

1.7.3. LIMITATION
The project has the following limitation
 Blind users cannot use this system because of we are not include the functional part of the
blind user.
 The online payment also does not provide by the system like credit card, mobile banking,
internet banking, and online payment. So, we are live as the future project.

Project Page 10
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

 The website works only the areas which have an internet connection and networked
infrastructure. Because of the system that we develop web-based technology to
accessible.
 The other limitation of the project is limited experience in conducting such project.
 Limitation Digital Signature processing
 The system cannot help people that have visual impairment because of lack of sound
sensor machine.

1.8. SIGNIFICANCE OF THE PROJECT

The new web based stock management system is highly reliable, easy, fast and consistent and
will play a crucial role for reliable service for students, university staffs, and for the
management. The significance of the system includes:
 To minimize time and efforts needed to perform tasks.
 To make tasks simple and efficient in every aspects.
 To manage the Resource stock that is related to Rift Valley University.
 Providing a well-organized and guaranteed record keeping system with minimum space
and effort need.

1.8.1. BENEFIT OF THE SYSTEM

 The stakeholders easily get items from the stock management system.
 The staff members easily return to the stock
 The system is efficient and effective to deliver and update the stock
 It minimize cost and time to in take the purchased item from the purchaser
 The stock works easily update the withdrawal items

Project Page 11
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

1.9.1. METHODOLOGY
1.9.2. SYSTEM DEVELOPMENT METHODOLOGIES

1.9.3. DATA MODELING TECHNIQUES

This project involves building a dynamic web-based stock management system. In order to
achieve our project, an appropriate software design methodology would be chosen iterative data
model.

Typically iterative development is used in conjunction with incremental development in which a

longer software development cycle is split into smaller segments that build upon each other.

We choose this iterative data model because of it:-

 Building and improving the product step by step.

 Can get the reliable user feedback.

 Less time is spent on documenting and more time is given for designing.

 Can only create a high-level design of the application before we actually begin to build.

The phases which come under the iterative data model method are as follows:
 Requirement gathering
 Requirement Analysis
 Designs
 Implementation and testing

1.9.4. DATA ANALYSIS METHODOLOGY

After gathering different information from stakeholders the project team has analyzed
requirements by using Unified Modeling Language models like use case diagram, sequence
diagram and class diagram. Since:-

 UML is a modeling language widely used to visualize the object oriented designs.
 UML makes it easy to visualize the software design.
 UML diagrams can be easily decoded and converted into most of the popular object
oriented programming languages.

Project Page 12
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

1.9.5. DATA DESIGN METHODOLOGY

The team plan to use the object oriented system analysis and design Development Methodology
for the development of the system among the different methodologies. Because it is better way to
construct, manage and assemble objects that are implemented in our system.
We used OOSAD because of the following important features:
Increase reusability: - the object oriented provides opportunities for reuse of stock information
easily updating or modifying by the form.
Extensibility: -when you to need to add new feature to the stock management system you only
need to make changes in one part of the applicable class.
Improved quality: -stock information management system improved quality and efficiency to
stock transfusion services effectively by accept system user feedback and also easily managing
the stock.
Real-World Modeling: Object-oriented systems tend to model the real world in a more
complete fashion than do traditional methods.

Reduced maintenance cost: - Software organizations currently spend significant resources

maintain operating system by developing manual documentation of our system so the object
oriented development methods helps us to overcome this problem.

Managed complexity:-The object oriented methods solve our system complexity in the
following way, by design our system software expectation that it will need to be modified and
being able to respond quickly when our system environment changed.
Data Collection Methods
From the various fact finding methods we used the following tools:
Interview we got some sort information about the current Stock system from the store
employee that helps us to analyze the system. They also give us some item registration forms
and complain forms.
Practical Observation
To collect the vital information needed for our project, other than just relying upon the data we
have collected by interview, the team will conduct on job observation Rift Valley University to
find extra necessary data in addition to what we have experienced before.
Document analysis

Project Page 13
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

To get general information about the existing system we will refer the documents that are kept in
the university documentation place. During this time we will able to determine the statement of
problem and by referring previous document we will analyze them vigilantly.

