INVENTORY MANAGEMENT SYSTEM USING DISTRIBUTED SYSTEM

APPROACH

GOH LIRONG

This report is submitted in partial fulfillment of the requirements for the

Bachelor of Computer Science (Software Development)

FACULTY OF INFORMATION AND COMMUNICATION TECHNOLOGY

UNIVERSITI TEKNIKAL MALAYSIA MELAKA
2007

ABSTRACT

The report is about inventory management system using distributed approach. It

is a system which will be used in MR & IE M&I department in Komag USA (M) Sdn. It
is used to keep track IT assets and standard disk in lube production area. This report
contains seven chapters. First chapter is introduction, it describes the project background
and the purpose of develop it. Second chapter, literature review and project
methodology, is about findings of current system to be used as reference. This chapter
also contains method to be used when implement the system, the requirements needed
and schedule to be set out. Chapter three, analysis is about analyzing the problems of
current system and investigates the requirements of the proposed system in details.
Chapter four is design. It contains two sections; high level design and detailed design.
Chapter five is implementation, describes the progress of the development status of each
module. Chapter six is testing, it is regarding the test design and the results of testing for
each module. The last chapter, project conclusion; states the weakness and strength of
the system, the improvements needed to perform, and also the contribution to the
company.

ABSTRAK

Laporan ini mengenai sistem pengurusan inventori yang menggunakan

pendekatan pengagihan. Ia adalah satu sistem yang akan digunakan dalam jabatan MR
&IE M&I di Komag USA (M) Sdn. Sistem ini digunakan untuk mengesan asset-aset IT
dan cakera yang digunakan dalam pelincir kawasan pengeluaran. Laporan ini
mengandungi tujuh bab. Bab yang pertama adalah pengenalan, ia menggambarkan latar
belakang projek dan tujuan membangunkannya. Bab kedua, ulasan karya dan projek
kaedah, mengenai penemuan-penemuan sistem yang sedia ada untuk dijadikan sebagai
rujukan. Bab ini juga mengandungi kaedah digunakan apabila membangun sistem
tersebut, syarat-syarat yang diperlukan dan jadual yang diperlukan. Bab tiga, analisis
iaitu menganalisis masalah-masalah yang terdapat dalam sistem sedia ada dan menyiasat
keperluan sistem yang dicadangkan secara terperinci. Bab empat adalah reka bentuk. Ia
melingkungi dua seksyen; reka bentuk dan reka bentuk secara terperinci. Bab lima
adalah pelaksanaan, menggambarkan kemajuan pembangunan setiap modul. Bab enam
adalah menguji, ia adalah berhubung reka bentuk untuk menguji dan hasil-hasil ujian
untuk setiap modul. Bab terakhir, menunjukkan kesimpulan; menyatakan kelemahan dan
kekuatan sistem, pembaikan yang diperlu untuk dilaksanakan, dan juga menyatakan
sumbangan sistem kepada syarikat

CHAPTER I

INTRODUCTION

1.1 Project Background

This project is named Inventory Management System using Distributed System
Approach. It will replace the current system, system auto trigger on working standard
set expired date. The current system is developed using Microsoft Visual Basic 6.0 and
Microsoft Excel as database. It only has one function, which is trigger users about the
expired date of working standard set.
The system to be will be developed using Java language and MySQL which act
as database. It provides more functions compare to current system. Functions which
add in are such as to keep record of all hardware and software which used in
production line. With this system, users are able to maintain the hardware, software
which used in a more systematic way.
The proposed system will be using distributed system approach. It means that
each computer will be located one inventory management system, whereas the
database will be located at the server PC. Each computer will access data from the
server PC. Data which modify by users will be sent to server PC as the database is
located at there.

1.2 Problem Statement(s)

Current system, system auto trigger on working standard expired date is not
able to retrieve data from multiple excel worksheet. This means that all data must enter
in the same excel worksheet. It is not a good solution to keep all different data in one
excel worksheet as it is hard for users to make changes or to search for related data.
Besides, the excel worksheet which act as database doesn't give a good
solution for users. This is due to excel does not allow a blank row occurs in between
data. It means that when a blank row occurs in between of data, the Calculate button
which used to calculate the remaining days (current date minus expired date) is not
able to function properly. In other words, the data after the blank row will not get the
correct remaining days.
Last but not least, current system easily accessed by anyone in the company.
The excel worksheet can be accessed by any staff in the company and modification
can be done easily. It is located in a sharing drive, which means that everyone is allow
to search, update, and delete the data.

