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Chapter 1

THE PROBLEM AND ITS BACKGROUND

Introduction

Science Laboratory is a building set upon for conducting practical investigations

in natural science originally and especially in chemistry, and for the elaboration or

manufacture of chemical, medicinal and like products (Oxford English Dictionary, 2011).

The Laboratories can be found in schools, universities, industries, government,

and in military facilities. The purpose of laboratory is to learn how to gain knowledge by

looking at reality, provide an experimental foundation for the theoretical concepts

introduced in lectures, familiarized students with experimental apparatus, scientific

method, methods of data analysis, and introduce new concepts and techniques which have

a wide application in experimental science. (“The Purpose of the Laboratory”, Retrieved

from http://www.teacher.nsrl.rochester.edu/phy_labs/Purpose/Purpose.html)

The current set up of Don Bosco College Canlubang, including Science

Laboratory and other facilities, has undergone critical changes in the last decade. Over the

last years, productivity and efficiency became a major concern of both institution and its

administration.

The current process of the Science Laboratory includes item borrowing and

returning. In the item borrowing process, the borrower must acquire a borrower slip from

the lab in charge and fill the necessary information such as the
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borrower’s name and the requested items. Then the lab in charge will check the

availability of the requested items and prepare it for usage. In returning process, the lab in

charge will check the condition of the returned items if the borrowed item is lost or break;

the borrower must replace the borrowed item or pay it to the accounting office. The lab in

charge will record the borrower information, date borrowed, date returned and item status

in word document.

To fully understand the process of Don Bosco College Science Laboratory, Figure

1 presents the actual flow of the current item borrowing process while Figure 2 presents

the actual flow of the current item returning process.

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Start

The borrower will acquire

borrower slip from lab in
charge

N
The borrower will fill up Is the item
the form requested
available?

The lab in charge will prepare

the requested item

The lab in charge will encode the

borrowed item in the word
document

The requested item will be

released to the borrower.

End

Figure 1. Current Item Borrowing Process of Don Bosco College Science

Laboratory
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Start

The borrower will return the

borrowed items from lab in
charge

N The borrower
The lab in charge will check Is the item must replace the
the returned item if it is in returned in item borrowed or
good condition good pay it to the
condition? accounting office

The lab in charge will encode

the item returned and the date
returned together with the
borrower’s information

End

Figure 2. Current Item Returning Process of Don Bosco College Science Laboratory

One of the proponents, a student assistant in Don Bosco College Science

Laboratory, experienced manually listing and recording the item’s name, its location, and

quantity.
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Based from what one of the proponents has experienced, the current processes

consume a lot of time that slows down other tasks to be completed. The Student Assistant

discussed the problem encountered to a classmate and asked for assistance in designing

and developing the proposed system. The proponents, as concerned Bosconians, took

responsibility to research about and developed a Science Laboratory Information

Management System (SLIM).

The proponents communicated with Mr. Victor Aldrin Bautista, staff in charge in

the Science Laboratory about the proponent’s observations and suggestions. The

proponents suggested that the current process should be automated for safe keeping easy

data access, reduce inventory errors, and make the Science Laboratory processes faster.

The system can generate reports such as, item information and borrower’s information,

withdrawal information. The client approved the suggestions and agreed to cooperate

with the proponents in developing the SLIM.

Research Objectives

General Objective:

The general objective of this special research project is to design and develop an

Information Management System for the Science Laboratory of Don Bosco College-

Canlubang for efficient and convenient Information System processes.

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Specific Objectives:

Specifically, this proposed special research project aims to:

1. Analyze the overall process of Don Bosco College Science Laboratory.

2. Create a system that will be able to:

• Generate reports about item information: item name, item quantity, item

cost, item location and category

• Generate reports about withdrawal information

• Generate reports about borrower information: item borrowed, date

borrowed, date returned and item status

• Track and keep record of item status and conditions

• Register item information using barcode device

3. Test and evaluate the functionality of the proposed system.

Conceptual Framework

Handling stocks or inventory in every organization is an important issue in every

business. A well-structured inventory system would give the organization proper control

of their stocks. This study will be using the input-process-output diagram to come up with

an enhanced Science Laboratory inventory control system for Don Bosco College

Canlubang.
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Figure 3 shows the Conceptual Framework of proposed system, the SLIM. The

Input block shows the knowledge requirements needed to be able to design and develop

the proposed system.

