Project Summary Al-Istiqlal University was relying on a traditional paper-based inventory system. To enhance operational efficiency, the university's IT Center developed an electronic inventory system using barcode technology. This new system addressed the issues of manual inventory, such as errors and slow processes, offering a more effective and rapid alternative.
Vision and Goals The vision was to improve the traditional inventory system by implementing technological solutions based on barcodes to achieve accurate and fast inventory processes. The main goals included:
- Eliminating the traditional paper-based inventory method.
- Developing a reliable electronic system for inventory management.
- Completing the inventory in the shortest possible time with available resources.
- Adopting the new electronic inventory system for ongoing use.
Project Outputs
- Development of an electronic program using PHP and MySQL, compatible with various devices.
- Installation of barcode labels on all assets.
- Inventory of all university buildings and warehouses with detailed reports.
Constraints and Limitations
- Human Resources: Lack of technical expertise among some staff.
- Time Constraints: Limited time for planning and developing the system.
- Asset Naming: Absence of a standardized naming system for assets.
- Experience Deficiency: Difficulties in identifying materials and devices for barcode printing.
Timeline and Budget Summary A one-week deadline was set for completing the inventory within the available budget.
Work Plan
Problems and Needs The university faced numerous issues with the traditional inventory system, including errors in item descriptions, significant time and effort requirements, and reliance on paper records. As a result, the IT Center proposed an electronic inventory system to improve efficiency and reduce errors.
Analysis and Concept Development The new inventory process relied on barcode technology, assigning a unique barcode to each item. This allowed for quick and accurate readings using a barcode scanner, with data recorded in the electronic program.
Team Formation A technical team was formed with staff from various backgrounds to ensure a comprehensive and accurate inventory process.
Tools and Resources The implementation required:
- Barcode printer.
- Barcode labels.
- Barcode scanners.
- Smartphones and inventory software.
Implementation and Operation
Technical and Program Development The Agile methodology was employed for program development, focusing on iterative improvements and rapid delivery.
Program Features The program is a web application developed using PHP and MySQL, featuring a responsive design and functionalities such as item search, barcode printing, and inventory quantity entry.
Activities and Tasks Tasks were divided between two committees for building and warehouse inventories, with barcode scanners used to collect data.
Monitoring and Improvement
Feedback and Enhancements Feedback mechanisms were incorporated to improve system performance and address issues. Ongoing support was provided to users for optimizing the program.
Ensuring Workflow Continuous monitoring ensured data accuracy and prompt resolution of issues, with system administrators managing inputs and adjustments.
Project Completion
Deliverables The completion of fieldwork and warehouse inventory was synchronized, with final inventory reports generated and delivered in PDF format on a CD and printed copies to the university administration.
Achievements
- Adoption of standardized asset naming.
- Simplified future inventory processes using barcodes.
- Successful project completion within the time frame and with high efficiency.
- Rapid report generation.
The project was highly praised and adopted as the primary inventory system for future use, reflecting the effectiveness of the system and its management under the leadership of Mr. Mongid Abu Baker.