1.9.6. DEVELOPMENT TOOLS

The team plan to use the following software Development tools for the development of the
Activities Tools/program
Documentation MS word 2007/8
Design Edraw max, Microsoft viso, enterprise
architecture
Editing Paint
Client side script java script
Database server MYSQL server
Interface Html
Presentations PowerPoint
Web server Apache xamp server
Implementation html, php, notepad++,CSS

TABLE 1 DEVELOPMENT TOOLS

Hardware Requirement
Below are the hardware requirements that will be used for the development of this
project. The requirement is for the developer and user use.
Hardware
 RAM Minimum of 1GB
 Hard disk Minimum of 80 GB
 Monitor in Maximum Resolution
 Other Devices are Mouse, Keyboard, and Printer etc.
Language

Project Page 14
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

 Interface Design
 Visual Studio with C# and PHP
 Database Design
 MYSQL server

1.10. TESTING PLAN

The developed system is tested to ensure the performance, security, efficiency and effectiveness
of the system. The process focuses on the user acceptance and measurements which are
concerned with issues how well the system addresses the needs of the user, whereas validation
measurement determine. If the system perform the required task successfully the system
evaluators use visual interaction methods together with questionnaires based on the evaluate the
performance of the system by using both closed and open ended questions.

1.10.1. UNIT TEST

After accomplish the project we used test method to evaluate the functionality of the system.
To
Simplify the testing process the project team followed the different types of tests that break
the testing process up into the distinct levels. These types testing are unit testing, integration
testing and Compatibility Testing.

Unit testing
This method used by selecting sample code and test that code if it fit for use.

Test ID Module Input Desired Output Test Result

Integration testing
Integration testing is performed to make sure the integration between modules. It is to
ensure that the system is work correctly.

Project Page 15
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

Test ID Module Test Description Expected Result Test Result

Compatibility Testing
The final testing that showed that the system is accessible using any internet tools, means
can be opened by using other web browser software.

Test ID Web browser Test Description Remarks Test Result

1.11. SCHEDULE

TABLE 2 PROJECT TIME SCHEDULE

Project Page 16
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

1.12. TEAM COMPOSITION

Student Id Email Phone responsibility

name number
Paulos 0516/17 [email protected] 0923678348 Manger
zewdu
Fikire gezu 0511/17 [email protected] 0903038201 Programmer
Dawit 0024/17 [email protected] 0902853122 System
Aberham analyst
Likawent 0513/17 [email protected] 0939128052 Designer
Abera
Etsegent 0510/17 [email protected] 0921684943 Data encoder
Nigussie &time
keeper

TABLE 3 TEAM COMPOSITIONS

1.13. BUDGET PLAN

To complete our project starting down from the beginning up to the end, the total costs we
have paid and we will pay are listed in the following table.

No Items Quantity Price(in birr)

1 USB flash 8GB 2 500
2 Paper A4 1 packed 140
3 Pen 5 30
4 Call phone 5 500
5 Print 200 pages 600
6 Binding 2 30
7 Transport cost 40 times 1200
Total 3000

Project Page 17
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

TABLE 4 BUDGET PLAN

2. CHAPTER TWO
2.1. MAJOR FUNCTIONALITY OF THE CURRENT SYSTEM
Functionalities
 Register of purchased item and Update the existing item in the stock
 Delivering items to the staff according to the request of staff and register take item
 Making report for all purchased item and Report for all item in the stock
 Stock allocation for items
Major activities
Register purchased item
 After purchasing the items from purchasing department it must be submitted the item to
store staff
 The store staff will be register every item detail on the item registration form
 Update the main item registration form for the existing or new item
Delivering items to the staff according to the request
 According to the request of the staff the items are takeout form warehouse so that it will
be register each detail of the take out process and update the existing item inventory
 Making report for all purchased item and Report for all item in the stock
 The system will make a daily, monthly and annually report about all the item that is
purchased or takeout form the store
Stock allocation for items
 Stock allocation is a one of the problem in stock management. Stock allocation is most
important because it can make the shortest way to find stock. It also can make the stock
management effectively. To make stock allocation easier, stock must be classification
order by type or section
 The current system cannot allocate items properly

Project Page 18
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

2.2. USER OF THE CURRENT SYSTEM

The current store system in Rift valley university has only two store keeper member which is she
perform all activity manually and every process is perform by hers only in the store.