The Process block the SDLC Waterfall model that the proponents will use in designing

and developing the proposed system. In the planning phase, the proponents gathered the

required information and then information and processes will be carefully studied in the

analysis phase, the system design will be based on what is studied in the analysis phase,

after designing phase, the proponents will create the proposed system with the selected

software and hardware, the developed system then will undergo testing phase before it is

implemented and when it passed testing procedures and is approved to be implemented

then it will undergo continuous maintenance.

Lastly, the Output block shows the SLIM that will meet the objectives in this

study which is to develop a system that will help produce inventory reports, borrowers

report, and withdrawal report for the Institution of Don Bosco College Canlubang,

Science Laboratory.
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Knowledge
Requirement
 Information
about inventory
and control
 Current
process of the Science Laboratory
SDLC Waterfall
Information
Science Model phases management (SLIM)
Laboratory that produces
1. Planning inventory reports,
Software 2. Analysis item borrowing
 XAMPP 3. Design information reports,
 Adobe item status, easy
4. Development
Photoshop access and
5. Testing dissemination of
 1111111
Adobe 6. Implementation information
Dreamweaver 7. Maintenance
 Notepad ++

Data
 Science
Laboratory
inventory
information
 Borrower’s Slip

Human
 Administrator
 Science Lab In
Charge

INPUT PROCESS OUTPUT

Figure 3. Conceptual Framework of SLIM

Significance of Study
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This study may greatly serve the following:

Don Bosco College Canlubang. The result of the study may provide the

management a view of their current Science Laboratory inventory control system. Don

Bosco College Canlubang can adopt the recommendations to be done by the researchers

to improve the efficiency and effectiveness of their science laboratory inventory control

system.

Science laboratory staff in charge. The study will provide a convenient way of

using/managing the lab.

Educators. The study may provide topics for classroom discussions and may serve

as reference for inventory management.

Students. The study will result to fast and convenient science laboratory

transactions.

Future researchers. This research can be a basis and reference for future studies

related to inventories.

Scope and Limitations

The study is focused on the development of the science laboratory information

management processes of Don Bosco College Canlubang into an automated SLIM.

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The proposed system has the following scope and limitations:

Scope

• The use of barcode in tracking item information.

• The proposed system contains item information, withdrawal

information and borrower’s information.

• Produces reports about item information: item status, item quantity and

item price.

• Produces reports about borrower’s information: date borrowed, date

returned and borrower’s name.

• The system has the capability to identify item locations using search

bar.

Limitations

• The system can only be used within the campus

• Can only be accessed by Science Laboratory in Charge.

• It cannot be accessed through the Internet

• The barcode tag can only be read by the barcode scanner when placed

in flat surfaces of items.

• The barcode tag can only be read by the barcode scanner at close

distance.
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Definition of Terms

The following terms and acronyms are defined as used in this study:

Automation. It refers to an automatically controlled operation of a process or system by

mechanical or electronic devices that take the place of human labor.

Barcode. It is a series of black and white space of varying widths are printed on labels to

uniquely identified items. It can be described as an “Optical Morse Code”.

Database. It refers to a system intended to organize, store, and retrieve large amounts of

data easily. It consists of an organized collection of data for one or more uses, typically in

digital form.

Inventory. It is a detailed, itemized list, report, or record of things in one's possession,

especially a periodic survey of all goods and materials in stock.

Information management (IM). It is the collection and management of information

from one or more sources and the distribution of that information to one or more

audiences

Laboratory. It is a building, part of a building, or other place equipped to conduct

scientific experiments, tests, investigations, etc., or to manufacture chemicals, medicines,

or the like.

PHP. It is a server-side scripting language designed for web development but also used as

a general-purpose programming language.

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SLIM(Science Laboratory Information Management System). It is the proposed System.

SMB, (Small and Medium Businesses). It is an abbreviation for small and medium-sized

business, sometimes seen as small and midsized business.

System. It is a set of principles or procedures according to which something is done; an

organized scheme or method.

System Development Life Cycle (SDLC). It refers to a framework defining tasks

performed at each step in the software development process.

Water fall Model (SDLC). It is a sequential design process, often used in software

development processes, in which progress is seen as flowing steadily downwards (like a

waterfall) through the phases of Conception, Initiation, Analysis, Design, Construction,

Testing, Production/Implementation, and Maintenance.

XAMPP (Windows Apache MySQL PHP Pearl). It is a free and open source

crossplatform web server solution stack package, consisting mainly of the Apache HTTP

Server, MySQL database, and interpreters for scripts written in

the PHP and Perl programming languages.

Chapter 2

REVIEW OF RELATED LITERATURE AND STUDIES

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This chapter deals with the related literature and studies gathered from the Internet,

theses and other research studies that will serve as a basis for this special research project.

