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Design and Implementation of a Computerized System for Managing Inventory in a Laboratory

Design and Implementation of a Computerized System for Managing Inventory in a Laboratory

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Reference ID: PS-5389-TM


This research material titled “Design and Implementation of a Computerized System for Managing Inventory in a Laboratory” is dedicated to God for his enabling grace, and to all computer enthusiasts who contributed to make life a pleasant experience during my research documentation.


I extend my sincere gratitude to all those who contributed to the completion of this project. Special thanks to my Supervisor (Name of your Supervisor), the Head of Department (Name of your HOD), the Lecturers in the department of Computer Science (CS), Book Authors and Profound Scholars of existing or related project material on “Design and Implementation of a Computerized System for Managing Inventory in a Laboratory” for their invaluable guidance, support, and expertise throughout the journey.

I am also grateful to your study area (mention any funding organizations, if applicable) for their financial assistance. This research would not have been possible without the encouragement and assistance of some stakeholders (mention any mentors, teachers, or colleagues). Additionally, I would like to acknowledge the understanding and patience of my family and friends during this endeavor. Your unwavering support has been a constant source of motivation. Thank you all for being part of this meaningful endeavor.







    • 2.1 Introduction



    • 3.1 Methodology Adopted
    • 3.1.1 Problem Identification Using SSADM
    • 3.2 Analysis of the Existing System
    • 3.2.1 Dataflow of the Existing System
    • 3.2.2 Disadvantages Of The Existing System
    • 3.2.3 Weakness of the existing System
    • 3.3 Feasibility Study
    • 3.3.1 Economic Feasibility
    • 3.3.2 Technical Feasibility
    • 3.3.3 Operational Feasibility
    • 3.4 Analysis of the Proposed System
    • 3.4.1 Data Flow Diagram of the Proposed System
    • 3.4.2 Advantages of the Proposed System
    • 3.4.3 Justification of the Proposed System
    • 3.5 Functional Requirements
    • 3.5.1 Use Case Diagram Of The Admin / User Privileges
    • 3.6 Data Requirements
    • 3.7 High Level Model of the Proposed System



    • 4.1 Objectives of the Design
    • 4.2 Cohesion and Decomposition High level Model
    • 4.3 Control Center / Overall Dataflow Diagram
    • 4.3.1 Proposed System Operation Flowchart
    • 4.4 System Specification and Design
    • 4.4.1 Input and Output Specification
    • 4.4.2 Database Specification and Design
    • 4.4.3 Data Dictionary
    • 4.5 Choice and Justification of Programming Language
    • 4.6 Program Documentation
    • 4.7 Implementation Techniques
    • 4.7.1 System Testing
    • 4.8 Programming Module Specification
    • 4.8.1 Installation
    • 4.9 Computer Hardware Minimum Requirement
    • 4.10 Software Requirement
    • 4.11 Personnel / User Training
    • 4.12 File Maintenance Module



    • 5.1 Introduction
    • 5.2 Summary
    • 5.3 Conclusion
    • 5.4 Recommendation




    Design and Implementation of a Computerized System for Managing Inventory in a Laboratory


    1.0 Introduction

    Inventory is the quantity of goods and materials on hand that an organization or manufacturer uses to represent those items that are ready, available or in good condition. An inventory management system is a set of hardware and software based tools that automate the process of tracking inventory. The kinds of inventory tracked with an inventory control system can include almost any kind of quantifiable goods such as, computer equipments and other items that are made use of by the organization. Modern inventory management systems are exclusively based on using technology to track and control inventory [1].

    The basis for effectively managing a computer system (or part of one) is having a framework that includes inventories of the system’s components and policies to guide the system’s use. When evaluating options for managing computer systems, computer laboratory managers should determine whether the options they are considering follow the best practices of conducting inventories, adopting computer policies, and communicating policies to staff who use the computers. Managers of the computer laboratory should also consider whether the management options have sufficient technical expertise and provide training and support for users. Finally, they need to assess whether the options provide adequate computer security.

