Minionated Inventory Management System (MIMS) Requirements and Use Case Analysis

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Minionated Bookstore Tel (035)-421-2111

Perdices Street, Dumaguete City,

6200, Negros Oriental, Philippines

Minionatedbookstore.com

[email protected]

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Table of Contents Problem Statement............................................................................................................... 3

Background Information ..................................................................................................... 3

Purpose ............................................................................................................................ 3

Scope ............................................................................................................................... 3

Overview .......................................................................................................................... 3

Other Issues ..................................................................................................................... 4

Environment ........................................................................................................................... 4

Requirements ......................................................................................................................... 5

Functional Requirements ............................................................................................. 5

Non-functional Requirements ..................................................................................... 6

Summary of Capabilities ..................................................................................................... 6

1. Definitions/Setup ........................................................................................................ 7

Location Heirarchy ........................................................................................ 7

Categorization ................................................................................................ 7

Suppliers ........................................................................................................... 7

2. Space and Inventory Management ..................................................................... 7

Space Management .................................................................................... 7

Inventory Management ............................................................................... 8

New Registry ............................................................................................... 8

Modification Registry ................................................................................ 9

3. Order Management ................................................................................................. 9

4. Debit/Credit Management ................................................................................... 10

5. Inventory Control ..................................................................................................... 10

Use Case Diagram .............................................................................................................. 11

Use Case Descriptions ........................................................................................................ 12

Actor Descriptions ............................................................................................................... 16

Conclusion ............................................................................................................................ 18

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Problem Statement

The current inventory management system that lacks automation which hinders

its expansion of operations is difficult to keep in the future and lack competitive

advantage due to its lack of efficient ways in handling in-store transactions,

managing inventory and creating reports.

Background Information

Purpose

Companies that store inventory must have a management system to track the

materials and products in the organization. The purpose of this paper is to

address the current problems of the bookstore and to introduce the Minionated

Inventory Management System (MIMS).

Scope

The Minionated Inventory Management System (MIMS) is a set of hardware and

software based tools that automate the process of tracking inventory. This is an

inventory system that uses barcode technology to automate tracking inventory.

Barcodes have the ability to encode a wide variety of alphabetic and numeric

symbols which make them ideal for encoding merchandise for inventory

applications. By shifting to this new system, Minionated Bookstore can operate

more effectively in terms of managing and handling the inventories may it be on

hand or in transit. Minionated Bookstore will be able to monitor if the inventory

shipped were delivered to the client properly. Having this MIMS will help

bookstore overcome its existing problems.

Overview

This document is basically structured in relation to the domain analysis entitled

Inventory Management System previously created. In the section of Environment,

the current environment of the bookstore is discussed. It provides context and

hardware in which the current system is running. In section of Requirements,

functional and nonfunctional requirements are tackled and examined.

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Other Issues

Currently, the Minionated Bookstore is managing its inventory manually. The

manual system requires a lot of time, effort and attention from the workers, thus,

making it hard for the bookstore to manage their inventory well. With these

problems at hand, the need for an automated inventory system arose.

Since the management wants an easily managed inventory system topped with

real time inventory information, the Minionated Inventory Management System

offers the manager the ability to keep track of the inventory, including serial

number control, the ability to view inventory in real time and the ability to use

barcode scanning to enter items into the inventory system.

All in all, the main consideration in the creation of MIMS is to aid the

management handle the inventory levels with ease and simplicity. And with the

increased competition around, the inventory system provides information to

effectively utilize people and equipment, coordinate internal activities and

communicate with customers.

The Environment

The bookstore is not short-handed when it comes to resources and assets related

to technology although most of them are underutilized. It keeps and maintains a

number of Samsung-latest desktop and Intel CPU products running on Windows

8.1 Enterprise powered by the latest 5th generation Intel Core Processors,

running on at least 2.0 GHz, with RAM ranging from 4GB and up to 8GB for some

upgraded desktops and a storage capacity from 100 GB to 500 GB. Each

desktop is installed with Microsoft Office 2013 in which the spreadsheet is used

for keeping soft copies of all the records of the inventory of the bookstore. The

bookstore adopts the FIFO (First In, First Out) inventory system and owns Canon

printers to print important files and documents. The bookstore also uses barcode

scanners used as an identification code to inventories but does not provide

information when inventories are outside of the warehouse due to limitations on

its configurations and the software accompanied. A 24/7 internet connection is

installed with a speed of 5 Mbps in which all the desktop computers are

connected.