1.3 Objectives
The objectives to develop the system are as below:
To enable the users to manage the data such as add data, delete data, update
data and search data in a systematic way
To provide accessibility for specific users such as specialist engineers to access
the data

To provide more functionalities such as store data of hardware and software

1.4 Scopes

The projects will be developed based on specific area and the scopes of this
project are as below:
User
Specialist engineer (lube) under MR& IE M&I department
Platform
Windows XP Professional 2003
Size
Client- server system.
Module
There are three modules to be developed in this project. The first module is
about authentication, the second module contains three main functions such as
hardware, software and standard disk and the last module is generate report of data
about inventory for users.
The first module required users to key in ID and password. All users will
have their own ID and password once they are employee of Komag USA (M) Sdn.
This module only focus on authenticate users' status whether they are allow to
access the system.

Second module allows users to use hardware, software, and standard disk
functions. Users are able to add data, update data, delete data, and search data
within three functions. All related data will only focus on lube production. Another
two functions are able to display the information of the company and also MR&IE
department's background.
Last module, the system is able to generate report of inventory which is
located in database for users. This module only focus on generate data but not able
to be print out by users.

1.5 Project Significance

With this system, specialist engineer (lube) will gain benefit from it. As,
normally when specialist engineers want to update or delete data, they need to trace it
one by one before make any changes. With the proposed system, no longer need them to
trace it manually but just key in the instrument ID or serial number to trace the data.
Besides, with the additional functions such as hardware and software buttons;
allow specialist engineer to maintain the hardware and software in a systematic way.
They will be able to check whether the specification of hardware is still able to support
the instruments in production line in a short time compare to check it manually.
In addition, the database in proposed system allows more data to be stored
compare to using Microsoft Excel as database. The system also able to generate the
general data about inventory where enable users to view all data about inventory.
Lastly, with ability to authenticate, it will ensure only specialist engineers (lube)
are able to access. This will reduce the percentage of system-being accessed by others
and also prevent data being disclosed to outsiders.

1.6 Expected Output

At the end of this project, the users should be able to make use of this system to
manage the inventory. In the other hands, the system should be able to implement in the
company which client and server are able to function well.

1.7 Conclusion
Inventory Management System using Distributed System Approach is using
client- server concept. All data which key in by specialist engineers will be kept in a
database which located in server. The server will retrieve data and sent to client when
there is a need or requested by users. The data for software, hardware and standard disk
will only focus on lube production line. As a conclusion chapter one is about the project
background, problem statements, objective, scope, project significance, and expected
output of the project. Next chapter is about to search related materials of existing
system. With the materials, one will get some ideas from that and make improvements
on to be system.

LITERATURE REVIEW AND PROJECT METHODOLOGY

2.1 Introduction
This chapter, literature review and project methodology; requires one to do some
research on existing system and compare with proposed system. Then, describe
approach which apply on this project and determine activities involved in each stage.
Followed by determine project requirements and come out with a Gantt chart at the end
of this chapter.

2.2 Facts and findings

2.2.1 Domain
This project is focused on ICT in Advanced Manufacturing Technology. The
system to be will be used in one of the department at Komag USA (M) Sdn. Komag
USA (M) Sdn is a company which supply thin film disk or hard disk in general terms.
The system will be used to manage the hardware, software and standard disk that are
used in lube production. Lube, also called lubrication; is one of the manufacturing
process applied to the disk's surface to improve durability and reduce surface friction.

2.2.2 Existing System

Inventory Management System
This is a system which developed by MACROWEB services for Solectron.
It is used by Solectron's staff. This system allows users to manage what products
are currently in stock and where they are located. Further more, users are able to
find products by name or model number. Some users have rights to update specific
tables, while others can only review information. Administrators of the system can
use provided interface to add new employees and assign some basic attributes to
the person. It means that used a standard role-based approach to implement this
system. Besides, concept of distributed system also applies in this system where
every PC will have one copy of the system and the database is located at server
site. Software which used are ASP, SQL Server 2000 and Codecharge Studio.
Interface of the system are shown in figure 2.1 and figure 2.2.

