Report on Garments Inventory Management System - Assignment Point
Report on Garments Inventory Management System
Subject: Economics | Topics:

 Garments Inventory Management System:


Today, software is the key element in the evolution of computer based systems and products. It is seen that many Industries use various software to implement their programs. In the project work, “Garments Inventory Management System” is developed for an established Organization named “Mim Sweaters Limited”(MSL). They are currently using paper-based system. The Head office is situated at Motijheel far away from the industry. The head office or the authority wants to know about various goods of products or raw materials of store every now and then. The store department often fails to produce instant report of stock as it is paper based and that causes various obstacles. Reporting or any query becomes a lengthy process, which is undesired for a reported industry.

Generally, a Stock Management System means a system that comes under some systematic and defined protocols with some sequential rules and regulations, data storage with convenient searching and retrieval, a clear interaction between the subsystems all of which are strictly maintained by computer software and hardware. The main purpose of a Stock a Management System is to collect and store information for all materials in that Industry in an efficient and effective manner, so that information can be collected with ease as required.

Background of the Project selection:

Economy of Bangladesh is largely dependent on the garments sector. It has attracted worldwide attention in the sector of garments. Garments accounts for a nominal 76% of the countries exports. International quality compliances are made at every stage. Here about 1.8 million workers are engaged. Bangladesh is placed 12 among the garments manufacturing countries in the world. But this sector still has a lot of untapped potential. Moreover, this sector is still using aged old traditional system for all its tasks. There are lots of scope to automate many of its tasks which will not only increase their productivity but also will help them to take decisions in no times. So this sector really demands automated in its own rights. MSL is an 100% export oriented sweater knitting industry for production of fashionable and quality sweaters of Bangladesh. Its mainly activity is to export self-made sweaters to different countries like UK, France, Netherlands, Belgium, Germany, USA, Denmark, Sweden, Spain, Italy all European Market. The company handles a large volume of important data and papers everyday.

Store department maintains stock of all necessary goods or products or row materials of all section of the whole industry. There are several sections in the industry like Winding, Knitting, Linking, Trimming, Light Check, Mending, Wash, Iron, Sewing, PQC(Primary), PQC(Final), Packing, Time Section, Electric, Boiler, Office, Design & Sample section and Generals or others.

The store department mainly maintains the quantity and other related information of goods/parts/raw materials/products that have been Imported, Issue, Requisition and Export on a particular day. That is how much goods/parts/raw materials are entered (Imported), Issue in several sections, how much goods/parts/raw materials (should be ordered/requisition) will be needed, how much products are finished and how much or what products are Exported in a particular day. To perform all these tasks the store department must follow the final date and within that date the related task must be recorded.

The store department is using paper-based system that means they are using individual register books for individual goods or parts or raw materials or products. It is very difficult to track the Entry (Import), Issue, Requisition, Export and Products of individual goods/parts/raw materials/products from the present manual system. Most of the information is preserved in a scattered way. As a result they are facing lots of difficulties such as-

                        i) It requires huge time to maintain inventory balance.

                        ii) Requires huge manpower

iii) Possibility of goods/parts/raw materials/products losses is higher.

iv) Manage stock query quickly is not possible.

v) Reporting timely to authority becomes almost impossible.

A several visits to the company were made and information about their present system was collected. Discussion was also performed with the Managing Director (MD), Chief Executive Officer (CE), General Manager (GM), Production Manager (PM), Store Officer.

Hence the above discussion with MSL, it was proposed to develop a web based computerized Stock Management System in place of their current manual system which will solve many of their problems.

Scope of the work:

There are many Garments factories in Bangladesh, which are not properly automated. Stock department is the heart to their overall operation. This department demands proper maintenance of all the incoming and outgoing goods that need to be recorded and reported timely. Through the manual process system it is hard for the employees to keep track of all the goods that are available to them. This scenario is present to most of the garments factories in Bangladesh from small to big to large. This manual process, which is always repeated, can be easily automated which won’t take any time to process. Besides different reports can be generated to help the authority make necessary decisions for the development of their improvements. Thus this simple but import section of the garments factory provide a great scope to work with.

  The Candidate Project:

To achieve the ultimate goal of stock management system, there exist some rules and regulations of this company. These rules and regulations form the backbone of the stock management system. In some cases, the conventional stock system is too much troublesome and repetitive for both person who maintain it and the other person who use it for their purpose. All of these problems, involved with the present paper based system, have been eliminated with the new system. The facilities provided by the new system are:

i)                    Keeping information in stock register books is troublesome to manage information with sufficient information retrieval in time. The store department often fails to produce instant report of stock as it is paper based as well as to provide reports to head office becomes fails due to far away from the industry. Besides ensuring security with authenticate users is also not possible. These obstacles have been eliminated in the new system. It reduces the human workload as far as concerned with the formal procedures of reporting the store transaction the daily, monthly, yearly or anytime for the coordinator and other related person.

ii)                  It reduces the time for searching information of stock

iii)                It reduces the time and cost equally than the previous system.

 Project Objectives:

The ultimate goal of the project is to fully computerized the current stock management system. The objectives is divided into two parts

            i)          The functional objectives.

ii)                  The technical objectives.

 Functional objectives:

The functional objectives are-

i)                    Try to maximize the use of tabulation system.

ii)                  To provide information in minimum time and also with minimum effort.

iii)                Try to avoid human committed errors and misclassification as far as possible.

iv)                Try to offer better services in comparison with the services offered by the present system.

v)                  To make the whole process error free, reliable and fast.

vi)                To ensure the avoidance of the duplication of the various process.

vii)              To build up a fully multi user system.