Related Literature

Local Literature

According to Inventory Management HQ, in the last few years, the small and mid-sized

businesses find it quite difficult to use the inventory management software system

because it was proved to be very costly for SMBs. In order to enhance efficiency, SMBs

had to pay for hardware, infrastructure, software license and staff this means an increase

in the cost of ownership. Due to this reasons, the SMBs preferred using spreadsheets and

processes to monitor supplies and products. However, growth and development of Cloud

computing (SaaS) has brought inventory management systems within SMBs’ reach.

Moreover the cloud computing offers more economical and effective solutions (“How Do

Inventory Management Systems Benefit Businesses?”, 2013).

According to Caridad Inosa et al. (2008), there is an effective & timely data monitoring

of available items and preparing the inventory report in less time and less effort but with

efficient results. The time and effort in preparing the inventory will be minimized and

reports generated can be actually done. The retrieving of records in a faster way with

accurate results should be done as well as systematic procedures for different inventory

transaction.

A research performed by J. De Leon and M. Ferrer entitled “Korean Red Ginseng

Enterprise Sales and Inventory System” came up with a system that deals with
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computerized sales and inventory system. The purpose of their system is to maximize

efficiency and effectiveness of the processes in the business organization. The system was

designed to generate reports such as monthly reports, inventory reports, sales invoice and

list of items. The system also helped the user to know the availability of the products. It

also helped the manager to monitor the stocks and to get immediate notice for acquisition

of additional products. They used basic prerequisites in creating database such as

MySQL, Apache and PHP.

Foreign Literature

Advantages of Barcoding

Combined with data-collection technology, barcodes provide a rapid, accurate and

efficient means to collect, process, transmit, record, and manage data in a variety of

industries. The advantages of barcode installation in inventory systems includes fast and

reliable Data Collection, Faster Data Entry (A barcode scanner typically can record data

five to seven times as fast as a skilled typist), reduced data entry error rate (Keyboard

data entry creates an average of one error in 300 keystrokes. Barcode data entry has an

error rate of about 1 in 3 million), and faster access to information.

Principles of Internal Control

To meet the purpose of an inventory control system, the management must apply

internal controls in its business. According to Trenerry (1999) internal control can be
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defined as a various level of management that is relevant in business aspect to support

decision making in order for a business to operate effectively and efficiently.

The objectives of internal control are to provide reasonable assurance that: (1) assets are

safeguarded and used for business purposes; (2) business information is accurate; and, (3)

employees and managers comply with laws and regulations (Warren, Reeve, & Duchac,

2008).

Inventory Obsolescence and Disposal

According to Bragg (2006), there is inevitably a certain amount of inventory that

will not be used, due to excessive purchasing of materials beyond a company’s needs or

customers not buying certain items. In the pharmacy’s perspective, inventory (specifically

drugs) becomes obsolete because of its limited shelf life. Obsolete inventory can

constitute a large portion of the total inventory, so it is suggested to consider giving

controls in this area.

Local Studies

The thesis entitled “High school Laboratory Stockroom Monitoring System of

Colegio De San Juan De Letran Calamba” proposed by Cartaña and Puertas (2012), was

a computerized user inventory, monitoring, and report system for the high school science

laboratory stockroom of Colegio De San Juan De Letran Calamba. Cartaña and Puertas

(2012) reported that the system use barcode scanner for fast and easy access of
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equipment to monitor and identify borrowed equipment and generate necessary reports.

The features of the system covered organized information of equipment, security of

records, receiving reservation from the server for pending reservation transaction.

Another study that was conducted by the students of Colegio de San Juan de Letran –

Calamba is about an electronic network reservation for Letran Calamba Science

Laboratory that allows professors to have a reservation of apparatus needed ahead of time

over the networked computers and to automate the generation of reports of borrowing,

item inventory, returning, monitor delinquent borrowed, and breakage of apparatuses.

The researchers found out that manual inventory and other transaction inside the Science

Laboratory are time consuming, Based on findings, the researchers recommend and

consider that there is a need to implement laboratory stockroom monitoring system.

Foreign Studies

Inventory Protection and Storage

Proper storage of inventory is vital. Improper storage can cause a product to be

ruined, resulting in a loss of inventory and money. According to Bizmanualz, Inc. (2008),

storage refers to protecting inventory from both damage and shrinkage or theft. Damage

control includes insuring and keeping inventory clean and properly sheltered. According

to Yadav (2008), proper environmental control (i.e., proper temperature, light, humidity,

conditions of sanitation, ventilation, and segregation) must be maintained wherever items

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and supplies are stored. Proper control is required such as expiry dates of drugs stored

must be considered. With regards to safety, proper consideration should be given to the

safe storage of poisons and flammable compounds.