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Requirements Functional Requirements

Requirements Origin

REQ1: Want to be able to register inventory Inventory Department

REQ2: Want to be able to input new records into the

system.

Inventory Department

REQ3: Want to be able to make adjustments or edit the

data about the inventory into the system.


REQ3: Want to be able to locate the needed

inventory.

Customers

REQ4: Must be able to provide details about the

inventory (price, quantity, author, etc.).

Customers

REQ5: Must be able to generate detailed reporting Inventory Department

REQ6: Must be able to provide data about the

availability of the inventory.

Customers

REQ7: Must be able to show data about the best seller Inventory Department

REQ8: Must be able to show data about the number of

days the inventory is in the shelve and/or stockroom


REQ9: Must be able to show data about the least sold

item.


REQ10: Must be able to give updated reports about

the current level of inventory.


REQ8: Must be able to report the quantity of items sold. Inventory Department

REQ11: Must be able to provide information about

customers transactions. Inventory Department

REQ10: Must be able to update about the pending

transactions.


REQ11: Must be able to automatically adjust the

product quantity upon transfer of ownership to the

customer.


REQ12: Must be able to recognize the transactions

made via barcode.


REQ13: Must be able to find a way to train employees

to manage and use the system quickly and

conveniently.

System Administrator

REQ14: The system administrator must be able to

maintain the system with the current IT hardware and

skills.

System Administrator

REQ15: The system must provide a secure environment

that prohibits unauthorized access.


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Non-Functional Requirements

Requirements Origin

The time required for the system to

give feedback to the user shall be no

more than 3 seconds.

Response

Time


The estimated number of maximum

transactions per minute shall be 20.

Throughput Inventory Department

The system shall reserve at least 1GB of

disk space.

Resource

Usage


Probability of failure, primarily caused

by the program, shall not exceed 5%

of the total transactions in one

calendar year.

Reliability Inventory Department

The server shall only be running and

available to respond to users for 12

hours a day, that is, the work hours and

a few more beyond-working-hours

extension.

Availability Inventory Department

Recovery time shall be at most 5 hours

with minimal loss of data.

Recovery

from Failure


In terms of number of code lines, 85%

of the system should be designed

generally so as to cater to the

reusability of the program.

Allowance of

Reusability


Summary of Capabilities

MIMS is designed as several modules, separated by their specific roles and

functions. In this part, the function of each module will be explained step by step.

There are five modules in the system.

1. Definitions/Setup

2. Space and Inventory Management

3. Order Management

4. Debit/credit Management

5. Inventory Control

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1. Definitions/Setup

This module is the most important part of MIMS. Because if the definition of

the bookstore is not implemented correctly to the system, it wont work

efficiently.

To have a successful operational system, introducing the bookstore to the

system is a must. And this is the first step of implementing the system to the

bookstore.

In this module, there are three sections, which are mentioned below.

o Location Hierarchy

o Categorization

o Suppliers

Location Hierarchy

The Location Hierarchy section is the place where the location of each

inventory is set. System Admin can create one sub unit under another by

choosing a unit.

Categorization

In this section, a categorization of the inventories in the bookstore is being

created. First step is the main categorization. The second step is related

titles, and the last one is the specific keyword.

Suppliers

In this section, System Admin can define inventory suppliers.

2. Space and Inventory Management

This Module is the center for all processes about available space and

incoming inventories.

Space Management

MIMS will suggest where to position items according to such rules and will

be able to resolve conflicts that can arise between rules. For example, in

the bookstore, if two books were put in the same rack but should belong

to two different racks of books, a conflict will arise. To re

solve such conflict, rules are classified according to the following:

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organization by genre like literary fiction, science fiction, horror, romance,

mystery, fantasy, poetry, drama, humor, history, biography, photography,

art, travel, and do-it-yourself books and then, within classifications using

the author's last name. In the warehouse, a different classification will also

be determined for efficient placement of boxes of products ordered.