Technical objectives:

The technical objectives are additional to user’s performance and functional objectives. These needs influence design decision and the cost benefit trade of decision that should strongly be considered by the numbers of project term during the design stage of the project. The technical objectives considered in this project are as follows:

i)                    To design the project with the flexibility so that it can be changed in future and thus making an extension of the expected life of the system.

ii)                  To make the system easily maintainable so that the workers and users of the system can handle the system satisfactorily with easy and convenience.

iii)                To schedule the project efficiently so that the administration can provide the cost systematically and the time used for the development of the system should not take too long unnecessarily.

iv)                To design the system smartly and efficiently so that it can become an ideal system for the purpose of use and study.

v)                  To design the system such that in future it can be used as a sub system.

vi)                To build the system with security consideration for mainly the administration part of the system.

vii)              To ensure the reliability of this system i.e. the hardware or software failure, action can be taken. So necessary software backup should be taken safely.

viii)            To made the design simple as far as possible since the web based computerized multi user system is being considered for the first time and the simplicity will be very helpful for untrained users and operators of the system.

 Project Goals:

Stock Management of any large industry is one of the major fields where automation might have significant impact in overall performance. And garments industry, which is the largest industry in Bangladesh, has much more significance in this regard. So the primary goal is to develop a fully automated stock management system for the stock department of any garments factory. In this regard a very well known garments factory-

                                    MIM SWEATERS LIMITED

                                    Bashan Sharak Bazar, Bogra, Gazipur, Dhaka, Bangladesh.

                                    Tel: 880-2-9803923,880-2-9803551.

                                    MOBILE: 01711568072, 0191381833, 0181253295

                                    FAX: 880-2-9666489, 880-2-9803923

                                    Head Office:

                                                ModernMansion(13th floor)

                                                53, Motijheel C/A, Dhaka-1000


                                                TEL: 880-2-9554921,880-2-9667861

Has been chosen as the model garments factory for the development of the automated system. It is expected to develop a reliable, avoiding data lose, account transparency, search particular goods or parts or raw materials or products of stock or not, errorless and integrated stock management system.

Software Development Life Cycle

 A brief overview of SDLC:

SDLC is a very formal and precise system development process that defines a set of activities, methods and best practices for system developers and project managers to use develop and maintain software.

There are different types of SDLC. All these different software development models have their own advantages and disadvantages. Different types of SDLC are given below-

  • Waterfall model
  • Spiral model
  • Model driven development
  • Bottom Up model
  • Chaos model
  • Evolutionary prototyping
  • Prototyping model
  • Top- Down model
  • V model
  • Abstract model

Among these SDLCs, Model driven development life cycle is used in this project. This characteristics of Model driven are-

          i)                    Flexibility- It suits both large and small project. It fits each projects need because it is scaleable and tailor able.

ii)                  Reducing risk – It reduces the risk of project failure. It is the most complete analysis and design method on the market.

iii)                Quality system – It is rigorous. This SDLC allows us to cross check the quality and completeness of the deliverables.

iv)                Support – It is well supported by the documentation and training companies.

v)                  Future planning – It is teachable and reusable.

vi)                Hardware and Software independence – This means that a user can implement the solution any number of different hardware and software environments without changing the logical design.

vii)              This SDLC reduce the cost of a system’s life cycle.

viii)            Providing a firm structure of steps and checkpoints. Projects can be carefully managed and personnel can be used and targeted effectively.

Model Development Life Cycle:

Figure of Model Development Life Cycle:

Figure of Model Development Life Cycle


 Different Phases of Model Development Life Cycle:

  1. 1.      The Business Community: The business community includes system owners, system users etc. During this phase the problems, opportunities and directives were defined.

a)      Problems: Problems are undesirable situation that prevent the organization from fully achieving its purpose, goals and objectives. Here identify the problems that, it is taking too long to fulfill daily inputs. There are opportunities to input duplicate, inaccurate data. There is opportunity to make error- full input and so on.

b)     Opportunity:Opportunity is a chance to improve the organization even in the absence of specific problems. Suppose if there is a system that can maintain the Store department properly. And there is no specific problem. Moreover, if the system is web based then it is much easier to the authority to see the report and maintain the data properly. The all departments of this industry will be fully automated in future. It is the opportunity of a system.

c)      Directives: Directive is a new requirement that is imposed by the management, government or some external influence. Such as a system is running properly. And then the management imposed that keyboard data entry is converted by the bar code technology.

  1. 2.      Preliminary Investigation: The purpose of the preliminary investigation phase is not to solve the problems, just to catalog and categories them. To do so some papers and documents are collected from the users, which they use as usual. Besides this the following tasks also performed.

i)     List problems, opportunities and directives – At first we list our problems opportunities and directives of this project w. r. to its urgency, visibility, tangible benefits and priority. Here given the initial scope of the project. Also estimate a schedule for the remaining phase.

ii)   Negotiate preliminary scope: Define the boundary of the project ; those aspects of the business that will and will not be included.


iii) Plan the project: Next plan the project in depth. In this case plan consist of the following –


a)      A preliminary master plan that includes schedule and resources assignments for the entire project. We divide our task and that’s why we divide necessary data among ourselves.

b)      A detailed plan and schedule for completing the next phase of the project.

