LABORATORY INVENTORY MANAGEMENT RECORD SYSTEM, USING DEPARTMENT OF COMPUTER SCIENCE LABORATORY, AKWA IBOM STATE POLYTECHNIC AS A CASE STUDY
CHAPTER ONE
INTRODUCTION
1.0 Introduction
According to Microsoft Encarta (2009), 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. (Kotler, 2005)
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:
- The user log is not properly maintained
- 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.
- 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.
- Theoretical Background
Organizations often use inventory management systems to reduce their carrying costs. The system is used to track products quantity levels. The purpose of a good inventory control system is to maintain a balance between too much and too little. It provides the foundation for monitoring product sales and measuring inventory levels. Inventory management systems acts as a blueprint for knowing what products are available and which one needs to be re-stocked.
Accuracy of inventory records is necessary to provide satisfactory customer service, determine replenishment of individual items; ensure that material availability meets repair or project demand, analyze inventory levels and dispose of excess inventory. Stock recording are expected to maintain particulars of receipt, issues and balances remaining in stock for each individual item held in the storehouse or laboratory daily, as the case may be. Stock records provide the management with the information which is used to ensure accountability through stocktaking and stock audit exercise.
In a computer laboratory, it is often very important to keep accurate record of the systems and other equipments in the lab for the purpose of accountability and efficient management of the laboratory.
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1.2 Statement of Problem
Inventory Management is one of the basic problems in almost every company. Before computer age and integration, paper tables and paperwork solutions were being used as inventory management tools. These were very far from being a solution because it took so much time, even needed employees just for this section of organization. Many lab assistants are inexperienced in the management of the laboratory because of deficit knowledge in the area laboratory inventory management especially in a computer laboratory and this may give rise to missing items unaccounabiliy. In a computer laboratory, manually recording and tracking down inventory is cumbersome, reports cannot be easily presented and it is difficult for the management to ascertain the state of items in the laboratory. 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
The aim of the study is to develop a laboratory inventory management record system. The specific objectives are:
- To develop a database application for proper recording of items in the computer laboratory.
- To develop an inventory management system that can be updated when needed
- To develop an inventory management system that will aid the presentation of reports pertaining equipments in a given computer laboratory.
1.4 Significance of the Study
The significance of the study is that it will provide an easy way of capturing and managing inventory details of the computer science laboratory of Akwa Ibom state polytechnic. It will also facilitate the easy updating of inventory records. 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 laboratory inventory management record system, using department of computer science laboratory, Akwa Ibom state polytechnic as a case study. It strictly focuses on inventory management practices of 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
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Automation: This is the use of technology or computers to control and process data reducing the need for human intervention.
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Database: This refers to a large store of related data on a computer that a user can access and modify.
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Password: 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.
Inventory: 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.
Management: The organizing and controlling of the affairs of a business or a sector of a business
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