Once the preconditions for the Space Management activity is reached,

MIMS will process input data (incoming or outgoing books) with actual

items positions and available space and will indicate where to position

incoming items, or eventually, will suggest a better arrangement of items

within the warehouse (done by the Warehouse Clerk) and bookstore

(done by the Bookstore Clerk). The system will communicate such

information to the Technical Users (Warehouse Clerk and Bookstore Clerk)

that can position incoming items, or move already existing items from one

position to another, according to the suggested information. They will also

be able to decide to position items in a different way by means of a

number of parameters aimed to augment the system flexibility. They will

finally update Inventory information upon physical positioning of items

within the warehouse (Warehouse Clerk) and bookstore (Bookstore Clerk)

space.

Inventory Management

The Inventory Management has two sections:

New Registry

Modification Registry

New Registry

If the inventory is ready to record, this is the section to use. There are

two kinds of recording the inventory: (1) recording the inventory

that is stored within the warehouse which is done by the Warehouse

Clerk and (2) recording the inventory within the bookstore which is

done by the Bookstore Clerk. First step is to print a new barcode for

the new inventory. The system pops out an alert. After this alert,

there comes the next page, where the Technical Users (Warehouse

Clerk and Bookstore Clerk) has a button to print to confirm the

barcode by scanning it into the field. After confirming the barcode,

the next page is an information form. There are Category, Supplier,

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barcode number (auto entered), serial number, price, receipt date

and extra info fields to be filled which is done by the Warehouse

Clerk. Then, the next step is the product specifications part which is

done by the Bookstore Clerk. The first part has the title group of

related inventory category. The Bookstore Clerk can switch

between titles and choose related specifications from the second

list. Then the chosen specifications are added to the last field as

related keywords of the inventory. And after clicking the button, the

entry is on the database, and in ready state for other actions on the

system.

Modification Registry

This section allows Technical User (Bookstore and Warehouse Clerks)

to make some modifications or changes to the inventory

information set beforehand. For example, in the bookstore, the

book on the shelf may be decided to be placed somewhere more

convenient or perhaps, the price of certain inventory will be

changed for demand purposes. The system must be updated of

such changes by the clerks responsible for it. This registry allows the

inventory to be updated as to its certain details.

3. Order Management

Ordering is started by the Technical User (Buying Clerk) to create different

product orders whenever predefined. Books availability edges are

reached or when requests for new books (not dealt with before) are

received from the Inventory Manager. Once created, orders are to be

stored and managed by the system. The Technical User (Buying Clerk) can

print out the created orders and forward them to suppliers by different

means (fax or others). In this case he/she will update orders information,

each time processing status changes, until fulfillment. Otherwise, he/she

will be able to place orders, directly into the suppliers systems, such case

the system will automatically manage the workflow of exchanged events

between both parties. Ordering activity correctly terminates when

ordered books are actually accepted and delivered onsite.

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4. Debit/Credit Management

This module sets the relationship between the Basic User (Cashier) and

inventories. Basically, this only involves the in and out of books through

sales. When sales are made, the Cashier after recording the transaction

at the same time credits and decreases the inventory recorded in MIMS

and if there are sales returns, it debits the inventory in the system.

5. Inventory Control

Inventory Control can be activated any time during system process, unless

the warehouse or bookstore is empty (contains no items at all). The

activity is started by the Technical User that enters the result of a manual

inventory he/she performed on the warehouse (Warehouse Clerk) or

bookstore (Bookstore Clerk) and contents into the system, the system

compares such result with the actual stored inventory data and returns a

confirmation of encountered inventory, or incongruences with stored

data. The Technical User will eventually update data accordingly. It is

worth mentioning that the Technical User can perform the inventory

control on the warehouse (Warehouse Clerk) or bookstores (Bookstore

Clerk) total content or only on a subset of the stored items, according to a

certain criteria, precisely: by brand (e.g. Grolier, Cengage), kind (e.g.

magazine,dictionary), or item (e.g. Managerial Accounting vy Mowen

Hansedn, Heitger).