  1. Problem Analysis: The following tasks I performed in this phase as follows-

a)      Study the problem domain: There is always an existing system, regardless of whether it currently uses a computer. It must have its own terminology, history, and culture. My principle activity is to learn those aspects of the system. Rather define the business criteria on which any new system will be evaluated.

b)     Analysis problems and opportunities: It was a very hard task in this phase to analyze problems. Because each system owner user and analyst brings a different level of understanding to the system different details, different vocabulary, different perceptions and different opinions. And from these the problem domain revealed that domain in which the business problem, opportunities, directives and constraints exists.

c)      Update the project plan: Update the project plan that was taken in the preliminary phase. Because after analyzing the problems it was found that completing the candidate system is not possible by following previous plan. So project plan was update.

  1. 4.      Requirement Analysis: It is one of the most important phases of the SDLC. In this phase the task is to find what is needed for the new system. It was thought carefully about what the system do, not how it should do these things. The following tasks I performed in this phase.

a)      Define requirements: The initial task in the requirement analysis phase is to identify requirements. There are two types of requirements

1)      Functional requirements are a description of activities and services a system must provide. Such as Goods name, Date, Receipt quantity, Supplier, Challan Number, Supplier Name, Rate, Section Name, Issue Quantity, Requisition Number, Order Number, Required By, Received By, Authorized signing track, Gate Pass Number, Buyer Name, Style Number, Order Quantity, Shipment Quantity, Excess Quantity, Short Quantity, Carton Quantity, CBM etc. 2) Non Functional requirements is a description of other characteristics and constraints that define a satisfactory system. Non-functional requirements includes performance, ease of learning and use, budgets, cost, time, saving and training needs etc.

b)     Analyze functional requirements: There are two approaches to functional requirements documentation and validation. System modeling and Prototyping. I use prototyping approach. At first build a prototype model and give this model to the user. The main purpose of giving prototype is to ensure that needs of the users understood by me.

  1.   Decision analyzing phase: Give the business requirements statement there are usually numerous alternative ways to design a new information system to fulfill those requirements. The purpose of this phase is to identify candidate solutions, analyzing those candidate solutions for feasibility and recommended candidate systems the target solutions to be designed.

a)      Technical feasibility: Examine the solutions technically perfect or not. That is when the user is giving input, which forms will need to appear, or which tasks need to perform serially. And this way it can prove the security as well as user acceptance of this system.

b)     Operational feasibility: In this case prove the solution that fulfills the user’s requirements. That is when the user give an input its calculation is right or not. Whenever the user can insert data properly or manipulate data properly.

c)      Economic feasibility: Try to see that whether the solution is cost effective or not.

d)     Risk feasibility: The probability of a successful implantation using the technology and approach are trying to measure in this phase.

  1. 3.      Design: After the approved proposal from the decision analysis phase then comes the design phase. In this phase try to transform the business requirements statement from the requirement analysis phase into design specifications for construction. I get the soliciting ideas and opinions from users, vendors and IT specialists. Then I try to adherence to internal technical design standards that ensure completeness, usability, reliable performance and quality. I built E-R diagram and DFD for store department.
  1. 4.      Construction: After giving some level of design specifications, system components for that design is constructed. In this phase I developed different form by which the user can input data to the database.I also develop different report form by which the user can see the report. Setup files also are created in this phase. The purpose of the constructions phase is twofold. (1) To build and test a system that fulfills business requirements and design specification and (2) to implement the interface between the new system and existing systems.
  1. 5.      Implementation: New system usually provided for a smooth transition from the old system to the new system and help users cope with normal start up problems. Thus the implementation phase delivers the stock system into operation. Final testing is performed in this phase. I install my software into my computer, load database. The delivers of the implementation phase is the operational system that will enter the operation and support stage of the life cycle.
  1. 6.      Operation and support: Once the system is operating, it delivers the business solution to the user community. It will still require ingoing system support for the remainder of its life. System support consists of the following ongoing activities.

i)     Assisting users – I train the user how to use this software.

ii)   Fixing software defects (bugs) – In this case I detect the errors that slipped through the software testing.

iii)  Recovery the system – A system failure may result in a program “crash” and or loss of the data. Human error or a hardware or software failure may have caused this. When this occurs I am called on to recover the system.

Requirement Analysis:

 System Study:

A system is required to select the best system that meets performance and economic requirements. This entails an identification description, an evaluation of candidate systems and the selection of the best system for the job. A statement of constraints, the identification of specific system objectives and a description of outputs define a system’s required performance. The analyst is then ready to evaluate the feasibility of candidate system to produce these outputs.

At first “Mim Sweaters Ltd.” Was visited in order to study their present system. It was found that the system of MSL represents the Stock system and the critical path system jointly. For representing this process they use manual system. All the related person of this company can’t knows about the stock or not in a short time. They require huge time to searching the stock of specific parts or goods or product. And often they would failure.

The system study covers the entire life cycle of the computerized Stock Management System from the initial planning to the end of the system’s useful life. Several interview sessions with the Managing Director (MD), General Manager (GM), Production Manager (PM), Store Officer of the “Mim Sweaters Ltd” took place to identify how and which requirements are needed for the proposed system.