Management staffs are need report from the store for checking the items in the stoke as well as
items that not exist in the store

All staff members are users of store for requesting and using item

 Financial departments are users from staff which to know daily or monthly purchased
item quantity, expenses, and so on

2.3. PROBLEM OF THE CURRENT SYSTEM

There are problems in the current system that identified and can be state in the documentation.
Lack of Stock Management
The Current system does not manage warehouse in the effective way. This is because, it's hard to
find product and material from warehouse and product keeping is not systematic.
Limited Functionality
The Current system provided a limited functionality. This system only manages stocks using
manual way such as used paper or documentation for planning. All of the documentation about
stocks planning information did not exactly record at a proper storage. Then the staff need
manages all information about stocks using manual way.

Slow Processing Time

From the current system, stocks management doing with manual way, so all the information
about stocks gets from interview, questionnaire and survey forget the result and the solution.
These methods using too much time to analyze forget the best decision.

Project Page 19
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

Lack of Security Level

The current system did not provide the security such as password authorized and encryption
to secure the web based stocks management because the current system doing manual way
so all of the information they stored is momentary.
Lack of sock allocation
 Stock allocation is a one of the problem in web based stocks management. Stock
allocation is most important because it can make the shortest way to find stock. It also
can make the stock management effectively. To make stock allocation easier, stock must
be classification order by type or section
Lack of maintain inventory
 At the end of the year to know the overall item inventory is so difficult and the report can
take a lot of time to prepare.

2.4. BUSINESS RULE OF THE CURRENT SYSTEM

 Business rule are principles, requirements and polices that must be fulfilled and obligated
in order the system will function properly and effectively. The business rules of the
existing system have done through the guide line of the university dean, Human resource
manager and the head of the general office manager.

Project Page 20
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

2.4.1. Paper document in the existing system

 Item request form
 Purchased item submission form
Withdrawal form

MODELE 1 Paper document in the existing system

Project Page 21
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 1 PAPER DOCUMENT IN THE EXISTING SYSTEM

Project Page 22
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

3. CHAPTER THREE PROPOSED SYSTEM

3.1. OVERVIEW
The web based Stock management System is a package of database system to be used by store
workers to improve the efficiency of store workers, financial and other users. The automated
stock management system to be developed benefits greatly the members of the store and staffs of
rift valley university .The system provides Item registration, request submission, stock allocation
and report generate, and other report from the database system these used to serve and satisfy
their staff members easily.

•The system gives effective service for all users.

•The system can search required information.

•It hold data base in organized manner.

•It is easy to retrieve, update and delete.

•It has security, because the user can only enter into the system by login.

In addition, the system uses session control method for more secured working environment.
That means, any person who knows the URL of a specific form cannot get it directly without
login. The system identifies the unauthorized user by the incorrect entered user name and
password. Any unauthorized person can't enter in to the system.

Generally the new proposed system has better satisfied in both end-user and stakeholder
perspective.

Project Page 23
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

3.2. FUNCTIONAL REQUIREMENT

The functional requirement is functioning or features that the system must include to satisfy the
system need and to be acceptable by the user.

The following are the functional requirements of the new system.

 Item’s data process:

o The system Registration of staff request
o The system Registration of staff
o The system Registration of purchased item
o The system should Update existing item record
o The system should Withdrawal of item from stock
o The system should Allocate items in the warehouse shelf
o The system should Make daily, monthly report about purchased item
o The system should Make daily, monthly report about item inventory
 Forms: This requirement is related to preparation of the various forms that the Store
uses in its day to day activity. Those forms are:
o The system should Staff registration form.
o The system should Request registration form.
o The system should Purchase item registration form.
o The system should update item inventory form.
o The system should Item withdrawal form.
o Search item information form.
o The system should Deleting unwanted item information form.
o The system should Report making form

Project Page 24
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

3.3. NON-FUNCTIONAL REQUIREMENT

Non-functional requirements are vital to the success of the systems; they can be classified based
on the users need for the system quality.
USABILITY: -

 The system provides a help and support menu in all interfaces for the user to interact with
the system. The user can use the system by reading help and support.
 The system shall provide a digital image for each product in the product catalogue.
 The system shall provide use of icons and toolbars.
USER INTERFACE: -