Figure 2.1: Interface for search product

Figure 2.2: Interface for administrator to add users

Inventory Setup Application
This system is developed by 3H Technologies for Information Technology
Division (ITD) at the National Capital Region of the General Services
Administration. The number of users approximately 1400 and 71 field sites with
1,000 users. There are three main sections which are inventory, setup room or
configuration management and system maintenance. Each sections has it owns
functionalities. Inventory section, enable users to enter and manage assets, assign
assets to people or organizations, track asset assignment history, audit assets and
search for assets using multiple criteria. Setup room or configuration management
enable one to create, manage jobs and offsite repairs, track job status over time,
track assets, accessories, suppliers, people involved in each job and search for jobs
using multiple criteria. The last section, system maintenance enable one to set job
type, status, priorities, asset status, type, models, accessories and manufacturers.
Besides, the system applies distributed system approach where each PC has it
owns system and the database is located at server. Interface of the system are
shown in figure 2.3 and figure 2.4

Figure 2.3: Interface for edit asset

wanufoctwer

Mod111Nume /No.

Ossuiption

Figure 2.4: Interface for searching asset models

IT Asset and Inventory Management

This is a system which produced by Manage Engine Company. It provides

IT asset management and network inventory tracking functionality covering both

hardware and software across Windows and Linux workstations. Features of this
system including ability manually add missing software, ability to attach assets to
scan workstations, audit different report which shows new and missing software,
ad-hoc and scheduled asset management audits, list all installed software packages,
and list all complete hardware inventory covering computer, CPU, hard-disk,
peripherals, ports and NIC. Interface of the system is shown in figure 2.5.

Figure 2.5: Interface for Windows platform

Comparison of existing systems with proposed system are shown in table 2.1

Table 2.1: Comparison existing system with to be system

Inventory

Inventory

IT Asset and

Management

Setup

Inventory

System

Application

Management

To be System

Approximately

for 100 users

(Based in
Penang site)

Approximately
for 1000 users

Windows
platform
Linux
platform
Distributed
system

Client-server
system
Centralized
database
Product
Management
IT Asset
Management
Manually add
details of IT
asset
Manually add
details of
product

Table 2.1: Comparison existing system with to be system (Continue)

Auto detect IT

asset
Print report to

users

2.2.3 Technique
RAD is another approach which applicable for this project. RAD stands for
Rapid Application Development. It is a software development process developed
initially by James Martin in the 1980s.
According to article of CMS (Centers for Medicare and Medicaid services),

RAD aims to produce high quality systems quickly, primarily through the use iterative
prototyping, active user involvement and computerized development tools. This
approach is suitable because the tools which used for RAD may include Graphical User
Interface (GUI) builders, Computer Aided Software Engineering (CASE) tools,
Database Management Systems (DBMS), fourth-generation programming languages,
code generators, and object-oriented technique. Further more, this project will be using
NetBeans 5.5 with JDK 1.6 and MySQL to develop.

RAD is the most appropriate approach for condition where the data for the
project are already exists either completely or in part and also largely comprises of
reporting data or analysis data. In this case, the data for this project already exists in
Microsoft Excel worksheet. So, it proves that this project fits the condition of RAD.
Besides, the functionality of this system to be is clearly visible at the user
interface. Hence, the GUI design is simpler. These fit the requirements for using RAD
approach which stress on simplicity and usability on GUI design.

Lastly, this project is in small to medium scale and decisions can be made by a
small number of people who are available. These are one of the reasons that RAD is
suitable to apply in this project.