 Problems of Using the Current System:

Problems faced by the users and management while using the existing conventional system can be divided into two classes:

i)                    General Problem area

ii)                  Specific Problem area

 General Problem Area:

When analyzing the existing system there were found the general problems that have to be faced by the management are –

i)                    The manual labor spent on the current system is huge and in some cases. It is also very troublesome. Since every human being has the limitation of

Committing errors, sometimes it becomes almost impossible for the store officer to

avoid errors and as a result data inconsistency occurs.

ii)                  Sometimes the administration or the authority receives verbal assurance from the person responsible for a process of the system that the process is

Completed with care. But in fact, as there is no documentation of the                                       completion of the process, the person may try to relief himself by avoiding the lengthy and tedious works involved with the task and may report that the process has been finished successfully.

iii)                Since the whole process involves a wide variety of stages (such as Entry, Issue, Export, Final Goods, Requisition,) it becomes very difficult to keep track on every process efficiently.

iv)                The decision-making procedures are lengthy and time consuming. So in many cases it happens that the proper decision has not been taken at the proper time. It occurs from the fact that one has to study deeply to take a decision move and unfortunately no one does posses the overall details of the entire system.

v)                  Since the whole process is not fully reliable, so many inconsistencies occur and many tasks are left undone for a long period. As a result an overall degradation of the whole service is found in the end.

vi)                Since the whole world is connected with information network now days, the electronic information via various media are very well organized and sophisticated. “Mim Sweaters Ltd” also wants to join in this family. They want for online data transformation and production report. The previous system is unable to use all of these facilities.

 Specific Problem Area:

The specific problems related to the use of present system are-

i)                    They cannot inform instantly whether any goods or parts are in stock or not. As a result sometimes they ask for requisition even if there is a stock of goods or parts. So lots of goods or parts are wasted.

ii)                  Manual process of any transaction of store is lengthy and it cannot be performed perfectly.

iii)                They don’t know which goods or parts are issued when and to whom.

iv)                They take much time in manual process and cannot keep the proper track.

v)                  The store department cannot give report of stock to the authority at all and for store department it is impossible.

 Feasibility of the proposed system:

Feasibility study performs the job of an interface between wild dreams and crude realities. It helps to overcome the limitations in implementing a design with respect to various fields and aspects. Not only that it also shows the designers the right way to choose among lots of ways in an unbiased fashion following considerations are involved in the feasibility analysis.

1. Economic feasibility.

2. Technical feasibility.

3. Organizational feasibility.

4. Behavioral feasibility.

5. Other feasibility.

Economic Feasibility:

The system I have designed is surely affordable as it can be implemented with a very low cost. The hardware and software listed here justifies the fact that as the design, analysts, and phase of the system is completed here, the implementation is not at all hard and costly job. As my implemented system is fully object oriented, the maintenance cost of the system will be very low. Again as it is a multi user inventory system so I think that my system is economically feasible.

 Technical Feasibility:

I propose to adopt the latest computer technologies, software and hardware so that they do not become obsolete too quickly. In designing the system, I have developed with most structured and modular approach. So while updating hardware or software in future, the software will adapt to the new one very easily. Again we are using most modern hardware at present and in future if up gradation of hardware, software is necessary, then extra cost would not be a headache, as the price of the hardware are declined day by day. The proposed technology can support the workload.

 Organizational Feasibility:

As the authority and the related person of this company are too much eager to implement the inventory stock management system a very welcoming environment existed for the implementation of the systems the proposed new system was very much organizationally feasible and from users point of view. I hope that it will be highly appreciated by them as current system does not give the user ease and it makes they will accept the system with very eagerness.

Behavioral Feasibility:

The proposed system is such that none of the previous employees has to be sacked, the existing employees should be given training to adopt with the new system. I hope that the new system will not face obstacle from the employees and users.

 Other Feasibility:

The proposed new system will solve all problems and activities associated with the current conventional system in a very efficient manner. It is evident that the whole system will be a combination of the automated and manual operations. As the manual system is computerized this should have a positive effect on the user since they will gradually become familiar with the automated system and in the future it may possible to bring the whole system under complete automation.

 Existing System Boundaries for the Company:

i)                    Extra manpower needed to run the system.

ii)                  Time delay to maintain the process. It causes loss of working hour.

iii)                Paper and ink loss causes extra loss of money.

iv)                Lose of valuable time and money.

v)                  Manual system provides extra stress in everybody engaged in any work.

vi)                Increased mental pressure.

vii)              Very lengthy and tedious process.

viii)            The coordinator of different departments have to insure loss heavily both money and working hour.

ix)                Error handling of this system needs much time.

x)                  So, it is clear that the existing system is not only complex but also time consuming.

Cost Identification:

i)                    Hardware cost

ii)                  Software cost

iii)                Maintenance cost

iv)                Operating cost

v)                  Training cost

vi)                Installation cost

i) Hardware cost:

Though they have several computers for office use, they need hardware support separately for store department.

a)      Minimum one PC is required.

b)      One printer is required.

So minimum cost will be 50,000/=.

ii)                  Software cost:

There are following software support is required.

Operating SystemWindows XP, Windows 98,Windows 2000,Windows 2000 Server
Software supporting DBMySQL Server

iii) Maintenance cost:

Already there are two employees in store department. They are familiar with their existing system. Moreover, my proposed system is user friendly. If those employees who will use this software are trained then it is very easy to them to operate. And thus no extra cost will be needed.

iv)Operating cost:

They have two store officers. They will operate stock management system made by me. They don’t need any extra employees.


v)  Training cost:

My proposed system is user friendly. So if they are trained properly they can easily use it.

vi)Installation cost:

Apache server has to be installed in the PC in any drive. Internet Explorer has to be there to browse otherwise it has to be installed.

Time Line:

A plan was schedule for the whole project. In order to complete the project within time the whole time was divided into the following way. Here is a complete figure that shows the complete schedule plan. The blue shows the present of the project.