 Considered the level of knowledge possessed by the users of this system, a simple but
quality user interface should be developed to make it easy to understand and required less
training.
 The system will have consistent interface formats and button sets for all forms in the
application, will have a form-based interface for all data entry and viewing formats, and
will generate reports that are in a table and that should look like the existing manual
report formats for user friendliness.
SECURITY: -

 The system provides username and password to prevent the system from unauthorized
access. The subsystem should provide a high level of security and integrity of the data
held by the system, only authorized personnel of the company can gain access to the
company’s secured page on the system; and only users with valid password and username
can login to view user’s page. But, without register the system does not allow to users for
login to the system.
AVAILABILITY: -
 The system should always be available for access at 24 hours, 7 days a week. Also, in
the occurrence of any major system malfunctioning, the system should be available in 1
to 2 working days, so that business process is not severely affected.
 The system is available all every time with internet connection.

Project Page 25
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

ERROR HANDLING: -
 Error should be considerable minimized and an appropriate error message that guides the
user to recover from an error should be provided. Validation of users input is highly
essential. Also, the standard time taken to recover from an error should be 15 to 20
seconds.
PERFORMANCE: -
 Response time, throughput, usage ratio, probability, and the speed of the system and they
should be available for use 24 hour per day and 365 day per year.
MAINTAINAABILITY: -
 The simplicity with which fault is a software system can be fixed, system complexity,
maintenance process cycle and the system shall provide facility for tracing any database
filed to place where it is used.

3.4.1. SYSTEM REQUIREMENTS

3.4.2. HARDWARE REQUIREMENTS

 Laptop Computer (PC) => To create the project documentation and design
 Windows 10 Operating system installed
 Processor => Intel core 2
 Speed =>1.7 GHz or higher
 RAM => size 2 GB
 Hard Disk Capacity => 100 GB or higher
 Monitor Make => Lenovo 15.5 inch
 Flash Disk => To hold data for backup
 Printer and copying machine => To create hard paper
 Projector => for seminar or training about the project for the user and managers.

Project Page 26
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

3.4.2.1 SOFTWARE REQUIREMENTS

Different software tools are used to develop the system. From the software tools the following
are included: -
 Microsoft Word 2016 => Used for documentation
 Microsoft Excel 2016 => Used for documentation
 MYSQL and PHP => Database software to store data and dynamic (Back end)
 HTML => To design the static program system (Front end)
 CSS & JS => To design the system (Front end)
 XAMP Server => for system server
 Windows 10 64bit OS => Used for windows environment
 Enterprise Architect => Used for UML drawing Software
 Microsoft Project Management => To schedule the time frame of the project
 Antivirus Software => To protect the system from unwanted virus

3.5. USE CASE MODEL

3.5.1. ACTOR IDENTIFICATION

Actors Description
 login
Manager  logout
 Manage daily operation
 Approve
 login
System admin  logout
 Add and delete
 modify

Store worker  login

Project Page 27
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

 logout
 register
 update
 withdrawal
 Store worker fills the form properly
and update withdraw item information
staff  login
 logout

 material request
 report Generate
 return
purchaser  login
 logout
 purchase request

3.5.2. USE CASE DIAGRAM AND DESCRIPTION

 A use case diagram in the UML is a type of behavioral diagram defined by and crated
form a use-case analysis.
 Use case modeling identifies and describes the system functions by using a tool called
use case. Use cases describe the system functions from the perspective of external user
and in a manner and terminology they understand. To accurately and thoroughly
accomplish this demands a high level of user involvement and a subject matter expert
who is knowledgeable about the business process or event.
 Use cases are the results of decomposing the scope of system functionality into many
smaller statement of system functionality. They are representing graphically by a
horizontal ellipse with the name of the use case appearing above, bellow, or inside the
ellipse .a use case represents a single goal of the system and describes a sequence of

Project Page 28
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

activities and user interactions in trying to accomplish the goal. The creation of use cases
has proved to be an excellent technique in order to better understand and documents
system requirement, but the scenario the use case tells consists of one or more
requirements.
 Use cases are initially defined during the requirements stages of the life cycle and will be
additionally refined throughout the life cycle. During requirements discovery, use cases
(at a high level) the functionality of the proposed system .additionally, they are the
starting point for identifying the data entities or objects of the system.