-2.3 Project Methodology

OOAD stands for object oriented analysis and design. It is part of the
development of large scale systems and programs which use UML. It applies object
modeling techniques to analyze the requirements for a system. Reason of using OOAD
is it is used in developing programs that will have an extended life time. Besides,
applying OOAD principles are able to make the system scalable, maintainable, and
flexible.
The model which will be used in this methodology is spiral model. This model of
development combines the features of the prototyping model and the waterfall model.
According to Barry Boehm in his article A Spiral Model of Software Development and
Enhanced from 1985, each phase starts with a design goal and ends with the client. The
advantages of using spiral model are able to cope with the changes that software
development generally entails; software engineers able to work on the project earlier.
There are four phases which are planning, evaluation, risk analysis and
engineering. These four phases are iteratively followed one after other in order to
eliminate all the problems, which were faced in "The Waterfall Model". Iterating the
phases helps one to understand the problems associated with a phase and dealing with
those problems when the same phase is repeated next time.
In the plan stage, objectives and constraints of the project are determined and
documented. The objectives and other specifications are fixed.so that one able to decide

to use appropriate approaches to develop the system. For an example, one needs to
determine the problems of current system, objective of developing a new system, scope
of to be system and others which related. Then, start to plan the schedule and milestone
to enable the project meet the timeline.
Next stage is risk analysis. This is the most important phase in spiral model. In
this stage, steps need to be taken are such as identify risks that might occur and also
come out with solutions to overcome the risks. For an example, analyze the risks or
problems that might occur and find solution to overcome it.
The third phase is engineering. This is where the actual development of the
project is carried out. Activities such as design system prototype, develop the system
based on the prototype and develop the completed system with coding will be done in
this stage. The output of this phase is passed through all the phases iteratively in order to
obtain improvements in the same time.
The last phase is customer evaluation. It is much similar to testing phase. The
developed system is passed to the customer in order to receive their comments and
suggestions which can help in identifying and resolving the problems.

2.4 Project Requirements

2.4.1 Software Requirement

Table 2.2: List of Software Requirements

No.

I Software
I

1.
2.

Description
I

NetBeans 5.5

( JDK 1.6

To develop the system

I To develop the system by using Java

Table 2.2: List of Software Requirements (Continue)

3.

MySQL 5.0.41

As database

4.

MySQGconnector-Java 5.0.6

To connect MySQL with Java

5.

Java documentation

To refer when write coding

2.4.2 Hardware Requirement

Table 2.3: List of hardware for development environment
No.

Hardware

Description

1.

Processor

Intel Processor 1500M.zor faster

2.

RAM

512MB or higher

3.

Hard disk

40GB minimum or higher

Table 2.4: List of hardware for testing environment

No.

Hardware

Description

1.

2 PC(s)

One PC act as server, one PC act as

client

2.

2 UTP cable

To connect from server to switch, from

switch to client

3.

Switch

A device use to connect server and client

2.4.3 Other Requirements

Table 2.5: List of other requirements
No.

Others

Description

1.

A Lab

To test out the system

2.

Cooperation

To get the info of products and the

from Miss Ling

requirements of the system

(specialist
engineer)

2.5 Project Schedule and Milestones

There are five stages in project management. It is a guideline for one to start the
project. Five stages are initiating, planning, executing, controlling and closing.
The first stage is initiating. First, need to decide the title of project which wants
to develop. Then, starts to define the overall project goal, define general project scope,
and also define general expectations from users or others as appropriate. Besides, one
also needs to determine what the project should accomplish. For an example, prepare a
proposal; contents include project summary, project background, project objective,
project scope and project requirements.
The second stage is planning. After get some ideas for projectj one need to plan
how the project is carried out. For an example, use Gantt chart as a guide. In Gantt chart,
list down all the task and activities then set the dateline for each task and activities.
These are to ensure that all tasks which carry out will be in timeline.
Next stage is executing. After planning, start to carry out the tasks. For an
example, the first item in the Gantt chart is discussion with supervisor, then one have to

make appointment with supervisor to discuss the details. Most of the activities in this
stage are about meeting with supervisors, communicating with stakeholders, firefighting to resolve problems and securing necessary resources to complete the project
plan.
After executing, next step is controlling. Here controlling means that to monitor
deviation from the plan. This is to ensure the tasks or activities are in timeline. If one of
the tasks is out from the timeline then corrective action need to be taken so that it will
match the actual progress with the plan During this stage, project will be evaluated and
changes will be requested too. Due to this reason, project may need to be rescheduled
and there is a possibility that project scope need to be changed if modification made to
the project. As project need to be rescheduled, the stage will return to planning stage and
again the project will start from that point.
At the last stage is closing stage. This means the project comes to the end. The
project should be completed. Outcome of this stage for PSM I1 is the completed thesis
and a fully developed system..
In figure 2.6, the Gantt chart shows the activities involved and the time line
given to develop the system.

2.6 Conclusion
As conclusion, the project will be focused on ICT in Advanced Manufacturing

Technology. The findings for existing system help one to identify their features and
come out with a better system for Komag USA (M) Sdn. OOAD approach will be
applied in this project and spiral model will be guidance for one to develop the system.
In this chapter, requirements of this project such as hardware, software also stated before
one analyze the proposed system. Finally, a Gantt chart will be a reminder for one to
ensure the project completed in the timeline. Next chapter, analysis will analyze the
problems and the requirements for system to be.

CHAPTER I11

ANALYSIS

3.1 Introduction
Analysis stage needs one to analyze the problems of current system. With the
details problems of current system, these will be guidance for proposed system. This
chapter will be a description of the requirements to be supported by the proposed
system. Requirements for the proposed system include data requirement, functional
requirement, non functional requirement and others requirement.

3.2 Problem analysis

Current system scenario is user needs to open the Microsoft Excel worksheet.
Then, user can choose to view data, search data, add data or delete data. This system is
only applicable for hard disk which used in lube production. All the functions will be
done manually by him or her. If user wants to delete data, he or she needs to search it
manually. After found the data, he or she needs to highlight it and click delete button on
the keyboard. Any changes made to the data such as add data or delete data, the user
needs to click the Refresh button to get the latest remaining days. In other hand, the
system which developed using Microsoft Visual Basic 6.0 will send reminder to user's
email account every morning at eleven o'clock. This is scheduled by using scheduled

tasks. The contents of the email include the hard disk serial number, expired date, level,
lube type, location, slope, and remaining days. Figure 3.1 shows the activity diagram of
current system. Figure 3.2 until figure 3.5 shows the sequence diagrams of current
system.

Figure 3.1: Activity diagram of current system

22

User : Specialist
enqineer
1. Search data manually
\
/

Figure 3.2: Delete data

User : Specialist
enqineer

1. Enter data
2. Click save button

3. Send save command

!
7

!
1

Figure 3.3: Add data

User : Swcialist
enaineer

'

:Panel

1
,i
I
i

:Excel
,sheet

1. Search data manually

\

I
I

II
I

Figure 3.4: Search data

A
User : S~ecialist
enaineer

1. Send reminder to user's email

2. Get data from email account

>

-r.

Figure 3.5: Send reminder

As stated in Chapter I, there are a few problems with current system. The auto

trigger system is not able to retrieve data from different excel worksheet. Therefore, the
data need to be entered in one excel worksheet. This means that data which are different
sections or different fields also need to be keyed in the same excel worksheet. The
current system is only able to send reminder to user's email account. It does not provide
function such as trace data by serial number. With this condition, the users are not able
to search data in a short time as all data are located in one excel worksheet.
Another problem with current system is using Microsoft Excel as database. In the
excel worksheet, there is a button named Refresh which used to calculate remaining

days Remaining days stands for current date minus expired date. When user click on the
button, each row will be executed and get the latest remaining days. When it executes, it
start from top to bottom. But with condition there is not a blank row in between data. If
there is a blank row in between the data, the data after the blank row will not able to get
the latest days. Further more, the excel worksheet will get an error message as the
command sets in itself not able to execute properly.
In addition, the excel worksheet is placed in a sharing drive. It means that
everyone also can view the data, modify the data or delete data. Hence, excel is not
suitable to use as database.

3.3 Requirement analysis

33.1 Data Requirement

This is about data which need in this system and it will be used in the database.
Below shows the required data:
User = User ID + User Password +Level access

+ FTIR-model+ Instrument-ID
Software = Item-software + lube-software + ms-office + OMNIC + OS
Standard disk = Lubetype + Levelstddisk + Locationstddisk

Hardware = Item-hardware

Supplier = Supplier name

Inventory = Product~serial~no+Product+Description+Category+
Suppliername+ Datequrchase+ Date-expired+ Auditor+
Auditordate+ Level+ Lube-type+ Slope+ Location+ Instrument