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Inventory Sorting System

For Chikibibi Grilled Food Business

Team Members:

Sean David Chua • Steven Tampos • David Anthony Yap • Khen Andrei Lim

Department of Computer, Information Sciences and Mathematics

Information Management I

May 2025

Problem Statement

Current Challenges at Chikibibi:

  • Manual Inventory Tracking: Leading to stock shortages and inefficiencies
  • Operational Slowdowns: Impact on daily operations and customer service
  • Higher Costs: Emergency purchases at retail prices
  • Lack of Real-time Monitoring: No alerts for low stock levels

Solution: Automated Inventory Sorting System

Main Objective

To provide a comprehensive inventory management solution that automates stock tracking and provides real-time updates for optimal inventory control.

User-Friendly Interface

Easy stock data input and review

Real-Time Alerts

Low stock notifications to prevent shortages

Automated Reports

Daily and weekly usage summaries

Specific Objectives

User Interface Development

Create a user-friendly interface with 100% accuracy for stock management

Alert System

Implement real-time notifications for low-stock items

Automated Reporting

Generate inventory reports and restocking recommendations

Flexible Input System

Support manual input for initial stock and restocking events

Project Beneficiaries

Direct Beneficiaries

  • Production Workers: Sufficient ingredient supply, reduced delays
  • Business Owners: Smooth operations, reduced unnecessary expenses

Indirect Beneficiaries

  • Customers: Consistent food availability, guaranteed fresh stocks
  • Suppliers: Better coordination, improved scheduling and accountability

System Scope & Limitations

System Scope

  • Record and monitor stock quantities
  • Focus on chicken, pork, and BBQ supplies
  • Critical level alerts
  • Daily usage summaries
  • Restock suggestions

Limitations

  • No payment processing
  • No third-party integration
  • No mobile app in initial version
  • Manual input required for initial stock

Literature Review

Carreño Dueñas et al. (2019)

  • Manual counting leads to shortages and mistakes
  • Digital systems with QR codes improve accuracy
  • PHP, HTML, MySQL - cost-effective for SMEs
  • User-friendly design for non-technical staff

Liang (2013)

  • QFR Model: Quantity, Frequency, Recency
  • Perishable goods management challenges
  • Pattern recognition improves prediction
  • Reduced waste and better decision-making

System Users

Inventory Staff

  • Update daily stock usage
  • Input new inventory items
  • Monitor stock levels
  • Generate usage reports

Admin/Owner

  • Monitor comprehensive reports
  • Receive critical alerts
  • Perform restocking decisions
  • System administration

Functional Requirements

Stock Tracking

  • Real-time inventory updates
  • Manual input capability
  • Daily usage logging
  • Activity recording

Reporting & Alerts

  • Low-stock notifications
  • Daily/weekly reports
  • Threshold management
  • Usage summaries

Data Maintenance

  • Automated daily backups
  • Manual backup control
  • Data recovery support
  • System reliability

Non-Functional Requirements

Performance & Reliability

  • Response time: Few seconds
  • 99.9% uptime target
  • Regular automated backups
  • System availability

Usability & Maintainability

  • Simple, intuitive interface
  • Non-technical user friendly
  • Modular design approach
  • Easy future enhancements

Security

  • Role-based access control
  • Secure login process
  • Authorized personnel only
  • Data protection

Project Schedule

Week 1-2: Proposal Writing - Brainstorming and content development
Week 1-3: Research & Data Gathering - Business analysis and requirement collection
Week 2-4: System Design (UI/UX) - Interface design and database structure
Week 3-5: System Development - Coding, programming, and implementation
Week 4-6: Testing & Debugging - Comprehensive testing and error resolution
Week 5-6: Documentation & Revision - User manuals and system refinement
Week 6: Final Presentation - System demonstration and project showcase

Technical Specifications

Hardware Requirements

  • Laptop/Desktop computers
  • Tablets for portability
  • Barcode scanners (optional)
  • Internet connectivity equipment
  • UPS for power backup

Software Specifications

  • OS: Windows 10/11, Linux (Ubuntu)
  • Browser: Chrome, Edge compatible
  • Database: MySQL/MariaDB
  • Backup: Local/Cloud storage
  • Security: Role-based access

Conclusion

Expected Outcomes:

  • Improved Operational Efficiency: Automated tracking reduces manual errors
  • Cost Reduction: Prevents emergency purchases and overstocking
  • Enhanced Customer Satisfaction: Consistent product availability
  • Better Decision Making: Data-driven inventory management

Thank you for your attention!
Questions and Discussion