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Warehouse

Clerk

Inventory

Manager Bookstore

Clerk

Buying

Clerk

Use Case Diagram

Maintain the system System

Administrator

Technical Users

Register inventory

Input new records

Make adjustments or edit

inventory data

Cashier

Basic Users

Ask detailed reporting

Check inventory level

Transact sales and sales returns

Ask inventory information Customers

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Use Case Descriptions

ADMINISTRATOR

USE CASE System Administrator maintains the system

ACTORS System Administrator

PURPOSE Allows the system administrator to maintain the system with the current IT hardware and skills.

OVERVIEW The system administrator can access every module the system has. The system administrator logs every act, every edit. The system

administrator can do modifications, if necessary, for effectiveness

and efficiency of operations and the system as well.

BASIC FLOW 1. The system administrator opens the system. 2. The system authorizes System Administrators log in.

3. The system shows all of its modules.

4. The system administrator has its own specialized area where

he/she can do the modifications and maintenance and

automatically update the system as a whole.

5. The system updates the necessary changes.

TECHNICAL USERS

USE CASE Inventory Department logs on

ACTORS Technical Users

PURPOSE Allows the system to identify the limitations of the actor in connection to the system modules by identifying his/her position.

OVERVIEW The system provides a secure environment that prohibits unauthorized access. The use of modules is limited only to the scope of the actor.

BASIC FLOW 1. Technical user opens the system. 2. Technical user provides identification number and password.

3. The system processes the information provided by the technical

user if true or not.

4. The system displays success message.

5. Technical user logs off.

USE CASE Inventory Department registers inventory

ACTORS Bookstore Clerk, Warehouse Clerk

PURPOSE Allows the inventory department personnel to register the inventory to the system.

OVERVIEW The bookstore or warehouse clerk registers the inventory to the system. Upon registering, the company affirms the inventories as their

goods for sale.

BASIC FLOW 1. The bookstore or warehouse clerk opens the system. 2. The bookstore or warehouse clerk chooses the new registry under

the inventory management module.

3. The bookstore or warehouse clerk prints a new barcode for the

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new inventory.

4. The system pops out an alert.

5. The bookstore or warehouse clerk scans the barcode and affirms

it as the official barcode of the new inventory.

6. The system shows an information form needed to be filled up by

the clerk.

7. The bookstore or warehouse clerk fills up empty boxes for

inventory details.

8. The system verifies the information provided as true and

acceptable.

9. The bookstore or warehouse clerk clicks the button for final

registry.

10. The system officially recognizes the inventory.

USE CASE Inventory Department inputs new records


PURPOSE Allows inventory department personnel to input new records into the system.

OVERVIEW The bookstore or warehouse clerk inputs new records into the system. This is necessary for inventories added or purchased in addition to the

items on hand of the same inventory.

BASIC FLOW 1. The bookstore or warehouse clerk opens the system. 2. The bookstore or warehouse clerk chooses the registry under the

inventory management module in regards to the existing inventory

the company has.

3. The system opens the specified category in the module.

4. The bookstore or warehouse clerk records the additional quantity

by debiting the correct inventory account.

5. The system affirms the debit.

6. The bookstore or warehouse clerk clicks the button for final

update.

7. The system updates the new records of the inventory.

USE CASE Inventory Department makes adjustments or edits inventory data


PURPOSE Allows inventory department personnel to make adjustments or edit the data about the inventory into the system.

OVERVIEW The bookstore and warehouse clerks update the system to the changes of the details of the given inventory. This is applicable in

cases of change in location, prices, discounts, and other necessary

information in relation to the said inventory. The bookstore clerk is

responsible for the changes of information of the items found in the

bookstore while the warehouse clerk is responsible for the changes of

information of the items found in the warehouse.

BASIC FLOW 1. The bookstore or warehouse clerk opens the system. 2. The system authorizes users log in.

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3. The system shows the modules available for the user in connection

to the users position.

4. The bookstore or warehouse clerk chooses the necessary

category under the inventory management module.

5. The bookstore or warehouse clerk chooses the account of the

specific inventory to be updated.

6. The system shows the details of the inventory.

7. The bookstore or warehouse clerk updates the data of the

inventory.

8. The system asks for an affirmation of the following changes.

9. The bookstore or warehouse clerk confirms the changes as the

inventorys new information.