    Maintaining an automated inventory management system for computer laboratory is needed for the following reasons:

    1. The user log is not properly maintained
    2. Some students do not return certain items. Given adequate user log entries, too often the lab assistants do not detect this problem. Items get missing from the lab as result of this lack of control.
    3. Security problems ranging from unauthorized network access/ unauthorized software installation and deletion to the disappearance of laboratory items.

    Given the large number of documented problems, the conclusion is that the current manual system is inadequate. The paper work is overwhelming, the data are not readily available. A well designed database system should be available to address the inventory management problem of the laboratory.

    1.1 Theoretical Background

    The technology used to implement the system is database management. The inventory record of the state of the laboratory is capture through a graphical user interface and saved to a database for future retrieval and updating. The source code below shows the details of saving records to database. The control Adodc is used to link the interface to the database and then the source code outline below is implemented.

    Private Sub Command1_Click()

    ‘Code for save command button


    MsgBox “Saved”

    End Sub

    Private Sub Command2_Click()

    ‘code for close button

    Unload Me

    End Sub

    ‘code for add new record button

    Private Sub Command3_Click()


    End Sub

    Fig 1.1: Laboratory inventory registration form

    1.2 Statement of the Problem

    Inventory Management is one of the basic problems in almost every company. A survey of the inventory system of a computer science laboratory of Akwa Ibom state polytechnic reveals that:

    1. Manually recording and tracking down inventory is cumbersome.
    2. Reports cannot be easily presented and it is difficult for the management to ascertain the state of items in the laboratory.
    3. When there is no avenue to properly record the state of equipments in the laboratory, there will be high level of unaccountability. An automated system is therefore needed to aid the easy maintenance of the inventory of items in the laboratory.

    1.3 Aim and Objectives of the Study

    The aim of the study is to develop an inventory management system for laboratory.

    The specific objectives are:

    1. To develop a database application for proper recording of items in the computer laboratory.
    2. To provide an updatable inventory
    3. To generate daily reports on stock level

    1.4 Significance of the Study

    The significance of the study are:

    1. It will provide an easy way of capturing and managing inventory details of the computer science laboratory of Akwa Ibom state polytechnic.
    2. It will also facilitate the easy updating of inventory records.
    3. Also, the study will serve as a useful reference material for other scholars seeking for related information on inventory management of computer laboratory.

    1.5 Scope of the Study

    This study covers an inventory management system for laboratory management, using computer science laboratory, Akwa Ibom state polytechnic as a case study. It strictly focuses on inventory management record for a computer laboratory.

    1.6 Organization of the Research

    This research work is organized into five chapters.

    Chapter one is concerned with the introduction of the research study and it presents the preliminaries, theoretical background, statement of the problem, aim and objectives of the study, significance of the study, scope of the study, organization of the research and definition of terms.

    Chapter two focuses on the literature review, the contributions of other scholars on the subject matter is discussed.

    Chapter three is concerned with the system analysis and design. It presents the research methodology used in the development of the system, it analyzes the present system to identify the problems and provides information on the advantages and disadvantages of the proposed system. The system design is also presented in this chapter.

    Chapter four presents the system implementation and documentation, the choice of programming language, analysis of modules, choice of programming language and system requirements for implementation.

    Chapter five focuses on the summary, constraints of the study, conclusion and recommendations are provided in this chapter based on the study carried out.

    1.7 Definition of Terms


    This is the use of technology or computers to control and process data reducing the need for human intervention.


    This refers to a large store of related data on a computer that a user can access and modify.


    This is a secret code that must be entered into a computer to enable access to its applications. It is made up of numbers, letters, special characters or a combination of any of the above categories.


    The merchandise or stock that a store or company has on hand

    Inventory Control System:

    A list of orders to be filled, and prompts workers to pick the necessary items and provides them with packaging and shipping information.


    The organizing and controlling of the affairs of a business or a sector of a business.


    2.0 Literature Review

    2.1 Introduction

    This chapter focuses on the review of related literature. A literature review includes the current knowledge as well as theoretical and methodological contributions to a particular topic. It documents the state of the art with respect to the topic you are writing. It surveys the literature in the topic selected. In this research work the literature review includes the …

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