 Generally use cases describe the behavior of the system as seen from an actor’s point of
view .behavior described by the use cases model is external behavior. Which mean a use
case describes a function provided by the system as a set of events that yields a visible
result for the actors.
 Use cases are external entities that interact with the system. Use case are initiated or
triggered by actors .an actor initiates system activities for the purpose of completing some
task. An actor is a person, or external system that place a role in one or more interaction
with yours system. A relationship between actors and classes are indicted with an
interaction described by a use case a relationship can also exist between use cases
 Associations are modeled as line connecting use cases and actors to one another, with an
optional arrowhead on one end of the line indicating the direction of the initial invocation
of the relationship.

Project Page 29
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

Figure 2 use case diagram

Project Page 30
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 3 USE CASE DOCUMENTATION

TABLE 5 USE CASE DESCRIPTIONS FOR LOGIN

Use case id UC#1

Use case name Login

Actors System admin, store worker, staff, manger, purchaser.

Description The authentication for authorized users in the system to

interact with the system rift valley university web based
stock management system.
Goal To be accessed by an authorized and trust system user
Precondition Any user must have user name and password.

Basic flow of action Actor action System response

Step1:user activate the system Step2:system show
Step3:user enter user name and login interface
password Step4: the system check
the authentication of
user name and password
Step5:system display
user page

Post condition System transfer control to user main screen to precede

actions.
Alternative action A. If the username and password is invalid.
1. The system displays error message.
2. The system continues at step 2 to fill user name and
password again.

Project Page 31
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

TABLE 6 USE CASE DESCRIPTION FOR MANAGE ACCOUNT

Use case id UC#2

Use case name manage account

Actor System Admin

Precondition The System administrator must login to control the account

Description This activity is performed when the admin want to manage the account

Goal To control the system users activity.

Basic course of action Actor action System response

Step1: admin enter user name and Step2: the system check the
password authentication of user name and
password
Step4: admin select mange Step3:the system display admin
account page :- page
Step5: System display create
1.create account account page.
2.update account
3.delete account Step7:system check created user
If create account account information

Step6:admin enter user account Step8:System creates user account

information Step9: System display update
If update account account page.

Step10:admin enter user account Step11:system check updated user

information to be updated account information

If to delete account Step12: System display delete

account page.
Step13: admin enter user account
information to be deleted Step14:system check deleted user
account information

Post condition The system admin successfully create, update and delete the account!

Alternative course of A. If invalid entry.

action 1. The system displays error message.
2. Go to step 6 to fill again.

Project Page 32
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

TABLE 7 USE CASE DESCRIPTION FOR UPDATE ITEM .

Use case id UC#3

Use case name Update item list

Actor Store worker

Description Register item and update existing item

Goal Register new item list.

Precondition The System users have turn on valid username and password

Basic course of action Actor action System response

Step1: The store worker enter Step2: the system check the
user name and password authentication of user name and
password
Step4: admin select post
Step3:the system display main
information link
admin page
Step6: the store worker fills all the
Step5: the System displays all
necessary information.
item information that needs to
update.

Step7:the system check input

validation

Step8:System posted update

item information

Post condition The System users have turn on valid username and password

Alternative course of A. If the new submitted information is not valid.

action 1. The system displays error message.
2. Go toStep5 to post again.

Project Page 33
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

TABLE 8 USE CASE DESCRIPTION FOR GENERATE REPORT

Use case id UC#8
Use case name Use case id Generate report
actor Store worker ,manger
Description Generating the report that of activities have been done.

Goal To generate the required report information for users.

Precondition Generating to click generate button
Actor action System response

Basic flow of action Step1: admin enter user Step2: the system check the
name and password authentication of user name
and password
Step4:Admin select generate
report link Step3:system display admin
page
Step5:system check report
Step6:system display the
result
Post condition Display the generated report
Alternative action A. If fail to generate
1.the system display error message
2. Go to step6 to check again.