Chapter 3

METHODOLOGY

This chapter presents the research design, project design and project development.

Methodology

SLIM will be designed and developed with the endeavor to make all of the items and

accessories in the Science Laboratory organized. The proponents intend to utilize the
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prototype system for Don Bosco College – Canlubang, Science Laboratory for easy

access and gaining of information purposes.

To implement this system, the proponents will use the traditional System Development

Life Cycle (SDLC) Waterfall model for the design of research to be able to design and

develop the SLIM.

Research Design

This research project will use the descriptive and experimental research design in order

to provide an inexpensive and functional SLIM, the research project will involve users in

enhancing the system and the proponents follow the SDLC Waterfall model for research

Planning

Analysis

Design

Development

Testing

Implementation

Maintenance

Figure 4: The SDLC Waterfall Model

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Figure 4 represents the System Development Life Cycle, water fall model with 7

phases such as Planning, Analysis, Design, Development, Testing, Implementation and

Maintenance that will be used to produce working software. System Development Life

Cycle (SDLC) methodology will be used to design and develop the SLIM in an accurate

manner so that it would be easily and successfully designed and developed by the

proponents.

Project Development

Phase 1: Planning

In this phase, the proponents gather information from books, internet articles, theses, and

other related information about the system. The proponents also interview the client about

the current process of Science Laboratory and the client’s opinions and suggestions. The

proponents also asked for a sample of the borrowing slip, inventory records and other

significant information.
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Phase 2: Analysis

In this phase, the proponents will study and analyze carefully the information gathered

concerning specifically about the processes of item inventory and withdrawal and

especially the item borrowing procedures.

Phase 3: Design

0 Inventory
Borrowers
Slip Reports
Science
Borrower Laboratory Staff in
Information Charge
Requested Management Request
Item System Approval

Figure 5. The Context Diagram of DBC SLIM with Barcode Installation.

The borrower will acquire borrower slip from the science lab in charge and fill up

the form then the science lab in charge will check the availability of the requested items.

The Science Laboratory Staff in Charge enters item information and the system can

provide inventory reports like: item quantity and item status. The User’s or borrower’s

request form containing borrowers and item information will be encoded in the system

and the system will confirm the borrower’s information and the availability of requested

items.
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Project Design
The proposed system will use the following software:

• XAMPP (Windows Apache MySQL PHP Pearl). It will serve as the database

server of the proposed system.

• Adobe Photoshop. It will be used as editing software for the proposed system’s

interface.

• Adobe Dreamweaver. It will also be used in designing and editing the proposed

system’s interface.

• Notepad + +. It will be used in coding in the development of the proposed system.

For Hardware resources, the proponents list the minimum hardware requirements

costing of SLIM as shown in Table 1. Table 1 also shows the estimated cost of the

hardware requirement of the proposed system.

Table 1. The minimum hardware requirements of SLIM with estimated price

HARDWARE PRICE (ESTIMATED)

Intel G630 (2.7 Ghz) Pentium Php 2,450.00
Intel DH61WW H61 VSL Php 2,450.00
Kingston 2 GB DDR3 Memory Php 500.00
Seagate 500 GB Hard Disk Php 2,650.00
Mid Tower Case w/ PSU 600w Php 1,350.00
MSI R5670 1GB ddr3 128bit Php 1,450.00
Genius Keyboard and Mouse Php 1,250.00
TOTAL Php 12,100.00
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Phase 4: Development

The proponents will use software like Adobe Photoshop with CSS programming

language in designing the system interface. XAMPP will be used as database software and

PHP programming language will be used to connect the interface to the database.

Phase 5: Testing

The Developed system will be put in to testing. The system should be able to input,

update and delete data about item inventory. It must also be able to record borrower’s

information and must have updated student’s database. It should be able to produce

reports about item information: item quantity, item status, item cost, and date of

purchased. It should also be able to produce reports about borrower’s information: date

borrowed, date returned, item status, and name of borrower.

Phase 6: Implementation

The proposed system and its functions will be discussed to the Science Laboratory Staff

in Charge who will be the system administrator and to the ITRC after it has passed testing

procedures and has been approved.

Phase 7: Maintenance

The maintenance may be done by the science laboratory staff in charge with the help of

ITRC.
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