SL/NoTask NameMarch 2008April 2008May 2008June 2008On processing
1Business Communication



2Preliminary Investigation
3Problem Analysis
4Requirement Analysis
6Construction and Testing
7Implementation and Delivery

Incomplete Task

Figure 2.1 Time Line

Object Oriented Analysis (OOA):

System models play an important role in system development by providing a means for dealing with unstructured problems. This module will present object modeling during systems analysis as a technique for defining business requirements for a new system.

In requirement analysis phase I tried to analyze my system in object oriented method. The OOA, like any systems analysis method, its purpose is to gain a better understanding of the system and its requirements. In other words, OOA requires that we identify the objects, their data attributes, associated behavior and associations that support the business system requirements.

Reason for using Object Oriented Analysis:

Requirement analysis is performed in object-oriented method. Because –

i)                    It has more effective uses by experienced and inexperienced staff.

ii)                  It has the ability to improve project planning and control.

iii)                It gives better quality system.

Definition of Object Oriented Analysis:

Object Oriented Analysis is a technique for identifying objects within the systems environment and the relationships between those objects.

It is a set of techniques and graphical tools that allow the analyst to develop a new kind of system specifications that are easily understandable to the user.

It also provides a clear statement of requirements that everyone can understand and is a firm foundation for subsequent design and implementation.

Techniques and Tools:

Only a few techniques that are also present in other analysis methods have been used here. The main analysis techniques correspond to the OOA views –

i)                    Data Flow Modeling represents system processing – using Data Flow Diagram (DFD).

ii)                  Logical Data Modeling represents system data – using Entity Relation Diagram (ERD).

iii)                Entity Event Modeling represents the effect of time on data – using Enitity

Life Histories (ELH).

DFD is a popular technique for analysis and processing current system. The first step is to draw a data flow diagram. It is also known as “Bubble chart”. It has the purpose of clarifying system requirements and identifying major transformations that will be come programs in system design. So it is the starting point of the design phase that functionally decomposes those requirements specifications down to the lowest level of detail.

The DFD methodology is quite effective, especially when the requirement design is unclear and the user and the analyst need a notational language for communication. The DFD is easy to understand after a brief orientation.

Logical data modeling is used to product a logical data model of the current system. This is extended to meet the requirements of the new system resulting in a required system logical data model. The required system logical data model is used as the basis of the physical data design.

The Entity relationship (E-R) is based on a perception of a real world that consists of a collection of basic objects called entities and of relationship among these objects. An entity is a “thing “ or “object” in the real world that is distinguishable form other objects.

Entities are described in a database by a set of attributes. A relationship is an association among several entities.

Requirements Specification:

  • ‘Goods Name’ is the goods what are issued,given entry, exported or given requisition for the factory.
  • The ‘Date’ when the goods/parts Entry, Issue, Export, Requisition and Final goods/Product stocked in the store of the factory.
  • ‘Reciepts quantity’ is the quantity that is received for on a particular goods/parts.
  • ‘Challan Number’ is the number on the memo provided by the supplier.
  • ‘Supplier’ whose company supplied particular goods/parts.
  • ‘Rate’ is the unit price of particular goods/parts.
  • ‘Remarks’ is the any comments of store officer on goods/parts.
  • There are eighteen sections. They are as follows-

Winding, Knitting, Linking, Triming, Light Check, Mending, Wash, Iron, Sweing, PQC(Primary), PQC(Final), Packing, Time section, Electric, Boiler, Office, Design & Sample and General.

  • ‘Issue Quantity’ is the quantity that is issued on a particular goods/parts.
  • ‘Requisition Number’ is the number on the requisition form.
  • ‘Goods/Parts’ are issued according to the order number.
  • ‘Required By’ indicates the employee who needs the particular parts.
  • ‘Received By’ is the persons(Employee) who receive particular parts.
  • ‘Authorized’ is the signature of General Manager, Production Manager or

other concerned Officer.

  • Description is the Goods/parts description.
  • ‘Gate pass Number’ is the number on the gate pass form.
  • ‘Buyer name’ is the name of the company who orders the product.
  • ‘Order quantity’ is the quantity is the quantity that is ordered by the buyer.
  • ‘Shipment quantity’ is the total quantity that is exported a particular date of the product.
  • ‘Excess quantity’ is the quantity that is excess of order quantity.
  • ‘Short quantity’ is the quantity that is short of order quantity.
  • ‘Carton quantity’ is the number of carton.
  • ‘CBM’ is the cost of volume.
  • ‘Final Goods’ is the name of the finished product of the factory.

Data Flow Diagram:

As information moves through software, it is modifies by a series of transformations. A data flow diagram is a graphical representation that depicts information flow and the transforms that are applies as data move from input to output. The data flow diagram may be used to represent a system or software at any level of abstraction. In fact, DFDs may be partitioned into levels that represent increasing information flow and functional detail. Therefore, the DFD provides a mechanism for functional modeling as well as information flow modeling.


Building the project:

A typical database project consists of the data structure user interface query options and reporting. To design a structure the function of each component and the relationship to other has to be considered. The functionality and the data integrity can be maintained by attaching code to certain events.

 Database Design and Data Table:

For database design, first select database model. “Relational Data Model” has been selected. The relational model is today the primary data model for commercial data processing applications. It has attained its primary position because of its simplicity, which eases the jobs of the programmer as compared to earlier data model such as the network model or the hierarchical model.

In relational database structuring all data and relationships are representing in a flat, two-dimensional table called a relation. A relation database model has several features.

i)                    It allows the user to update the table, Any position can be changed.

ii)                  It provides inquiry capabilities against a label.

iii)                Two or more tables can be merged to form one relation. Unlike hierarchical or network structuring where all relationship are predefined, a relation DBMS develops new relation on user commands.