Project Page 34
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

TABLE 9 USE CASE DESCRIPTION FOR APPROVE

Use case id UC#5
Use case name Approve
Primary actors manger
Description The actor approves the purchase request from purchaser.
Goal Give decision for the purchase request.
Precondition Manger login to system

Actor action System response

Step2: the system check the
Basic flow of action
Step1:admin enter user name
authentication of user name and
and password
password
Step3:system display admin
Step4:admin select approve
page
form
Step5:the system display
Step6: admin search request
approve
and
Step7:system check information
if the request is valid approve
Step8:system display the request
is approved
Alternative action The request is may be disapproved

Project Page 35
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

TABLE 10 USE CASE DESCRIPTION FOR REGISTRATION

Use case id UC#6

Use case name Registration

actor Store worker

Description Add the member of rift valley university staff members to the
system

Goal To access the system and to be the system member.

Precondition Go to the site and register

Basic flow of action Actor action System response

Step1: store worker enter user Step2: the system check the
name and password authentication of user name
and password
Step4:store worker select
registration link Step3:system display admin
page
Step6: The store worker fills
all necessary detail about the Step5: the system display
member of the university university registration form
worker.
Step7:system check
registration information

Step8:system Display
successfully registered

Post condition If valid successfully register if not valid Alternate action

Project Page 36
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

Alternative action A. If not correctly fill to registered

1. The system displays error message.

2. Go to step5 to fill again registration information

TABLE 11 USE CASE DESCRIPTIONS FOR STORE WORKER ITEM WITHDRAWS.

Use case id UC#7
Use case name Use case id Withdrawal item

actor Store worker

Description To deliver the item to the requester staff

Goal To specify the withdrawal item date.

Precondition Store worker login in the system.

Actor action System response

Step1: store worker enter
Basic flow of action Step2:system display main
user name and password
page
Step3:store worker clicks on
Step4: The system display
withdrawal item menu from
the item withdraws form.
the system
Step6:system save the
Step5:store worker fills the
request in DB
form properly and clicks on
save button to register the
withdrawal item information

Post condition The system display successful message

Alternative action A. If store worker do not fill the form correctly to send
withdrawal item information.
1. The system displays error message.
2. Go to step5 to fill again withdrawal item information.

Project Page 37
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

3.6. CLASS DIAGRAM

The simplest possible class diagram of our system is as shown bellow

FIGURE 4 CLASS DIAGRAM

Project Page 38
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

3.7. DYNAMIC MODEL

3.7.1. SEQUENCE DIAGRAM
A sequences diagram describes behavior as sequences of messages exchanged among a set of
objects.

FIGURE 5 SEQUENCE DIAGRAM FOR LOGIN

Project Page 39
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

Figure 6 Sequence Diagram for Manage user

Project Page 40
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 7 SEQUENCE DIAGRAM FOR STORE WORKER

Project Page 41
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

Figure 8 Sequence Diagram for staff material request

Project Page 42
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 9 SEQUENCE DIAGRAM FOR PURCHASER REQUEST

Project Page 43
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 10 SEQUENCE DIAGRAM FOR GENERATE REPORT

Project Page 44
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 11 SEQUENCE DIAGRAM FOR MANAGER APPROVE

Project Page 45
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

3.8. ACTIVITY DIAGRAM

Activity diagram is another important diagram in UML to describe aspects of the system. It is
basically a flow chart to represent the flow form one activity to another activity. The activity can
describe as an operation of the system.

FIGURE 12 LOGIN ACTIVITY DIAGRAM

Project Page 46
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 13 ACTIVITY DIAGRAM FOR MANAGE USERS.

Project Page 47
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 14 ACTIVITY DIAGRAM FOR GENERATE REPORT

Project Page 48
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 15 ACTIVITY DIAGRAM FOR APPROVE

Project Page 49
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 16 ACTIVITY DIAGRAM FOR PURCHASER REQUEST .

Project Page 50
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

3.9. STATE CHART DIAGRAM

A state diagram is used to represent the condition of the system or part of the system at finite
instances of time. It's a behavioral diagram and it represents the behavior using finite state
transitions. State diagrams are also referred to as State machines and State-chart Diagrams

FIGURE 17 STATE DIAGRAMS FOR LOGIN

Project Page 51
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 18 STATE DIAGRAM FOR ADD NEW USER.

FIGURE 19 STATE DIAGRAM FOR UPDATE ITEM INFORMATION

Project Page 52
 May 29, 2021 [WEB BASED STOCK MANGEMENT SYSTEM FOR RIFT VALLEY UNIVERSITY

FIGURE 20 STATE DIAGRAM FOR APPROVE REQUEST

Project Page 53