CHAPTER 1

1.0 Purpose and Description of the Study

1.1 Current State of Technology/Background of the Study

Pasig Catholic College pushes itself towards a modernized community. Through

technology and modern facilities, different processes from school offices and

classrooms have now become faster. Offices and classrooms has its own computer set.

Lessons are stored in one server that can be accessed by the teachers through

computer set that can be presented with the students. Also Pasig Catholic College uses

online learning management system name Neolms. In this learning management

system, professors can send messages, post lessons, activities and assignments that is

timer based and automatically sets deadline. PCC uses a lot of innovative computer

system.

One good example is the Pasig Catholic College library system namely OPAC. It

helps librarians to monitor the inventory of books and other learning materials. It also

tracks borrowed books and its borrower, availability of materials and unreturned items.

Students can also easily search for books using the automated system. Another

example is the newly implemented and improving enrolment system. Students can now

register their subjects through their own or computers provided by the college

department; they can also view their grades online using the said computers. However,

some of the school offices in PCC are still using the manual processing of information.

We conducted researches and discovered the process of requesting items for different

offices. There is already a thesis project that addresses the process of requesting but
focuses only on one unit of provider and its services namely General Service Unit. It

includes creating of request, approving it by different approver and costing. This helps to

fasten the processing of request concerning the General Service Unit. But the said

project is not enough to address all the errors with the manual requesting system. Our

proposed project handles approval of request through checking of budget proposal, time

to time updating and monitoring of the inventory of stocks issuance section.

1.1 Statement of the Problem

1.1.1 General
manual filling up of request forms, approving of request, validating and
justifying of proposed budget, checking, counting and updating of items inventory
in Pasig Catholic college.
1.1.2 Specific

- Producing of Requisition forms takes cost a lot

Budget Requisition form is limited. The production of the form is long

because one by one it is stamped with its requisition ID. One set of

requisition form consist of four copies, and one bundle consist of 50 sets

that is limitedly given to each requester.

- Creating or requesting using pen and paper requires too much time

Manual process of requesting requires the requestor to fill-up a set of form

that consist of four copies namely budget requisition form. This spent too

much time to be filled up depending on the volume of information with

requested items.

- Availability of approver affects the approval of the request

 Usually, approvers are in the line of Presidents counsel of the institution,

the other term is the Head Administrations. Their hectic schedule creates

a big impact with the process of the approval of request. Requisition forms

are in status of pending whenever the approver attended a meeting,

seminars etc. This causes the request to be delayed.

- Misplacement during approval of the request caused by negligence and volume

of concerned things with the approver leads the requisition to be delayed or

repeat the process.

A lot of files are concerned by the administrators. Papers need to be

reviewed, checked and signed are concerned by the administrators. There

are instances that admins don’t prioritize requisition forms and put it

anywhere. Because requisition form is physical record, it is prone to

misplacement.
1.2 Project Objectives

1.2.1 General Objective

We students of Pasig Catholic College, taking the program Bachelor of Science in

Information Technology specifically enrolled in course Software Engineering, aims to

develop a Web-based delivering of Requisition form and monitoring of inventory of

items requested for Pasig Catholic College.

1.2.2 Specific Objectives

- To make automated Request System wherein a requisition form is paper-less

unlimited and cost free.

- To make the creation of request more efficient and hassle free. Just clicking your

mouse and keyboard, a request is created and stored automatically.

- To make the approval of the requisition form anywhere and anytime through web

and phone browsers to avoid delays with approval.

- To create Web-Based system wherein a requisition form is approved online and

just by clicking.

- To create an inventory file wherein the system don’t require the stocks issuance

staff to count manually the remaining items in the inventory.

1.3.1 Scope of the Project

 The employee can create a request through Web-Browsers

  The employee can create a budget proposal through Web-Browsers

 The employee can send a request to department head through Web-

Browsers

 The department head can approve a request by accessing the system

through a Web-Browser.

 The administrator can add, edit, and view requests

 The administrator can add and edit user accounts

 The administrator can view the institutional proposed budget

 Only registered accounts have access to the system

 Received requests for stocks can be viewed

 The stocks issuance section will be notified if there is a shortage in stocks

 A request can be blocked if an item requested is not included in the budget

proposal

1.3.2 Limitations of the Project

 If the requester submitted a wrong request in stocks, the online system is not
reliable in human error.
 The requesting and approving of request relies on Internet connection.

 It cannot be used for conversation

1.4 Significance of the Project

This will contribute some ideas in the field of requesting and small type of

inventory system. We provide a new idea with regards to the manual request and

inventory systems. Our system will convert every manual process of requesting

such as filling up of form, approval of request, checking and justifying request

 depending on the proposed budget of requester, updating the number of

available items in inventory of stocks issuance section. Example is instead of

manually writing the data in the form, the requesters will now fill it up through

their computers. Some of the data needed in the request are already stored in

the database of the system such as the information of the requester, proposed

budget of the requester, available items in the stocks issuance section etc. The

system can be used not only by Pasig Catholic College but also in other colleges

and institutional schools. Since this system will be made for Pasig Catholic

College, this study will benefit the following persons:

1.4.1 Employees of Pasig Catholic College – it can help them ease the process of

having to create requests through online system.

1.4.2 Stocks Department – it can help them keep track of their inventory in a much

more convenient and faster way.

1.4.3 Department Head – it can help in a way since the said person has a hectic

schedule to approve requests personally so this system is a solution to that said

problem.

1.4.4 Budget Department – it can help them manage and sort budget proposals.

1.5 Definition of Terms

 Eclipse - is an integrated development environment (IDE) used in computer

programming, and is the most widely used Java IDE. It contains a base

workspace and an extensible plug-in system for customizing the environment.

 mySQL - is an open-source relational database management system

(RDBMS).

 Xampp - is a free and open source cross-platform web server solution stack

package developed by Apache Friends, consisting mainly of the Apache

HTTP Server, MariaDB database, and interpreters for scripts written in the

PHP and Perl programming languages. XAMPP stands for Cross-Platform

(X), Apache (A), MariaDB (M), PHP (P) and Perl (P).

 Sublime - is a proprietary cross-platform source code editor with a Python

application programming interface (API).

 Stock Issuance – The process of issuing stock– or shares– of a publicly

traded company involves several steps. The amount of issued stock is

dependent on the authorized capital of a company, or the maximum number

of shares authorized by a company's corporate documents to issue to

shareholders.