10. The system updates the new data about the said inventory.

USE CASE Inventory Department checks inventory level

ACTORS Buying Clerk

PURPOSE Allows the system to provide information regarding the current level of inventory of a certain item.

OVERVIEW The system gives notice to the technical user about the current level of inventory a specific item has. The information will give the

technical user a decision beforehand to do any necessary purchases

the company needs in order to meet certain requirements for a given

level of inventory available for sale.

BASIC FLOW 1. Buying clerk opens the system. 2. The system authorizes buying clerks log in.

3. The system provides modules available for the position of the

technical user.

4. The system opens the module for inventory management.

5. The system shows different inventory items and adds a warning

sign for items that have low inventory levels.

6. Buying clerk may do any necessary review.

7. The system responses to the actions until the technical user is

satisfied.

USE CASE Inventory Department asks detailed reporting

ACTORS Inventory Manager

PURPOSE Allows the inventory manager to view preset reports of inventory.

OVERVIEW The system generates detailed reporting asked by the inventory department. It may be the best-selling item, least-selling item,

inventory turnover, inventory level, items sold, information performed

via barcode depending on the purpose and objective of the

manager. All information provided by the system will be useful for

planning, controlling and decision making purposes of the manager.

BASIC FLOW 1. The inventory manager opens the system. 2. The system authorizes managers log in.

3. The system shows the modules available for the user in connection

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to the users position.

4. The inventory manager chooses the category where the system

has preset reports based on the inventory information on the

database and transactions made by the firm on a given period of

time. The system usually shows graphs on this matter.

5. The system asks the information to be reported (best-selling item,

least-selling item, inventory turnover, inventory level, items sold,

information performed via barcode depending on the purpose and

objective of the manager).

6. The inventory manager chooses an option.

7. The system asks the period of time the inventory manager wants

the information to be shown.

8. The inventory manager inputs the period of time (in months

and/or in years).

9. The system shows the reports asked for.

10. The system provides an option to print the reports just provided.

11. The inventory chooses an option on what to do with the reports,

e.g. print.

12. The system responses to the course of action of the inventory

manager.

13. The system continues to respond to any other action by the

inventory manager until satisfied.

BASIC USERS

USE CASE Basic User, Cashier transacts sales and sales returns

ACTORS Cashier

PURPOSE Allows the cashier to update the system of the firms sales transactions.

OVERVIEW The cashier updates the system by crediting the inventory item by the given number of sales the firm makes and debits the inventory item

for every sales return by the customers. This module also utilizes the

use of barcodes.

BASIC FLOW 1. Cashier sets the modules ready for a new sale transaction. 2. Cashier uses the barcode to identify the item to be sold or

returned.

3. The system recognizes the item recently barcoded.

4. Cashier acknowledges the item recognized by the system to be

the same as the item to be purchased or returned by the customer.

5. Cashier completes the sales or sales returns.

6. The system prints the receipts (one for the customer, one for the

inventory manager).

7. The system automatically updates the inventory level.

8. The cashier then sets the module for another sale transaction.

USE CASE Customers asks inventory information

ACTORS Customers

PURPOSE Allows the customers to look for details and availability of a certain

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inventory.

OVERVIEW Just like any other bookstore, the customer may ask for information about the certain item that customer is looking for.

BASIC FLOW 1. The system is set for usual information needed by the customers. 2. The customer may choose among categories such as item

locator, book title, book author, genre, or any keyword in relation to

the specific item.

3. The system grants the customer a free search for any item.

4. The customer inputs data.

5. The system searches on its database any data in connection to

the data inputted by the customer.

6. The system shows information like the location, price, picture of

the inventory, and any other relevant information.

7. The customer has the will to go back and choose for another

option until the customer is satisfied.

Actor Descriptions

Actor Overview

ADMINISTRATOR

System

Administrator

Manages the whole system of MIMS and is tasked to perform

maintenance and frequent development of the system; in

charge in monitoring security configuration, managing

allocation of user names of Technical Users and passwords,

monitoring disk space and other resource use, performing

backups, and setting up new hardware and software; often

also helps technical and basic users; responsible for

implementing a new and upgraded version of MIMS or

adding/deleting some features of it. System administrator has

the authority to use every module in the system. In order to

prevent improper use, the system logs every act, every edit.

