LAGUNA UNIVERSITY

Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

CHAPTER I
INTRODUCTION
Inventory is basically the total amount of goods and materials held in stock by a factory,
store and other business. An inventory system is a process whereby a business keeps track of the
goods and material it has available. In its simplest sense it can be done manually by a count at
the end of each day. In this way it is possible to keep a record of the goods coming in to the
business and goods being sold.
Since manual inventory consumes a lot of time and is prone to errors, it would be helpful
to build a system that will computerize the transactions from acquisition of the product
description to updating the inventory database. The computerized inventory system will improve
employees work efficiency by computerizing routinely and time consuming tasks such as the
time spent in taking down product information. As a result, the time can be used in more
productive activities. The accuracy of the current system will also be improved, since the
computerized inventory system would eliminate the need of constantly encoding lengthy details
of products by having an inventory database.
Monitoring encompasses the tracking of individual processes, so that information on their state
can be easily seen, and statistics on the performance of one or more process can be provided.
The Laguna Provincial Health Office used manual record management compiled on a
large bulky cabinet. Indeed, the manual record management is a very costly and consumes a lot
of time and paper works. The fast paced track of technology attributed a lot of improvement of
the record management system. Technologies enable the software developers to computerize the
record management system. The computerized record management system helped the Laguna
Provincial Health Office, easily handle, retrieves and generate reports through used of

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

computerized record management system. The Laguna Provincial Health Office Inventory and
Record Management System can help the administration of Laguna Provincial Veterinary Office
in managing and searching their files and documents.
PROJECT CONTEXT
The Laguna Provincial Health Office Inventory and Record Management System is a
proposed system to improve the current procedure in the office of Laguna Provincial Health
Office in recording, updating, monitoring and managing. The system will provide all the
expected results and operations about medicine and equipment supplies in the Provincial Health
Office.
The proposed system will be used by the of Laguna Provincial Health Office. This will
help them to submit the name of violators in easier way. This will help them to do task easier.
This Laguna University Discipline Office Management Information System is computerized
systems continuously gather relevant data, both from inside and outside of office of the prefer
discipline. This data is then processed, integrated, and stored in a centralized database where it is
constantly updated and made available to all who have the authority to access it, in a form that
suits their purpose. It helps management make better plans and carefully organize the transaction.
The system will be data transformation because with centralized data management, data
can be easily transposed, transferring of the information of the violators may be past and accurate
with the help of the system, it will also secured, data is stored securely with documentation and
administration of access authorization such that it cannot be accessed unless someone is given
direct privileges through a tightly controlled process.

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

PURPOSE AND DESCRIPTION

The project was designed for the preferred Laguna Provincial Health Office and for the
Municipality who is getting medicines and equipment in the Provincial Office.
The main purpose was to provide a system that can handle and keep a large amount of data. The
user interfaces that were developed in this project help the personnel in submitting the list of
violators in every semester. These personnel allow encoding the needed information of students,
updating the status of violators and allow printing the necessary report.
This will benefit to the following:
The Laguna Provincial Health Office can use this system to manage their data and
records when officials needed.
The Employee of the Laguna Health Office can use this system and let the employee of
the Laguna Provincial Health Office have a record management system that will allow the
employee to access the owner information, medical records, history and also the inventory
reports.
The Researchers can enhance their programming skills in PHP Hypertext Preprocessor and
thesis writing. This will also serve as their stepping stone to be a good programmer especially
after they have graduated.

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

The Future Researchers can use this study as their reference and guiding tool in
conducting their own study under the same area.

SCOPE AND LIMITATION

The study is the development of inventory and record management system that allows the
user to record, view medicine stocks and monitor the expiration of each. It developed to provide
the ease of handling documents and inventory reports of medical records their needed by the
office. It can also generate medicine reports of each of the Municipality who is getting medicine
and equipment, It can also easily handle documents and inventory reports of medicine records
that are needed by the office.
The study entitled Laguna Provincial Health Office Inventory and Record Management
System has the of limitations, a stand-alone software that can work offline, i.e. it does not
necessarily require network connection to function, and it can be only access by the record
officer of the provincial office office and allow one user to access the whole system.