Database Name


List of Tables:

i)          login

ii)         login_info

iv)                entry

v)                  entry_requisition

vi)                issue_requisition

vii)              export

viii)            goods_name

ix)                stock

Description of Tables:


This table stores user type and password of those who access this software. Anybody who wants to access this software at first he/she must enter his user type and password.

This information stored here.

Column Name                         NULL                                                             TYPE

—————————          ————————-                       ——————————

update_id                               NOT NULL                                         INT

user_id                                   NOT NULL                                          varchar(30)

password                                NOT NULL                                          varchar(150)

user_name                              NOT NULL                                          varchar(20)

input_date                              NOT NULL                                          datetime


This table stores user login information track of those who access the software.

If any user access this software, it is automatically recorded when he/she accessed it, when signed out along with his/her user identity and user name.

Column Name                         NULL                                                             TYPE

—————————          ————————-                       ——————————

update_id                               NOT NULL                                        int(11)

user_id                                   NOT NULL                                        varchar(30)

password                                NOT NULL                                        varchar(20)

user_name                              NOT NULL                                        varchar(20)

access_time                            NOT NULL                                        datetime

field_name                             NOT NULL                                        varchar(30)

signout_time                                                                                      datetime


This table stores requisition number, goods/parts received date, goods/parts name, goods/parts description, goods/parts quantity, parts unit such as piece, kilogram, dozen etc, goods/parts cost rate, supplier name who supply the particular goods/parts, remarks is the any comments of store officer on goods/parts. In this table update_id is a primary key.

Column Name                         NULL                                                             TYPE

—————————          ————————-                       ——————————

update_id                               NOT NULL                                          int(11)

date                                        NOT NULL                                          date

challan_no                              NOT NULL                                          int(8)

goods_name                           NOT NULL                                          varchar(20)

received_qtn                          NOT NULL                                          float

unit                                         NOT NULL                                          varchar(12)

rate                                         NOT NULL                                          float

supplier                                  NOT NULL                                          varchar(30)

remarks                                  NOT NULL                                          varchar(50)


This table stores requisition number, goods/parts requisition information such as requisition date, goods name, goods requisition quantity, unit, rate, author name, store officer name, accounts officer name. In this table req_no is a primary key.

Column Name                         NULL                                                             TYPE

—————————          ————————-                       ——————————

req_no                                    NOT NULL                                            int(8)

date                                        NOT NULL                                            date

goods_name                           NOT NULL                                            varchar(20)

description                             NOT NULL                                            varchar(50)

qtn                                          NOT NULL                                            double

unit                                         NOT NULL                                            varchar(12)

rate                                         NOT NULL                                            double

author_name                          NOT NULL                                            varchar(30)

store_off_name                      NOT NULL                                            varchar(30)

accounts_off_name               NOT NULL                                            varchar(30)


This table stores update_id, goods/parts issued information such as issue date, req_no, section_name, goods_name, required_by, remarks, received_by, authorized_sign. In this table update_id is a primary key.

Column Name                         NULL                                                             TYPE

—————————          ————————-                       ——————————

update_id                               NOT NULL                                             int(11)

date                                        NOT NULL                                             date

req_no                                    NOT NULL                                             int(8)

section_name                         NOT NULL                                             varchar(20)

goods_name                           NOT NULL                                             varchar(20)

required_qtn                          NOT NULL                                             float

issue_qtn                                NOT NULL                                             float

unit                                         NOT NULL                                             varchar(12)

order_no                                NOT NULL                                             varchar(20)

required_by                            NOT NULL                                             varchar(20)

remarks                                                                                                   varchar(50)

received_by                           NOT NULL                                             varchar(20)

authorised_sign                      NOT NULL                                             varchar(20)


This table stores update_id, products export information such as export date, gate_pass_no, buyer_name, style_no, order_qtn, carton_qtn, cbm, remarks. In this table update_id is a primary key.

Column Name                         NULL                                                             TYPE

—————————          ————————-                       ——————————

update_id                               NOT NULL                                           int(11)

date                                        NOT NULL                                           date

gate_pass_no                         NOT NULL                                           int(8)

buyer_name                           NOT NULL                                           varchar(20)

style_no                                 NOT NULL                                           varchar(20)

order_qtn                               NOT NULL                                           float

shipment_qtn                         NOT NULL                                           float

excess_qtn                             NOT NULL                                           float

short_qtn                                NOT NULL                                           float

carton_qtn                              NOT NULL                                           float

cbm                                        NOT NULL                                           varchar(20

remarks                                                                                                  varchar(50)


This table stores update_id and goods/parts name.Here update_id is a primary key.

Column Name                         NULL                                                             TYPE

—————————          ————————-                       ——————————

update_id                               NOT NULL                                           int(8)

goods_name                           NOT NULL                                           varchar(20)


This table stores stock_id, and good/parts/products stock information such as goods_name, goods quantity, goods rate, date, rel_id. In this table rel_id ia foreign key and stock_id is a primary key.

Column Name                         NULL                                                             TYPE

—————————          ————————-                       ——————————

stock_id                                 NOT NULL                                                int(8)

goods_name                           NOT NULL                                                varchar(20)

qtn                                          NOT NULL                                                float

rate                                         NOT NULL                                                float

date                                        NOT NULL                                                datetime

rel_id                                      NOT NULL                                                varchar(20)


As this system is multi user system, its security must be high otherwise different type of unauthorized access will destroy many important data’s. So the security must be so high that can prevent all kind of unauthorized access.