TECHNICAL USERS

Inventory

Manager

Responsible for coordinating, organizing, and supervising the

receiving and shipping activities of the Minionated Bookstore;

directs unpacking, supervises inventory for accuracy and

condition of the order, and identifies and sorts items for

placement in storage or on retail shelves. The manager assists

in pricing books and merchandise, assists placing those items

for sale on display shelves, and coordinates with the Bookstore

Clerk to check the store if products are properly placed and

inventory is properly recorded; coordinates with the Warehouse

Clerk if the inventory is properly placed in the warehouse and

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also if the inventory ordered came as was ordered and in good

condition.

Bookstore

Clerk

Organizes store inventory; maintains accuracy of inventory;

updates and maintains computer database of store inventory;

serves as a storekeeper in the Minionated Bookstore; greets and

assists customers with store inquiries; verifies all shipping,

receiving, distribution, and returning of textbooks and general

merchandise in the bookstore; enters, searches and retrieves

data received for the MIMS; checks the condition and count of

the goods in the bookstore; enters data into the MIMS, for items

received and returned; prepares, processes, and ships all

returns of textbooks and merchandise to the warehouse in

accordance with established policies and procedure; assists in

inventory preparation count and verification; checks in all

merchandise on bookstore purchase orders, noting

discrepancies; prices merchandise, places security tags and

disburses products to appropriate areas; establishes priorities

with textbook and general merchandise departments; assists

customers on the sales floor and places the books and other

products in their proper shelves. Prices merchandise according

to the bookstores pricing policy.

Warehouse

Clerk

Organizes warehouse inventory; maintains accuracy of

inventory; updates and maintains computer database of

warehouse inventory; serves as a warehousekeeper in the

Minionated Bookstore; responsible in providing accurate and

prompt picking, packing and dispatch of books. This position

receives, stores and distributes material, tools, equipment,

books, magazines, school supplies and other products within

the warehouse; enters data into the MIMS, for items received

and returned; prepares, processes, and ships all returns of

textbooks and merchandise from the warehouse or from the

bookstore in accordance with established policies and

procedure; the job also includes other general duties to

maintain the efficient working of the warehouse; keeps

warehouse and outside forecourts clean and tidy including

shelf dusting, keeping gangways clear and litter removal.

Buying Clerk Responsible for ordering needed inventory from suppliers of the

bookstore by viewing the level of inventory from MIMS and

analyzing it; receives and inspects merchandise and reconciles

with purchase orders; returns canceled and damaged items to

vendors; contacts vendors to determine status of delinquent

orders as appropriate; tracks shipments, deliveries and orders;

consolidates and prepares invoices and purchase orders for

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billing in a timely manner; reconciles and balances shipments to

purchase orders and invoices in MIMS; electronically transmits

invoice information to MIMS with regards to inventory.

BASIC USERS

Cashier Responsible for the accurate daily receipting of transactions in

the bookstore and assisting customers; verifies the price of

merchandise; enters sales on a cash register, receives

payments, and makes change; verifies the validity of credit

cards; upon request provides the client with a receipt; issues

refunds as required; uses various equipment such as a cash

register, calculator and credit card reader.

Customer Has the freewill to use the system to look for details and

availability of a certain item. The firm has a computer in the

store premises only for the use of the customers. This will allow

the customers to efficiently find the item(s) for sale customers

are looking for. The computer has a unique module set for

customers needs.

Conclusion

A company must have a good inventory control. The Minionated Inventory

Management System (MIMS) has the ability to track, to keep history, to give

detailed reporting for each inventory. Briefly, we could satisfy the users

requirements of Minionated Bookstore. The new system will also improve the

accuracy of inventory orders, leads to more organized warehouse, increases

efficiency and productivity, thus, allowing Minionated Bookstore to meet the

demands of the customers quickly. Therefore, we conclude that proper

inventory management system can really make or break your business.

As for Minionated Bookstore, the inventory management system coined

Minionated Inventory Management System or abbreviated as MIMS will provide

the indispensable efficiency and effectivity needed for it to grow and expand its

borders in the competitive business world.

Minionated Inventory Management System (MIMS) Requirements and Use Case Analysis

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