San Beda College

College of Arts and Sciences AY 2017-2018

Online Procurement System and Inventory Control

for San Beda College Bookstore

In partial fulfillment of the requirements of

COMP3 IT Concepts and Systems Analysis and Design Development

Submitted By:

Bigornia, Angeline Marie A.

Cruz, Justine Jordan S.

Diama, Irene Zyra A.

Morikawa, Akiko Mari M.

3BAC

Submitted To:

Dr. Diosdado M. Aler III

October 2017
 Chapter 1

Introduction of the Study

This ar will discuss about the background of the study, its purpose and description,

its objective, its scope and limitations, the methodology of the study, conceptual

framework and the definition of terms which will be relevant to the study.

Background of the Study

With the professors instructions to form groups, the researchers were tasked to

visit a department/office within the grounds of San Beda College where they were asked

to interview and gather some information about its manpower, and the system and

hardware being used by the department or the said office. The researchers chose the

Book Store; it is where the students are buying different school supplies like notebook,

paper, pens, uniforms, books and other merchandise. The reason why the researchers

chose the department was because of fewer staff, and it caters the entire San Beda

community. The researchers aim to know about the different systems or hardware they

use in providing their customers with better service and how they maintain their financial

reports in terms of their inventory.

Purpose and Description

The Bookstore is using a manual system in conducting its day to day operations.

This study would focus on improving the effectiveness and efficiency of the system of the

department. The researchers would like to come up with an adequate solution that would

result to a more productive process.

Objectives of the Study

The main objective of this paper is to understand further the chosen department

and to come up with an improved and effective system by applying different methods.

The specific objectives are as follows:

i. To identify the central process of the Bookstore as it is where students of the San

Beda College run to for school supplies purchases and the like.

ii. To research different sites for sources and ideas in adapting an automated system

for the Bookstore

iii. To evaluate the area where problems occur for the chosen department and to

identify such problems.

iv. To develop an effective system that is friendly and accommodating to its users.

Methodology

According to Dr. Y.P. Aggarwal (2013) descriptive research is devoted to the

gathering of information about prevailing conditions or situations for the purpose of

description and interpretation. This type of research method is not simply amassing and
tabulating facts but includes proper analyses, interpretation, comparisons, identification

of trends and relationships.

According to Manuel and Medel (2012) descriptive research describes what is. It

involves the description, recording, analysis, and interpretation of the present nature,

composition or processes of phenomena. The focus is on prevailing conditions, or how a

person, group, or thing behaves or functions in the present. It often involves some type

of comparison or contrast.

The researchers chose descriptive method in this research because it is concerned

with the people and characteristics of the whole chosen sample; it also aims in providing

useful information and solution to the problems. It also applies scientific methods where

it is analyzing the source and gathered information carefully so that it may successfully

interpret and conclude better generalizations and conclusions. Since the chosen study

was to analyze and create a better system in the Bookstore, the descriptive research

method was adopted.

Conceptual Framework

The study claims that understanding first the old system of the Bookstore is vital

for its development and later on to be able to formulate a new system. In line with this,

the researchers shall gather sufficient data from the people who are part of the

department, in order for them to understand the system and the problems that the

department is currently facing. Developing a set of possible solutions is the next step the

researchers should do after understanding the problem. The researchers should make

their best and informed judgment in choosing what solution is best for the problem that
would help the system in being more effective and efficient. After deciding on which

solution should be implemented, the solution should be conferred upon the department.

Input Output
- The Bookstore
- Automated
can only
accomodate a
Process reservation
system for the
few, sometimes - System Design: Online product to be
even one at a system for the services bought
time rendered which can be
- Provision of
- The slowness of accessed by the students
receipts upon
the service leads and administrative officers
purchase
the other of San Beda College.
customers to buy - Automated
from ouside the inventory count
school premises system
- Lack of inventory

Figure 1. Conceptual Framework

Scope and Limitation

The research was conducted for the purpose of identifying the different systems

used by the personnel of the Bookstore of San Beda College within the school year. This

would cover the system used in counting the inventory, the transaction process of buying

the products, and the productivity of the staff members of the office.

Data for the bookstore analysis is based from the interviews conducted with its

staff personnel. Estimates were only given for confidentiality issues. No actual data of

transactions were disclosed to us.

Definition of Terms

The following terms will be defined to give a clearer understanding of the study:

Bookstore Office the place in San Beda College where the students and

administration officers would buy school and office supplies, and other San Beda

merchandise like shirts, jackets, and the like.

Information Technology Innovation the way of enterprises using technology

in new ways to create a more efficient organization and improve alignment

between technology initiatives and business goals.

Online Procurement is the business-to-business or business-to-

consumer or business-to-government purchase and sale of supplies, work,

and services through the Internet as well as other information and networking

systems, such as electronic data interchange and enterprise resource planning.

Automated Reservation System - computerized system used to store and

retrieve information and conduct transactions related to air travel, hotels, car rental,

or activities.

Process Approach - is a management strategy - when managers use a. process

approach, it means that they manage and control the processes that. make up

their organizations, the interactions between these processes, and. the inputs and

outputs that tie these processes together.