Prevention from unauthorized access:

This system supports different level of security that was used in Mysql. The names and passwords of all authorized persons are kept into table. Only those persons can access the database, based on their authority.

Two types of users should exist in this system.

  1. Administrator:  This is the highest power. This type of user can do all work that manipulator can do, moreover it can create new user which manipulator can’t do. Only one person may have this type of power.
  1. 2.     Operators:  This type of user can read and write the report and also can insert data into the database. They have no access delete data into the database.


Project Environment:

In this phase of SDLC different form were construct by which the user can input data to the database. Different report also developed by which the user can see the report. Here in this case I try to maintain the report form as same format as they use as usual. The purpose of the constructions phase is two fold. (1) To build and test a system that fulfills business requirements and design specification and (2) to implement the interfaces between the new system and existing systems. The hardware and software specifications are given below.


Intel Pentium-III

RAM 128 MB


1 GB Storage


           Front End


Back End


           Operating System

Windows XP/windows98/windows 2000 Server/Windows 2000

Form Design:

The forms being used in this project are as follows:

i)                    Login form

ii)                  Entry

iii)                Issue

iv)                Requisition

v)                  Export

vi)                Stock

vii)              Edit/Update

a)      Entry Update

b)      Issue Update

c)      Requisition Update

d)     Export Update

e)      Goods Update

viii)            Goods Add

ix)                Login Information

x)                  Change Password

xi)                Report

a)      Entry Report

b)      Issue Report

c)      Requisition Report

d)     Export Report

e)      Stock Report

Description of Forms:

All the forms are designed to serve specific purpose. Short description of these forms are given below.

This form is used to enter login information.Every user will have his/her own user type and password. User will be able to access the software application writing their own user type and password in this form. A snapshot of the login form is given below.

Login Form:

Entry Form

This form is used to entry new received goods/parts. The goods/parts which are brought to the factory through requisition are recorded in the entry form. This form includes Goods name, Date, Receipts Quantity, Challan Number, Supplier,  Rate,  Remarks. The date in this form indicates the date on which parts are received.

 Issue Form:

In this form several information like which goods/parts are issued to different sections, to whom it is issued, the requisition number are kept. This form includes Section Name, Goods Name, Date, Issue Quantity,   Requisition Number, Order Number, Required By, Received By, Authorized, Remarks. The date in this form indicates the date of issue.

Requisition Form:

If any goods/parts are required for the factory those parts have to be given requisition. The parts selected for requisition are entered in this form. This form includes Date, Goods Name, Description, Quantity and Rate. The date in this form indicates the date of entry of requisition.

 Export Form:

This form is used when products are delivered. Store officer performs the data entry according to the gate pass number. This form includes  Date,  Gate Pass Number, Buyer Name, Style Number , Order Quantity, Shipment Quantity, Excess Quantity, Short Quantity, Carton Quantity, CBM , Remarks.

 Stock Form:

The number of goods/parts or the amount of goods in stock are known by this form.


Entry Update Form:

If any change or edit in the entry information is necessary then this form is used to edit or change any information. This is to be noticed here that user can change the data of current date only, previous data can only be edited by administration.

 Issue Update Form:

If any change or edit in the issued information is necessary then this form is used to edit or change any information. This is to be noticed here that user can change the data of current date only, previous data can only be edited by administration.

Requisition Update:

After given requisition in the requisition form if any change or edit is necessary then this form is used to change or to edit. This is to be noticed here that user can change the data of current date only; previous data can only be edited by administrator.

Export Update:

After given export or delivery, if any change or edit is necessary then this form is used to change or to edit. This is to be noticed here that user can change the data of current date only; previous data can only be edited by administrator.

Goods Name Update:

This form is used to update or edit the goods name which are entered in the goods Add form.

Goods Name Add:

This form is used to add new goods name or parts in the goods/parts list. This form includes goods name.


 Entry, Issue, Export Report:

In this form the report of entry, issue, export, can be shown. Report can be shown here by goods name only. Report can be shown according to date too.

 Entry Report:

This is the Entry report form. The amount of different type of goods entered, the date of entry this kind of entry related informations can be shown in this report form.

 Issue Report:

This is the Entry report form. The amount of different type of goods entered, the date of entry this kind of entry related informations can be shown in this report form.

Export Report:

This is the Export report form. The amount of different type of product delivered, the date of delivery, buyer name and others export related informations can be shown in this report form.

Requisition Report:

This form is used to show in the form of report the requisition according to goods name or date.

To purchase different parts/goods requisitions are given through requisition form.This form can be printed as requisition form.

 Stock Report:

The numbers of parts or the amounts of goods in stock are known by this form.

dministration Entry Update:

If user / operator enter any data, only that user can edit the data of previous data are required to edit then they must take help from admin. Only administration can complete this job by using this form.

Administration Issue Update:

If user / operator enter any data of issue related, only that user can edit the data of previous data are required to edit then they must take help from admin. Only administration can complete this job by using this form.

Administration Requisition Update:

If user / operator enter any data of issue related of requisition related, only that user can edit the data of previous data are required to edit then they must take help from admin. Only administration can complete this job by using this form.

 Administration Export Update:

If user / operator enter any data of issue related of export related, only that user can edit the data of previous data are required to edit then they must take help from admin. Only administration can complete this job by using this form.


ystem Implementation:

An important aspect of a system analyst’s job is to make sure that the new design is implementation to established standard. The term implementation has different meanings, ranging from the convention of a basic application to a complete replacement of a computer system. The procedure however is virtually the same. Implementation is used here t mean the process converting a new or a revised design into an operational one.