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

GENERAL OBJECTIVES
The main objective of this study is to design and develop a computerized Inventory and
Record Management System for the Laguna Provincial Health Office.
1. Identifying the recent procedures by Laguna Provincial Health Office.
2. Solving the problems encountered by Laguna Provincial Health Office.
3. Analyzing the recent procedures.
4. Developing the security measures to be adopted.
SPECIFIC OBJECTIVES OF THE STUDY
The researchers aim to:
1. To solve the problems encountered by the Office of Laguna Provincial Health Office in
terms of:
a. Updating organizing and retrieving records;
b. Releasing inventory reports of medicines and equipment;
c. Monitoring stocks of medicines and equipment;

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

d. Deliver and Incoming medicine and equipment.
e. Monitoring the date of delivery of medicines and equipment.
f. Monitoring the medicines expiration.
2. To create inventory and record management system for the staff of Laguna Provincial
Health office, to manage the documents, medical records, equipments and monitor the
stocks and inventory reports of medicine.

THEORETICAL FRAMEWORK
Figure 1.0 Data into Information Process
Knowledge
Requirements:
a. Inventory
Process In
INPUTS
and Out of
Medicine
b. Database
System

Software
Requirement:
a. XAMPP
5.5.38
b. Notepad ++
c. MySQL
d. PhpMyAdmi
n
e. Astistere

Hardware
Requirements:
a. Laptop or
Desktop
b. At least
Core2Duo
2gb Ram
80GB HDD
Printer and
Paper

PROCESS
System
Requirements:
a. Requirement
s Analysis
b. Requirement
s
Description/
Definition

System Design:
a. Data Flow
Diagram
b. Software
Developmen
t Life Cycle

System
Development:
a. Waterfall
Model

OUTPUTS
LAGUNA
PROVINCIAL
HEALTH OFFICE
INVENTORY AND
RECORD
MANAGEMENT
SYSTEM

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

Figure 1.0 Theoretical framework of the study, the researcher builds a framework that
shows how resources put into the system (inputs) undergo a change (process) to produce results
(outputs).
Input

This is the source flowing into the system. These sources can include knowledge,
attitudes, behaviors, resources and technology.

Process

This is the action of changing the input, and action that produce the output.

Output

This is the result of flowing out of the system.

CONCEPTUAL FRAMEWORK
LPHO Information
2.0
Admin
Figure
Conceptual Framework of LU DOMIS
Information
Medicine and
Equipment
Information
INPUTS
Personnel
Information

LAGUNA
PROVINCIAL
PROCESS
HEALTH
OFFICE
INVENTORY AND
RECORD
MANAGEMENT
SYSTEM

Generated Reports:

Inventory
Records of
Medicine
and
Equipment.
OUTPUT
Inventory
report of
Medicine
and
Equipment.
Annual
Checking of
supplies.

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

Based on the conceptual framework shows the relationship of each variables. The
medicine and equipment record that take by the Staff of RHU in different Municipalities will be
inputted to the system. Process is the main tasks of the system to automatically record and
generate report from the database used by the system to save the records transact by the Admin
of the LPHO. The output in which the result of the process is may be display. Output is needed
based on the process made by the user.
DEFINITION OF TERMS
The definition of terms listed below used in this study will help the readers a deeper
understanding of this research.
Records these compose of all the files and documents of Laguna Provincial Veterinary Office.
Record Management is the management of records for an organization throughout the recordslife cycle.

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

Laguna Provincial Health Office Laguna Provincial Health Office is located at Sta. Cruz,
Laguna.
Xampp (Cross-Platform (X), Apache (A), Maria DB (M), PHP (P) and Perl (P)) to create a local
web server for testing and deployment purposes.
PHPMyAdmin is a free and open source tool written in PHP intended to handle the
administration of MySQL or MariaDB with the use of a web browser.
MySQL is an open source relational database management system. Information in a
MySQL database is stored in the form of related tables.
Notepad ++ is a text editor and source code editor for use with Microsoft Windows.
CHAPTER II
REVIEW OF RELATED LITERATURE/SYSTEMS
This chapter presents the related literature and studies that identified the previous
research papers that provided data to support. The researchers collected different resources and
reading materials such as books, web articles and internet references that can support the validity
of the study.
Technical Background
The researchers used PHP and XAMPP. This programming language stands for
"Hypertext Preprocessor PHP is an HTML-embedded Web scripting language. This means PHP
code can be inserted into the HTML of a Web page. When a PHP page is accessed, the PHP code

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

is read or "parsed" by the server the page resides on. The outputs from the PHP functions on the
page are typically returned as HTML code, which can be read by the browser. Because the PHP
code is transformed into HTML before the page is loaded, users cannot view the PHP code on a
page. This make PHP pages secure enough to access databases and other secure information.
A lot of the syntax of PHP is borrowed from other languages such as C, Java and Perl.
However, PHP has a number of unique features and specific functions as well. The goal of the
language is to allow Web developers to write dynamically generated pages quickly and easily.
PHP is also great for creating database-driven Web sites.

Related Literature and Study

Local Literature
According to the Department of Environment and Natural Resources (DENR) (2010)
is adopting an integrated computerized land information system to improve land related services
of the land management sector (LMS). DENR Secretary Ramon J.P. Page said the deteriorating
condition of the paper records and the absence of an up-to-date spatial map that links these
record into an effective system have negatively affected the land-related services of the agency.
As stated by Lemark et al. (2010) the Government Agencies mostly comply with laws
requiring them to keep and preserve records information maintained which can be used around

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

legal obligations, regulatory compliance, business transaction, or personal issues to ensure
compliance. Government Agencies are investing in electronic Record Management (eRM)
systems

that

address

the

record

lifecycle:

creation/capture,

use/dissemination

and

preservation/disposal.
According to Krishan (2010) Management Information System is a system or process
which provides information system needed to manage organization effectively Management
information system are regarded to be subset of the overall internal control procedures in a
business problem such as costing a product services

business wide strategy. Management

information systems are distinct regular information system in that they are used to analyze other
information system in operational activities in the organization.
Chavez (2011), Mayor Herbert Bautista stated that information technology will continue
to be one of the most crucial components of his administration pursuit for effective governance.
He also stated that new technology must be used more publics to able interact in ensuring
services transparency and city development.
Podraza et al. (2014) Records management is the effective and systematic control of
an organizations records, regardless of medium, through their entire life cycle - from receipt or
creation until their final disposition. Records management ensures that valuable records
evidencing in an organizations activities and that have legal, fiscal, administrative or historical
value are protected and accessible while useless records are systematically destroyed. If the
organization does not have a records management program, one cannot stress enough the
importance of starting one in todays world of electronic documents and potential litigation
exposure.

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

Foreign Literature
According to Eugene F. Brigman, Fundamentals of Financial Management, 5th ed.,
(Hinsdale: Holt, Richard and WinstonSounders College Publishing, 2000), pp. 840841.Companies are increasingly employing Inventory System. A computer start with an
inventory counts in memory. Withdrawals are recorded by the computer as they are made, and
the inventory balance is constantly revised. Whenthe recorded point is reached, the computer
automatically places an order, when this new order is received, therecorded balance is increased.
Retail stores have carried this system quite far, each item has a magnetic codes, and ason item is
checked out, it passes over an electronic reader, which then adjusts the computers inventory
balance, at thesame time the price is fed to cash register tape.
As said by Odit (2011) Records Management system is the right information in the right
place in the right order, at the right time for the right person at the lowest cost. For this feat to be
achieved, an integrated, highly efficient and effective records management system is needed.
With this in mind, a careful analysis of the records management system being utilized by the
Mbarara Regional Referral Hospital MCH section was conducted. The findings showed that the
system was highly inefficient- especially as far as retrieval of archival patient information was
concerned. This analysis established the need for a Records Management System (RMS) that
would facilitate effective and reliable records management through automated processes and
served as the basis for the research leading to the development of such an RMS.
According to Dragilev et al. (2015) the literature entitled Measuring impact of
Record Management said that, records management function should impact across the whole
organization and not be confined to one central department. Due to its far reaching nature
integrating the records management function into an organizations business systems, processes
and culture often requires a significant amount of resources. Most organizations will commonly

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Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

expect to derive benefits from resources invested; benefits can be described as the expected
returns or improvements gained by an organization from such an investment. Within the context
of this review benefits can be usefully classified as either being tangible or intangible in nature.
Tangible benefits are those that can be quantified and are generally articulated in terms of
measurable improvements or cost savings. An example of a tangible benefit would be a reduction
in space required to store physical paper copies.
McKinnon et al. (2013) Enterprise architects and analysts continue to focus on business
architecture, information architecture, more agile technology road maps and the adoption of
standards. However, many businesses continue to lack confidence in the progress of their
electronic records management programs, compliance initiatives and e-discovery preparedness
the traditional practices and tools used to manage electronic records are changing. New vendors
are taking fresh approaches to addressing compliance, categorization and retention requirements.
Lamont, et al. (2012) Three hot issues in records management stated that Records
management is generating an unusual degree of passion lately. Long held captive to an image of
dusty file cabinets in the basement, accessed only when needed for legal purposes, records
management is now being recognized as a critical component in information governance, a vital
process that extends beyondbut includesrecords management. The sheer volume of
information with which organizations must cope is an important aspect of records management,
because proper application of policies will eliminate unnecessary documents. The need to locate
information is another issue driving records management. If it is not classified correctly,
information is much harder to locate quickly. Auto-categorization is helping to reduce the burden
on users to declare and categorize documents as records, a step that is often overlooked or
incorrectly carried out. Also, e-discovery has been driving records management because when

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Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

records are properly managed, the process is greatly simplified and the threat of sanctions is
reduced.
Local Studies
As stated by Gonzales, et al. (2013) in Web-based Records Management System for the
Electrical Equipment and Energy Utilization of the University of the Immaculate Conception
Energy is one of the most significant technological challenges facing humanity today. People all
over the world have been thinking ways on how to generate more power as well as finding ways
on how to utilize it efficiently. This study was conducted to create a web-based records
management system for the electrical equipment and energy utilization of the University of the
Immaculate Conceptions three campuses, namely: Main, Bajada and Annex. The study used
descriptive method and a walk through energy audit. It also used a self-constructed.
Azagra (2010) entitled KAIBA Record Management System used system security as one
of the factors to evaluate the overall performance of their system. As a received by their
respondents, the software is secured and the system provides access to those authorizes user only
as reflected in its general weight mean of 4.67 and verbally interpreted as agree.
As stated by Reyes et al. (2011) entitled Laguna Cooperative Record Management
System for the Provincial Cooperative Development Office (PCDO) showed the importance of
records in the PCDO. This system was designed to help the cooperative keep track of the
monthly activities of the PCDO. They used the descriptive method to as the research design of
the study. With the use of this system, the PCDO improved their current procedure to get fast and
accurate records of the cooperative.

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Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

Marrero (2009) in his work Student Information System for the University of the
Cordilleras stressed that the concept of Information Systems (IS) which emerged in the early
1960s. More often, when information system is defined, the field Information Science is always
associated with the generation, collection, organization, storage, retrieval, and dissemination of
recorded knowledge. Furthermore, it is a collection of related components designed to support
operations, management, and decision making in an organization generally. Information System
supports people or users in making intelligent decisions based upon the information derived from
reliable data.
According to Pacio (2013) his research Online Student Information System of
Benguet State University Information Technology (IT) allows schools to utilize databases and
applications such as Online Student Information System (OSIS) thus, making the accessing of
records centralized. One of the changes that came about is the onlinebased applications. These
applications improved the traditionaltransaction processing systems. Thus, most universities
switch to the onlinebased system because of its effective to acquire process, store and retrieve
information from the Internet. Moreover, the system is accessible to all students information.
Benguet State University (BSU) is still using a semicomputer based system and paperbased
student information system. The staff finds it tedious in searching and preparing reports on
students information and also laborious due to repetition of processes done in filling and
updating of records. As a main goal of the school which is to generate and disseminate new
knowledge and technologies that will promote sustainable resource development and enrich the
competent and effective services geared towards efficiency and economy the current system is
inconsistent with the asserted schools main goals.

Foreign studies

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Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

According to Sayeh (2011) in his work Web Based PhD Thesis Management
Information System for Tripoli Faculty of Computer Technology in Libya, with the
advancement of information communication technology in developed country, education field
should take advantage to upgrade their learning and management techniques. Students should be
allowed to learn anytime, anywhere and at their own place. However administration and lecture
should be able to manage their work more effective and flexible. Many studies have recognized
the fact that, efficient management of education administration process information system the
potential to save the precious time and facilitate these administrative task. This study aims to
develop web based PhDs thesis management information system to automatically ensure the
PhD students thesis information management in the Faculty of Technology in Tripoli. The web
based PhDs thesis management information system is often used in educational organizations
due to its effectiveness in facilitating and enhancing the monitoring of the supervision and
manage of thesiss and project paper .
As stated by Nengomasha (2009) in his study entitled Electronic Records Management
in the Namibian Public Service in the Context of E-Government was based on the assumption
that the Public Service of Namibia has embarked on e-government, which should result in an
increase in the creation of electronic records (e-records).
According to Bain (2014) Developing Effective Hospital Management Information
Systems in the information technology (IT) and information systems (IS) literature can be
extended and improved. In turn they can be better applied to the field of IS and the development
and implementation of information systems. This research seeks to highlight an example of how
these models can be extended, through an analysis of the specific context of the hospital
management information system environment, using the technology ecosystems model (TEM) of
Adomavicius et al (Adomavicius et al., 2005).

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

As stated by Desousa (2009) in his research Web based application has four core benefits.
These are the following: 1) Compatibility. Web based applications are far more compatible
across platforms than traditional installed software like web browsers. 2) Efficiency. Everyone
hates to deal with piles of paper unless they do not have any other alternatives. The benefit of
web based solution makes services and information available from any webfacilitated Personal
Computer (PC). 3) Security of live data. Normally in more complex systems data is moved about
separate systems and data sources. In webbased systems, these systems and processes can often
be merged by reducing the need to move the data around. Webbased applications also provide
an additional security by removing the need for the user to have access to the data and back end
servers. 4) Cost Effective. Webbased applications can considerably lower the costs because of
reduced support and maintenance, lower requirements on the end user system and simplified
plans.

Synthesis of the Literature and Studies

The researchers discovered similarities and difficulties of their study from the previous
related literature and studies.
The researchers would adopt a method of research used by Smith (2015) the literature
entitled Measuring impact of Record Management said that, records management function
should impact across the whole organization and not be confined to one central department. Due
to its far reaching nature integrating the records management function into an organizations
business systems, processes and culture often requires a significant amount of resources. Since
the researchers engage in conducting studies Laguna Provincial Health Office Inventory and

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY

Record Management System, observation and describing of processes will be the key in knowing
weakness and problems of existing system in their office.
The study of Reyes and Villanueva (2011) entitled Laguna Cooperative Record
Management System for the provincial Cooperative Development Office are related to Laguna
Provincial Health Office Inventory and Record Management System in terms of using database
management system for easy handling records of the history of medicines coming in and out.
This study also related in part of the output, because proposed system has a feature for record the
allocation on every municipal for the medicine that they claim and inventory report of medicine,
provides a more convenient in way of storing information and easy access of record.

LAGUNA UNIVERSITY
Laguna Sports Complex, Sta. Cruz, Laguna

COLLEGE OF ARTS, SCIENCES AND TECHNOLOGY