Web Based Application:Development of Supply Inventory System for

Philippine Trade Training Center

DENMARK ANTHONY S. TAN

About Philippine Trade Training CenterIs the training arm of the Department of Trade and Industry of the Republic of the Philippines.

It assists exporters, potential exporters, manufacturers, and entrepreneurs through provision of training on how to become competitive in the business field.

Training programs include advisory services on entrepreneurship development, export management, quality and productivity improvement, Information and Technology Courses.

The center also has exhibition facilities for trade fairs and other events.

4 Divisions of PTTC

Administrative and Finance Management Division

Business Management Training Services Division

Facilities and Events Management Division

Planning and Programming Division

Supplies

Supplies are essential need for the everyday business office.

From paper clips, scissors, computer table, laptops, lcd projectors, tv converter, memory, hub, switch, router, desktop printers, scanner, speakers, extension cable, security table, flash drives, ups power supply, operating software, utility software, application software, avr, transformer, flat monitor, video card, optical mouse, notebook computer, monitor, utility software, presenter, external hard drive, smart bro kit, desktop computer and tablet pc.

ExistingPTTC SupplyInventory System

They are using MS Excel 2007 to monitor the in and out of the items.

Acknowledgement Receipt for Equipment (ARE)This form shall be signed by the designated Property Officer and the recipient or user of the property shall acknowledge receipt of the equipment.

This form is for equipment.

ARE shall be renewed every three years or every time there is a change in accountability.

The employee will return the property if she/he will be terminated, resign from the employment and close all open financial obligations.

Employee and SO relies on the copy of ARE/ICS to reconcile concerns/issues.

Inventory Custodian Slip (ICS)

This form shall be signed by the Property Officer and the recipient or the user shall acknowledge receipt of the items issued.

This form is for small items.

The form indicates the estimated useful life of the item.

Waste Material Report (WMR)

This form shall be used to report all waste materials previously taken up as assets so that they may be properly disposed of and dropped from the accounts.

Problems Manual process

Redundancy of work

Slow retrieval of records

Slow Updating

Inaccurate reports

Waste money

Waste time

Cannot accessed anywhere / anytime

Users Administrator – A person who manages the computer systems in an organization. Responsible for managing user account, such as add, delete, and edit users, provide username and passwords and user access level.

Supply Officer – Inventory and supply officers receive and dispatch goods, manage stock levels and record stock movement.

Users – The employees of Philippine Trade Training Center.

Receipt of Item

Purchase Order

Donation

Emergency Purchase

Returned to Stockroom

Start

Is the receipt of item is

coming from purchase order ?

Is the receipt of item is

coming from donation ?

Is the receipt of item is

coming from emergency purchase?

Is the receipt of item is

coming from Returned to stock room?

Go back to Start

SO receives item then records in SIMS.

SO choose from Employee list for the accountable person.

SO records the Accountable person

and the item

Yes

No

No

No

End

Yes

Yes

Yes

Issuance of ARE/ICS

Cancellation of Item

Waste Material

Affidavit of Loss

Start

SO receives item then records in SIMS.

Cancellation of ARE/ICS

SO adds item to the list of items for Disposal

Yes

Is it Reports of Waste Material?

End

Affidavit of Loss

Cancellation of ARE/ICS

Employee needs to pay the items

End

No

SO adds item to the List of Loss Items

Transfer of Item

Start

Employee informs SO for the transfer of ownership.

Cancellation of ARE/ICS

SO transfer the ownership/item to the accountable person

SO adds item to the list of items transferred and the accountable person for the item.

End

Conceptual Design of Supplies Inventory Management System Supplies

Management Information

System

Receipt of Item Module

Cancellation of Item Module

Employees Information

Module

Inventory Information

Module

Administration/User Module

Transfer of Item Module

Reports Module

ARE/ICS/WMRModule

OutputControl number for ICS/ARE

Employee List Report

Report by item/inventory

Itemized report (per parts)

History / Movement of Item/Inventory

Transfer of Inventory from Employee to Employee

Updates / Upgrade of New Item/Inventory

System emails employee for the Issuance or Cancellation of ARE/ICS

Renewal of ARE every three years

Output

ICS and ARE report

Tagging on location/ office of every item

Clearance report for existing Employee

Computation for clearance report of the item is loss

Summary of Inventory in Stockroom (ARE no.)

Summary of Inventory Reported in Waste Material Report

Thank You!