Conversion is one aspect of implementation. The aspects are the post implementation review.

There are three types of implementation

i)                    Implementation of computer system to replace a computer system. The problems encountered are converting files, training users, creating accurate files and verifying print outs for integrity.

ii)                  Implementation of a new computer system to replace an existing one. This usually a difficult conversion. If not properly planned there can be many problems. Some large computer systems have taken as a year to convert.

iii)                Implementation of a modified application to replace an existing one, using the same computer. This type of conversion is relatively easy to handle, provide there are no major changes in the files.

The Candidate System:

The system is implemented in two sections

  • Database service implementation.
  • User service implementation.

Database Service Implementation:

The database exists on the server. This server stores all information necessary for the system. Only the authorized members can handle that database. The information is stored in the databases named “mim_sweaters” the input forms that were made with Php, HTML, JavaScript, CSS update the values of tables in the database. The front-end software is connected with the back end database server by the modal form. The code of the module form determine which database is connected to this front end software.

User Service Implementation:

User services deal with the interaction between the user and the applications as well as the preparation of data for user requirements. So it is needed to create several forms. Form provides a rich set of objects that can respond to user events so that user can enable to accomplish their information management task as early as possible. Three types of forms is used here:

Input form

Output form

Report form

Users acceptance of the Candidate System:

The following feature measures the user acceptance qualities of the candidate system.

  1. It is smart and efficient enough for the user.
  2. It is easily maintainable.
  3. Accurate and easy processing is ensured.
  4. Required information is easily accessible.
  5. Easily understandable.
  6. It works efficiently with large number of records.
  7. This system is very user friendly. One can operate this system even without much prior knowledge of the paper-based system.
  8. The terms and processing sequence are made as similar as possible to the paper based system. That’s why the employees who maintained the paper system doesn’t feel unfamiliarity while using this computerized system.
  9. Use interface, dialogues and error messages are very human friendly.


Faster Execution:

i)                    The candidate system will provide instant report as soon as the data will be input.

ii)                  Ease of calculation.

iii)                Reducing in checking time.

iv)                Speed up operation.

 Error Free:

In the existing system, due to manual operation, error can occur in any state. But the candidate system will not face this problem as it is implemented by efficient software.

Mental Satisfaction:

i)                    Eliminates the manual pressure as the report is done automatically.

ii)                  As it is requires very small amount of times to complete the report, the concerned persons may involves their valuable times.

iii)                The quick preparation of report gives mental satisfaction.


Software testing is the process of analyzing a software item to detect the differences between existing and required conditions and to evaluate the features of the software item. Software testing is done throughout the whole development process. There are two basic techniques of software testing- black box testing and white box testing.

Black box testing (functional testing) is testing that ignores the internal mechanism of a system or component and focuses solely on the outputs generated in response to selected inputs and execution conditions.

White box testing(Structural testing) is testing that takes into account the internal mechanism of a system or component.

Among these testing techniques, black box testing is used here.

Black-box Testing:

Black box testing also called functional testing, focuses on determining whether or not a program does what it is supposed to do based on its functional requirements. Black box testing attempts to find errors in the external behavior of the code in the following categories: [1] incorrect or missing functionality, [2] interface errors, [3] errors in data structures used by interfaces, [4] behavior or performance errors, and [5] initialization and termination errors.

Six levels of black box testing are performed here:

  1. Unit Testing
  2. Integration Testing
  3. Functional and System Testing
  4. Acceptance Testing
  5. Beta Testing
  6. Regression Testing

 Unit Testing:

Specification: Low-level design or code structure.

Unit testing is the testing that verifies the code does what it is intended to do. In this type of testing some test code are written that will call a method with certain parameters and will ensure that the return value of this method is as expected. This type of testing is performed within a class or a component.

 Integration Testing:

Specification: Low and high-level design.

Integration test is testing in which software components, hardware components, or both are combined and tested to evaluate the interaction between them. Using black box testing techniques, it is verified that units work together when they are integrated into a larger code base. Moreover it is also tested whether the data get lost across an interface, message might not get passed properly, or interfaces might not be implemented as specified.

 Acceptance testing:

Specification: requirements specification

Acceptance testing is formal testing conducted to determine whether or not a system satisfied is acceptance criteria(the criteria the system must satisfy to be accepted by a customer) and to enable the customer to determine whether or not to accept the system.

After functional and system testing, the product is delivered to customer and the customer runs black box acceptance tests based on their expectations of the functionality. The customer input their regular data and compared the required data and the actual data.

 Regression testing:

Specification: Any changed documentation, high-level design

Regression testing is done after any significant changes are made to the code. In this project there comes some changes. The color indicator in the report form, auto e-mail generates, auto remainder. These changes are tested in this testing level.

 Beta testing:

Specification: None.

After regression testing it is offered free to one or more potential users. The users install the software and use it as they wish, with the understanding that they will report any errors revealed during usage back to the development organization.


The computing world has a lot to gain from Database Management System. This developed Database Management System will be a solution for Garments Inventory Management System. The limitation of this software may be treated, as there is no high secured. In future the overall process of this software will be secured. Though this software is faced one limitation but it is still very smart and efficient enough for the user and also it is easily maintainable. It reduced the excess cost and time and save the data in a standard form. It works efficiently with large number of records. Thus this system will be play a very efficient and a vital role on the Inventory Management for Mim Sweaters Limited.

Garments Inventory Management System

Related Economics Paper: