A Computerized Inventory Control System

For Scoop Me up Ice Cream Parlor

A Project Case Study

Presented to the

Faculty of College Of Computer Studies

Our Lady of Fatima University

Antipolo Campus, Antipolo City

In Partial Fulfillment

Of the Requirements for the Degree

Bachelor of Science in Hotel and Restaurant Management

Submitted by: Group 5

Leader: Justin Benedict De Guzman

Asst. Leader: John Louis Lara

Members: Mark Ervin Carpio

Michael Andrew Tapales

Prof. Pinky Guerrero Dacuso

Systems Analysis & Design Adviser

Dr. Marmelo Abante

CS Dept. Program Coordinator

TABLE OF CONTENTS

CHAPTER 1: Introduction

Company Profile 4

Organizational Chart 5

Function Chart 6-7

CHAPTER 2: Background of the study

Existing System Overview 8

Statement of the problem 8

General problem 8

Specific problem 8

Objective of the Study 8

General objective 8

Specific objective 8

Scope and Limitation 9

CHAPTER 3: Proposed System and Design

Office layout with computerized system 10

Context diagram 11

Data Flow Diagram (level 0) 12

System Screen Design Layout 13-14

2

CHAPTER 4: Cost Benefit Analysis 15-16

CHAPTER 5: Summary, Conclusion and Recommendation

Summary 18

Conclusion 18

Recommendation 18

3

CHAPTER 1

INTRODUCTION

COMPANY PROFILE

Scoop Me Up is strategically located at one of the busiest place in

Antipolo City. This medium size Ice Cream Parlor caters to more than 100

customers a day. Being the only Ice Cream Parlor in Antipolo City Scoop Me Up

is force to set the standards on the Ice Cream business in Antipolo City.

4

ORGANIZATIONAL CHART

Scoop Me Up

5

FUNCTIONAL CHART

Manager

Is the one who supervise the overall performance of staff in his

establishment.

Identifying problems, creating choices and providing alternatives courses

of actions.

Analyzing, reporting, giving recommendations and developing strategies

on how to improve the establishment.

Assistant Manager

Assist and supervise the works of manger.

Reports to the manger in everyday status of the establishment.

Replaces the manager when he/she is not around.

Cashier

Ensure that each customer receives outstanding service by providing a

friendly environment, which includes greeting and acknowledging every

customer, maintaining outstanding standards, solid product knowledge

and all other aspects of customer service.

Maintain an awareness of all promotions and advertisements.

Accurately and efficiently ring on registers and accurately maintain all

cash and media at the registers.

Communicate customer requests to management.

Enter all media from register into the tally program.

Maintain orderly appearance of register area and supplies stocked.

Any other tasks as assigned from time to time by any manager.

6

Security

To secure the establishment.

Service Crew

Serve and clean the establishment.

Assist the customers.

Assist the manager in counting the Inventory.

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CHAPTER 2

BACKGROUND OF THE STUDY

EXISTING SYSTEM OVERVIEW

Scoop me up’s Inventory System is a Manual Inventory System. After

closing time Scoop me up’s Manager, Assistant Manager, Cashier and the Food

Server help each other in counting the remaining stock manually which is time

consuming and prone to errors due to human limitations. In the morning, when

the new stocks arrives they would still count the new arrived stocks manually

until opening time.

STATEMENT OF THE PROBLEM

General Problem

How to make an automated Inventory System for Scoop Me Up

Specific Problems

How to avoid time-consuming in Inventory counting

How to avoid human error in counting the Inventory

How to avoid selling stocks before on its expiration date

General Objective

To make an automated Inventory System for Scoop Me Up

Specific Objectives

To make a system that will avoid time-consuming in Inventory counting

To make a system that will avoid human error in counting the Inventory

To make a system that will avoid selling stocks near on its expiration date

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Scope and Limitation

Scope

The automated Inventory Control System can reduce the time spent in

inventorying the stocks by the use of a hand held infrared scanner.

Limitation

The automated Inventory Control System cannot inventory stocks by its

self or without human help.

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CHAPTER 3

PROPOSED SYSTEM AND DESIGN

Office Layout with Automated System

10

Context Diagram

11

Data Flow Chart (Level 0)

The auditor will audit the delivered supplies, then stock to the

storage room.

The auditor checks the stocks which is near on it’s expiration

date.

The auditor reports to the owner.

The owner disposed the expired stocks.

The owner order’s supplies to the supplier.

The given list of orders shall be delivering to the owner.

The owner will pay the supplier either in cash or in credit.

After the transaction, the supplier issues an official receipt to

the buyer.

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SCREEN DESIGN

SCREEN 1

SCREEN 2

13

SCREEN 3

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CHAPTER 4

COST AND BENEFIT ANALYSIS

Operating Cost of the Existing System

Year 1 Year 2 Year 3 Year 4 Year 5

Salaries and Wages

Manager

180,000.00

198,000.00

217,800.00 239,580.00 263,538.00

Assistant Manager

142,000.00

156,200.00

171,820.00 189,002.00 207,902.20

Auditor 96,000.00105,600.0

0116,160.0

0 127,776.00 140,553.60

Cashier 84,000.00 92,400.00101,640.0

0 111,804.00 122,984.40Service Crew 78,000.00 85,800.00 94,380.00 103,818.00 114,199.80Security 72,000.00 79,200.00 87,120.00 95,832.00 105,415.20

Depreciation

Table and Chairs 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00Freezers 20,000.00 20,000.00 20,000.00 20,000.00 20,000.00

Office Supplies

Papers 10,000.00 11,000.00 12,100.00 13,310.00 14,641.00Pens 6,000.00 6,600.00 7,260.00 7,986.00 8,784.60Ledger 5,000.00 5,500.00 6,050.00 6,655.00 7,320.50Journal 5,000.00 5,500.00 6,050.00 6,655.00 7,320.50

Electricity 60,000.00 66,000.00 72,600.00 79,860.00 87,846.00

Misc Cost

Advertisement 40,000.00 44,000.00 48,400.00 53,240.00 58,564.00Telephone Bill 10,000.00 11,000.00 12,100.00 13,310.00 14,641.00

Total Annual Benefit of the Existing System

820,000.00

898,800.00

985,480.00

1,080,828.00

1,185,710.80

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Operating Cost of the Proposed System

Year 1 Year 2 Year 3 Year 4 Year 5

Salaries and Wages

Manager

156,000.00

171,600.00

188,760.00 207,636.00 228,399.60

Assistant Manager

126,000.00

138,600.00

152,460.00 167,706.00 184,476.60

Auditor 84,000.00 92,400.00101,640.0

0 111,804.00 122,984.40Cashier 78,000.00 85,800.00 94,380.00 103,818.00 114,199.80Service Crew 72,000.00 79,200.00 87,120.00 95,832.00 105,415.20Security 68,000.00 74,800.00 82,280.00 90,508.00 99,558.80

Depreciation (Furniture)

Tables and Chairs 10,000.00 9,000.00 8,100.00 7,290.00 6,561.00

Depreciation (Hardware)

Cash Drawer 8,000.00 8,000.00 8,000.00 8,000.00 8,000.00Computer Set 19,000.00 19,000.00 19,000.00 19,000.00 19,000.00Scanner 3,000.00 3,000.00 3,000.00 3,000.00 3,000.00Freezers 20,000.00 20,000.00 20,000.00 20,000.00 20,000.00

Office Supplies

Papers 5,000.00 5,500.00 6,050.00 6,655.00 7,320.50Pens 3,000.00 3,300.00 3,630.00 3,993.00 4,392.30

Electricity 75,000.00 82,500.00 90,750.00 99,825.00 109,807.50

Misc Cost

Advertisement 20,000.00 22,000.00 24,200.00 26,620.00 29,282.00Telephone Bill 8,000.00 8,800.00 9,680.00 10,648.00 11,712.80

Total Annual Benefit of the Proposed System

755,000.00

823,500.00

899,050.00 982,335.00

1,074,110.50

Annual Benefit 65,000.00 75,300.00 86,430.00 98,493.00 111,600.30

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Investment Cost

Year 1 Year 2 Year 3 Year 4 Year 5

Development Cost

Computer Set 38,000.00Computer Programmer 60,000.00

Maintenance Cost

Computer Technician 8,000.00 8,800.00 9,680.00 10,648.00

Total Investment Cost 98,000.00 8,000.00 8,800.00 9,680.00 10,648.00

Net Benefit

-33,000.00 67,300.00 77,630.00 88,813.00 100,952.30

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CHAPTER 5

SUMMARY, CONCLUSION AND RECOMMENDATION

Summary

The study is all about improving the manual inventory system into an

automated system which can make the inventory system more easily. The study

also includes the proposed system flow.

Conclusion

We therefore conclude that this proposed system could actually help their

establishment in some cases like make the inventory system easily, avoid selling

good before on its expiration date, and to avoid human errors.

Recommendation

We encourage the establishment to use our proposed system which can

help your inventory system more easily and error free.

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